Use staff configuration when an appointment requires a qualified person to be available.
A position describes a qualification or function, such as Nurse, Sonographer, Counselor, or Advocate.
Qualified people are the staff members assigned to that position.
A work schedule describes when a specific person is available.
All three must align for a required position to produce bookable time.
Open Scheduler > Scheduler Settings > Positions. Position records are shared with Serve > Positions, where you can create positions and assign qualified team members.
Staff work schedules are managed from the staff scheduling and availability surfaces.
In addition to a person's regular weekly hours, you can mark specific dates as unavailable (for example, time off, surgery recovery, or a one-off schedule change) or give them different hours for a single day.
Open the staff member's work schedule and select the date you want to change (or click and drag to select several dates at once).
Choose Edit this date.
Select Unavailable to mark the selected date(s) off, or add a custom time range if the person is working different hours than usual.
Optionally enter a reason. Reasons are limited to 200 characters; longer text is rejected with a clear error instead of failing silently.
Select Apply to save.
When you select several dates that are not next to each other on the calendar, each date is saved as its own override rather than being stretched into a single date range. This fixed an issue where saving unavailability across non-contiguous dates (or a two-week range) could fail with a "Failed to Save Override" error.
Each position has a Clinical Reviewer toggle on its settings page. Turn this on for any position whose qualified team members should be able to review and sign off on clinical documents, such as ultrasound or chart reviews (for example a Physician position, or a nurse or other staff position your organization has designated to approve reviews).
Reviewer assignment now looks for a position flagged Clinical Reviewer first, then assigns the review to a qualified, active person holding that position, the same way any other required position works.
You can name the position anything you want. Renaming it no longer breaks review routing, because routing is driven by the Clinical Reviewer flag, not by the position's name.
If no position is flagged Clinical Reviewer yet, or the flagged position has no qualified active person assigned, review routing falls back to the legacy behavior of matching a position named something like "Physician" or "Doctor", or the individual user's legacy Physician setting.
Existing organizations that already had users marked as a physician were automatically given a "Physician" position flagged as Clinical Reviewer. Assign your reviewing staff to that position (or to any other position you flag as Clinical Reviewer) under Qualified Team Members so review routing no longer depends on the legacy setting.
The Staff tab on the scheduling calendar shows appointments for the day grouped by team member or by position, so you can see who is booked and where the gaps are at a glance. Use the toggle at the top of the view to switch:
By staff (default): one column per staff member.
By position: one column per active position.
The Staff tab always shows every appointment for the centers you have selected; it ignores any resource, status, or staff filters left over from the Appointments tab so bookings cannot be hidden unexpectedly. If no positions are configured yet, use the Manage positions link to set them up.
In the By staff view, use Manage visible staff in the toolbar above the calendar to control which staff columns always appear and in what order:
Pin staff members so their column always shows on the board, even on days they have no appointments. Drag pinned staff up or down to reorder their columns.
Staff who are not pinned still appear automatically on any day they have an appointment, so bookings are never hidden.
Use the search box in the dialog to find someone quickly before pinning them.
Your pinned staff and their order are saved to your account and remembered the next time you open the Staff tab.
The Unassigned column (appointments with no staff member assigned) always shows on the Staff tab. It, along with the hour labels, stays pinned to the left of the grid as you scroll horizontally through staff columns.
Must have: at least one qualified person must be working or no slot is offered.
Nice to have: useful for planning, but it does not block booking.
Do not mark a position required unless the appointment truly cannot happen without it.
A position can use fixed coverage hours or follow the schedules of the people who are working. When individual staff schedules are authoritative, missing work hours can remove all bookable slots.
A required position with no qualified active person also removes availability.
Use named staff when a client must meet with a specific person. Do not create a separate appointment type for every staff member. Make sure the named person has work hours at the correct location.
Positions decide whether qualified staff coverage exists. They do not always prevent two different appointment types from using the same person or shared team capacity at the same time.
When several appointment types must not overlap because they draw from the same limited staff pool, also configure a shared resource or provider-capacity limit and link every affected appointment type.
Positions connect to People records, not directly to login accounts. For how user accounts, People records, My Schedule, and Home → Today's Appointments fit together, see Your login, People record, positions, and schedule views.
Position is active.
Correct people are assigned and active.
Required versus optional is intentional.
Work schedules use the correct location and time zone.
Shared capacity is configured when cross-type overlap must be prevented.
The Clinical Reviewer flag is set on whichever position(s) should be able to approve clinical reviews.
