Scheduler combines several settings to decide when an appointment can be booked. This guide gives administrators a dependable setup order and explains where each setting lives.
A bookable time must satisfy every required layer:
The location is open.
The appointment type is offered at that location and within its booking rules.
Any required qualified staff are working.
Any required rooms, equipment, or shared capacity are available.
The time is not closed by a block, exception, holiday, or booking limit.
The narrowest rule wins. A staff schedule or resource can reduce the times offered, but it does not extend a location's open hours.
Create each location and set its location hours.
Create appointment types and assign them to locations.
Set duration, start-time increment, lead time, booking window, buffers, and daily or weekly limits.
Add staff requirements using positions and staff work schedules.
Add resources when multiple appointment types share a room, equipment item, or capacity limit.
Add closures, date exceptions, and scheduler blocks.
Configure online booking, public labels, instructions, forms, consents, and scheduling pages.
Configure new-booking notifications, client reminders, confirmation replies, and intake messages.
Customize Visit Board statuses so front-desk stages match your center.
Customize Visit Board statuses so front-desk stages match your center.
Preview availability and use Scheduler Settings > Overview to resolve readiness warnings before launch.
Open Scheduler, then select the settings button for the quick Scheduler Settings panel. It includes Overview, Types, Locations, Resources, Location hours, Blocks, Visits, and Positions. The Blocks tab links out to the full Availability Blocks management page. From the Visits area of that panel you can also jump to Manage Visit Statuses. From the Visits area of that panel you can also jump to Manage Visit Statuses.
For the fulll settings sidebsidebar, go to S, go to Settingsttings → Scheduler Settings (not Care Settings). Insigs). Inside Schedule Scheduler Settings you will see groups such as you will see groups such as:
Schedule: Locations, Appointment Types, Resources, Availability, Availability Blocks, Reminders, and Calendar Feeds.
Client Portal: General, Booking Widget, and Online Booking.
Intake & documents: Intake Message, Client Form Templates, Consent Documents, and After-Appointment Surveys.
Visit Board: Visit Statuses — customize the stages clients move through on the Visit Board (for example arrived, lobby, in a room, complete), customize the stages clients move through on the Visit Board (for example arrived, lobby, in a room, complete).
Important: Visit Board settings are under Scheduler Settings, not Care Settings. Care Settings is for Care/client configuration (for example client portal branding and chart templates). If you do not see Visit Board or Visit Statuses, open Settings → Scheduler Settings and look for the Visit Board group.
See Customizing Visit Board Statuses and The Visit Board.
Important: Visit Board settings are under Scheduler Settings, not Care Settings. Care Settings is for Care or client configuration, for example client portal branding and chart templates. If you do not see Visit Board or Visit Statuses, open Settings → Scheduler Settings and look for the Visit Board group.
See Customizing Visit Board Statuses and The Visit Board.
Centers now use a Time Zone picker instead of a numeric UTC offset.
Open Settings → Scheduler Settings → Schedule → Locations.
Edit a location. Use the Time Zone field to pick the correct IANA time zone, for example America/Chicago.
This replaces the old UTC Offset number. If your organization already had an offset saved, common values were migrated automatically.
Reminders, calendar feeds, and online booking use this time zone when determining and showing times.
Use location hours for when a site is open.
Use an appointment type schedule or rules when a service is offered during only part of the site's hours.
Use positions and staff work schedules when a qualified person must be working.
Use a resource when appointment types must share limited capacity or must not overlap.
Use Availability Blocks (Settings → Schedulerr Settings → Schedule → → Schedule → Availability Blocks) for closures, and date exceptions for one-time schedule changes.
Use Visit Statuses (Settings → Scheduler Settings → Visit Board → Visit Statuses) to customize the columns and stages on the Visit Board.
Use Visit Statuses (Settings → Scheduler Settings → Visit Board → Visit Statuses) to customize the columns and stages on the Visit Board.
Customizing Visit Board Statuses
