🎞️ View video tutorial: Creating and applying vacation schedule templates to provider schedules
📌 Note: You must have Scheduling Settings permissions to set up provider schedules for your clinic. Refer to Modifying user permissions.
After you create off time/vacation templates for your clinic (refer to Creating templates to block time off), you can apply them to any dates and providers. You can apply the templates to more than one provider's schedule at a time.
For example, if a provider is taking a week of vacation, apply a weekly vacation template to their schedule for the applicable week. Or, if you have a standing meeting that takes place on a weekly basis or if you want to block time off for lunch breaks or administrative tasks, you can apply a template to multiple provider schedules.
Steps
1. From the main menu, click Settings > Scheduling > Vacations.
2. For Practitioner Vacations click Template. The list of saved Vacation Schedule Templates appears.
3. Select the template to apply from the list.
💡 Tip: If the list of templates is long, you can quickly find a template by searching for it using the Search field at the top of the window.
4. The Edit Vacation Schedule Template window appears, showing you the hours for the template on the right.
💡 Tip: If necessary, before applying the template, you can edit the hours. For more information, visit Modifying time off templates.
5. Select the providers to apply the template to. Click in the Schedule Practitioners field and select one or more providers from the list.
6. To select the dates to apply the template to, click +Dates.
7. You can either select a single date or specify multiple dates by specifying Repeat options:
a) To select a single date, in the Date field, select a date from the calendar. The selected date displays with a square blue background.
b) To specify Repeat options, select a repeat frequency from the list such as Every day, Every week, Every month. To repeat the template on more than one day of the week (but not every day), select Custom.
If you selected Custom:
Select the start date in the Date field.
In the Repeat every: field type the number and select the frequency from the list. For example, repeat every 2 weeks.
Select the days of the week the template should repeat. The selected days display with a square blue background.
8. Set when the template Ends. Click the On field to select a date from the calendar (the date defaults to one month from today). Or click After and enter the number of Occurrences.
9. When you are finished, click Save.
10. The selected providers and dates appear in the list.
💡 Tip: To remove a date from the list, click the x. When prompted, choose whether to Remove this date only or Remove this and all future dates and click Remove.
10. Click Apply to apply the template to the selected providers schedules on the specified dates.
11. You are prompted to confirm. Click Okay to continue.
12. The vacation schedule template is applied to the providers and dates you selected. The Create Multiple Schedules window appears, showing if the template was successfully applied.
13. Close the Create Multiple Schedules window and then Close the vacation schedule template window.
💡 Tip: You can see what schedules and dates the vacation template was applied to, and remove the vacation template from a specific date. Visit Viewing and modifying time off in provider schedules for more information.
14. Refresh your browser to see the off time in the providers' schedules.
Updated September 25, 2024