In this video, I walk you through the process of creating a schedule template and associating it with a provider. We cover everything from setting up template codes to linking the schedule to a specific provider. I also highlight the importance of selecting the right duration for appointments and how to block off time effectively. Please make sure to follow along and create your own template as we go through the steps together.
0:00 Hi there! In today's training video, we're going to be going over how to create a schedule template and
associate it with a provider.
0:10 So we're going to go into Administration. We're going to go to Schedule Management on the left-hand side and
Schedule Setting, the first option.
0:20 From here, we're going to review our codes first. So I'm going to go into Template Code Setting. That's going to
open up our new little window here, uh, where you you are able to create new codes or edit any of the codes that are
on file.
0:35 With your codes, you're able to set a color duration by clicking on the paint icon and selecting a different color.
0:40 to be associated with your code. Uh, you can also set the duration, uh, the description, as well as putting in a limit
or warning on your Template Setting is going to be where we're going to go in order to create a template that we can
then associate with a provider.
1:03 You have an option here to have it set to public. That means that any user could have that same schedule.
1:10 If you do select a particular provider from your drop-down list, then the schedule can only be used for that provider
that you have selected.
1:18 Template setting again will open up to its new window. For us to create our template, if you're editing anything that
was on the file, you're able to select it from your drop-down in the top right, and then the edit button in order to load
the schedule.
1:33 When creating our new template, we're going to first set our duration appointments. In the top, it has the default
of 15 minutes.
1:42 Should you be doing 5, 10, 20, or 30, you would want to select that from here. If we do select 30, for instance, it's
only going to give us two boxes per hour for two codes to be linked.
1:54 With our 15-minute appointment, it's going give us our four. On the left-hand side for template name and summary
is going to be where we're able to enter in a name for our schedule.
2:08 And then our code box is going to be where we're going to be entering in our codes. Now you can hover your
mouse over template code, the link on the right, and that'll list all of your codes that you have available to you with the
description in order to use.
2:24 So for our example here, we're going to make a schedule from 9 to 5 using a few different codes for a few different
types of appointments.
2:34 So we're going to use Xs at the start before 9 o'clock to ensure it's blocked so that no users are booking prior to our
scheduled time.
2:44 From 9 o'clock on, we're going to be using the number one code for our 15-minute appointments. This is going to
go into some scheduled blocked time for phone appointments.
2:55 So we're going to be using our P code. That is going to be followed by our lunch break, where we're going to use
the L code, followed by same day So we'll be using the S, followed by a slot.
3:09 For a physical to be done. Going back into 15-minute appointments, and we're going to end our day with some
more phone appointments.
3:20 Once we've hit our 5 o'clock, we're going to use the X again in order to ensure that no appointments are booked
after our time slot.
3:27 And we're going to click save. Now that we've created our schedule, we're going to link that to our provider. So,
we're going to go back into schedule management here and schedule setting and from selective providers.
3:43 We will select their name from the dropdown. That's going to load for us here for us to be able to put in a date
range for how long we want to apply that schedule for.
3:55 I'm just going to be doing it for this current month. Um, it is suggested to only be doing, uh, one year at a time.
4:02 Uh, should you be doing anything longer than that? Just know that Oscar is going to be taking a moment or two in
order to update the schedule with your scheduled codes.
4:12 Now you'll see here. along the right-hand side are our public schedule templates that I've been created. That is
what the P stands for.
4:21 8 8 at the start with regards to public so they can be used for any of the providers. When we do click on one, it will
show us what that schedule template looks like along the side.
4:34 Now we're able to apply it to our provider with the arrows. And that'll move that template onto our schedule.
Should you be using something different for other days of the week?
4:47 Uh, you do have the option of selecting a different template. and applying that for an alternate date. So you can
have multiple scheduled templates for the same We're going to place a check mark for those dates that we are working,
and we're going to click the next button on the right.
5:07 It's going to move us forward. If you have any exceptions to your schedule, that can be done on this window by
clicking on the particular template for that day.
5:18 And it'll open up a window from here. For instance, if we're off that day, we can say no to us being available.
5:24 Or if it is a one off, we can always choose a different schedule for that one particular date. The next, we'll complete it
5:38 By closing our window here, we're going to come back to our schedule. I'm just going to do a refresh with our app.
5:43 Five and we will now see our schedule that has been applied to our screen. When we switch that to the week view
with a W in the center, we'll see that schedule template applied for our days with the art, the different one that was
selected for the Friday.
6:00 That would be concluding today's training video on how to create and apply your schedule templates. Please check
out the help portal for other helpful videos.