Adding One-Time Availability

Adding One-Time Availability

Overview

Use One-Time Availability to make a clinician available for appointments on a specific date only. This option is especially useful for self-scheduled appointments, where clients request appointments through a self-scheduling link and see clinician availability based on this configuration.

One-time availability is ideal when a clinician needs to offer availability outside their regular schedule or limit availability to a specific contact type. For example, a clinician may want to offer in-person appointments only on a single day. This availability applies only to the selected date and does not repeat or affect the clinician’s recurring availability.

When to Use One-Time Availability

Use one-time availability when a clinician:

  • Works on a specific date only

  • Offers extended or additional hours on a single day

  • Covers for another clinician


Assign Permission to Manage Availability

Only authorized users can manage availability. To grant this permission, go to Settings > Practice Settings > Roles & Permissions, edit the appropriate role, expand the Practice Settings section, and select the required checkbox:

  • Manage Availability and Block Availability at Practice Level – Allows users to manage practice availability from Settings in the left navigation pane.
  • Manage Availability and Block Availability at Provider Level – Allows providers to manage their own availability from Personal Preferences.




Navigation

Staff users can configure availability for all clinicians from:

  1. Settings > Calendar Settings > Availability Management > One-Time Availability

Clinicians can configure their own availability from:

  1. Personal Preferences > Calendar Settings > Availability Management > One-Time Availability
Notes
Availability configured in Personal Preferences overrides availability configured in Settings.

Configure One-Time Availability

To configure availability for all clinicians,

  1. Go to Settings > Calendar Settings.

  2. Select Availability Management.

  3. Open the One-Time Availability tab.

  4. Click Add One-Time Availability.

Notes
Clinicians can configure availability from Personal Preferences if their availability differs from the practice-wide configuration.




The Set One Time Availability screen appears as shown below:





Provide the following information:

  • Availability Name: Enter a clear, descriptive name (for example, January Weekend Availability).

  • Location: Select one or more locations where the clinician is available to schedule client appointments.

  • Clinician: Based on the selected locations, associated clinicians appear. Select one or more clinicians, or select All Clinicians to apply the availability to everyone.

  • Start Date: Select the date for which the availability applies.

  • Timezone: Select the appropriate timezone. Calendar availability and appointment times follow the selected timezone.

  • Contact Type: Select how the appointment will be conducted: In Person, Phone Call, or Telehealth.

  • Individual Appointment: Select this option to apply the availability to individual appointments.

  • Group Appointment: Select this option to apply the availability to group appointments.

  • Appointment Types: Based on the selected contact type and appointment type, applicable appointment types appear. Select the relevant options.

  • Client Type: Specify whether the availability applies to new clients, returning clients, or both.


Once done, click Save Availability.

View Availability on the Calendar

You can view one-time availability on the calendar for reference. An Availability badge appears at the top of the clinician’s schedule. Hover over the badge to view availability details.

Notes
 This view is for reference only. It indicates the time slots that clients will see when they request appointments using the self-scheduling link.



Applicability to the Self-Scheduling Link

When you share a self-scheduling link, clients see a list of clinicians based on the configured availability. As clients select the appointment type, contact type, and location, the clinician list is filtered accordingly. Clients can then select an available date and time to submit an appointment request.





FAQs 

Does one-time availability repeat automatically?
No. One-time availability applies only to the selected date.

Does one-time availability change recurring availability?
No. It is applied separately and does not modify recurring availability.

What happens if block availability overlaps with one-time availability?
Block availability takes priority and overrides one-time availability.

Who can configure one-time availability?
Staff users can configure it for all clinicians in Settings, while clinicians can set their own in Personal Preferences.


Need Help?

For further assistance, contact:
📞 Phone: 443-203-5857
📱 Text: 866-301-0085
📧 Email: ticket@icanotes.com
💬 Chat: https://app.icanotes.com

Proprietary Notice Information: This article is provided for informational purposes only, and the information herein is subject to change without notice. While every effort has been made to ensure that the information contained within this article is accurate, ICANotes cannot and does not accept any type of liability for errors in, or omissions arising from the use of this information.