Use Recurring Availability to define a clinician’s regular, repeating schedule for client appointments. This option is ideal for setting up standard weekly working hours, such as every Monday to Friday from 9:00 AM to 5:00 PM, or specific days and time slots that repeat on an ongoing basis.

Recurring availability helps ensure that clients using the self-scheduling link consistently see accurate, up-to-date time slots based on a clinician’s regular schedule. Unlike one-time availability, recurring availability repeats weekly and remains in effect until you change or remove it.

When to Use Recurring Availability

Use recurring availability when a clinician:

• Has a regular weekly schedule

• Offers the same hours on specific days each week

• Needs a consistent availability pattern for self-scheduled appointments

• Wants to define long-term, ongoing availability for booking
  

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 > Recurring Availability
   

Clinicians can configure their own availability from:

1. Personal Preferences > Calendar Settings > Availability Management > Recurring Availability
   

Availability configured in Personal Preferences overrides availability configured in Settings.

Configure Recurring Availability

To configure availability for all clinicians:

1. Go to Settings > Calendar Settings.

2. Select Availability Management.

3. Open the Recurring Availability tab.

4. Click Add Recurring Availability.

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

• Availability Name: Enter a clear, descriptive name (for example, Weekday Morning 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.

• Select Recurring Availability Day: Choose one or more days of the week (for example, Monday, Wednesday, Friday) when this availability should repeat.

• Start Time / End Time: Select the time range during which appointments can be scheduled on the selected days.

• 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 you finish, click Save Availability.

View Availability on the Calendar

You can view recurring 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.

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 based on the recurring availability you configured.

FAQs 

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