How to manage availability in Calendar Follow


The Calendar section in Practice Admin allows pharmacies to publish their available appointment times online in a familiar, calendar-style interface.


To jump to a specific section within the article, please use the links below. 


How to access Calendar

To access Calendar, navigate to the 'Settings' section of your Practice Admin account and click on the 'Manage Availability' tab.




Once you are on the Calendar page, you can see it will default to the current day's view.

You can navigate to a different day by using the < or > arrow icons or select the calendar icon to the left of the arrows to select a specific date.

You can also zoom in and out of your daily view by clicking the + or - icons on the left. 



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How to change your advance publishing preferences

To change your advance publishing preferences, click on the gear icon at the top right-hand corner (next to the 'Create Schedule' button).



This will open a pop-up box that enables you to click a drop-down list of options for how far in advance you wish to display your available appointments online. 



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How to create schedules 

To publish your available appointments online, click on the 'Create Schedule' button. 



This will bring up a form as pictured below:



First, start by clicking on the drop-down section under 'Schedule for' and select the consultation room in which you wish to create available appointments. 




Once you have selected the relevant consultation room, pick the start date of your schedule. Note that the form will always default to the date currently displayed in the Calendar day view.




Next, choose which service you wish to publish available appointments for under the 'Specialty' section. Please note, the form will always default to the first service listed.




The next step is to decide whether you wish to publish just a single appointment or a block of appointments. 

If you select 'Single appointment', you just need to choose the start time and length, to create your single appointment. 



However, the most common way to create schedules is to add a 'Block of appointments', where you will now be able to select an end time.


TIP - When selecting a start and end time, you can free text the time you want (5:00) instead of scrolling all the way down to find 5:00 pm.


You can also make use of the repeat settings for the schedule by selecting weekly, fortnightly or every workday. You also have the option to set a stop date for each repeat option.

Please note the default is always set to 'Doesn't repeat' and 'Never stop repeating' for weekly, fortnightly and every workday repeat options. 


What schedule length should I choose?

Please factor in your service appointment length when choosing the length in your schedules. 

Example 1: Vaccinations are all 10 mins, so this should be your default appointment length.

Example 2: Beauty services has appointments that are 15 mins and 30 mins. Your appointment length will be the lowest time of 15 mins.

Example 3: Health checks has appointment lengths that range from 5 mins to 30 mins. Your appointment length will be 5 mins so each block can fit all required lengths.

If you prefer, you can create all your schedules in 5 min blocks to accommodate all appointment lengths. Please be aware the same 5 min block will be displayed online for patients to book, it is the length that is set in appointment types that will determine how many of those blocks are booked. E.g If a patient books a 15 min appointment, 3 x 5 min blocks will be allocated and booked.


Once you have created your schedule, allow a few minutes before you can see the available appointments in the Calendar (especially if you have created them quite far in advance).

If you have repeat schedules, you will see these published in your Calendar up until the specified end date (or on all future dates if an end date was not specified).

However, only the appointments that are within your advance publishing preferences (e.g. the next 28 days) will appear online for patients to book.


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How to edit and delete schedules

Once you have created some schedules, you may wish to go back and modify them. To do this, simply navigate to the schedule you wish to modify, click on the schedule to reveal the same pop up you saw when you originally created the schedule. 

From there, you can amend any setting you wish. And if it is a repeat schedule, this will also update all future schedules already published.


To delete the schedules, simply select the trash icon.



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How to delete your availability quickly (ad-hoc basis)

This functionality is great when you need to make quick amendments to your live appointments on particular days without affecting your regular repeating schedules. This is ideal for situations when a staff member needs to finish early for the day or for any ad-hoc breaks.


To do this, simply click on the schedule you wish to update. You will see a pop-up default to the 'Manage availability' tab with the individual slots for you to delete.



Example: I want to remove the last 30 mins of the day and finish at 5pm. I simply click on the to remove the 3 slots. 

Once you have done this, the slots become greyed out with the option to republish again if you have made an error or change your mind!



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How to add availability quickly (ad-hock basis)

This is great when you need to extend your regular schedule or add extra appointments for a particular day.

To do this, just select your date and create a single appointment on the day. Then choose your start time and the length you want the appointment to go for.

You can also choose to repeat the single appointment, weekly, fortnightly or every workday and set a stop date for each schedule. Please note the default is always set to 'Doesn't repeat' and 'Never stop repeating' for weekly, fortnightly and every workday options.




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How to add more consultation rooms

Please email and we will get this added for you!



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