Articles on: Diary and Scheduling

Guide to Locations

For those users that have practices in multiple locations, you can manage these in WriteUpp so that = you, your colleagues and your clients can book appointments in the right place.

Setting up Locations

To set up Locations:

Open the main menu and go to Settings -> Organisation.

In the "Your Organisation" section, you should see a tickbox for "Enable Multiple Locations", which should be unticked. Tick it and you will see a section called "Locations" appear below.

One will already be added for you based on the details specified in the "Your Organisation" section. This will also be set as the "Default" location initially, which you can change once you have more locations set up.

To add a new Location, click on the "Add Location" button and you will be taken to the Create New Location page:

Enter the location name, and the address details for the location. You'll be able to use the address lookup to find the address or you can manually enter it into the relevant fields. If you'd like to make the new location the default location, tick the "Is this the default location?" checkbox.

Once you are done, click "Save". You'll be taken back to the Organisation page and see your new location listed.

Repeat steps 4-6 to add as many locations as you need.

Adding Locations to Appointment Types

To allow appointment types to be offered at particular locations only when searching for availability, you need to define what locations are linked with each of your appointment types. The appointment availability search in online booking and from Create -> Appointment will use this information to display a list of results. This also allows you to specify what types of appointment can take place in what location, as this may differ.

To manage the locations linked to an appointment type:

Open the main menu and choose Settings -> Scheduling -> Appointment types.

Select the appointment type you want to modify by clicking on "Edit" at the end of the row.

Click on "Edit" next to "Available in .. locations", which indicates how many locations are currently selected:

To remove a location, untick the box, and to add a location, tick it.

Once you have set the locations for the appointment type, click on "Save" to save the changes.

Setting up the Timetable

If you have multiple locations set up, you must set up a Timetable for each user that specifies exactly what location they are working in and when. When multiple locations are enabled, without a timetable the appointment search in online booking and from Create -> Appointment will not work.

To do this:

Open the main menu and select "Timetable".

In the Timetable, the grey sections indicate your non-available time as determined by the individual Settings. The white sections indicate available time that you can specify your locations for. You can navigate backwards and forwards using the navigation buttons and the mini-calendar.

To add locations, click on a white section of any day in the diary and the "New Timetable Entry" window will slide in from the left.

Select a location from the drop-down list, and a time that you will be at the location using the "From" and "To" fields.

If you are going to be in the same location over multiple days, eg every Monday, you can select either Daily, Weekly or Monthly from the "Recurrence" drop-down list. Then select a date this will occur until in the "Repeat until" field.

Once you are done, click "Save".

This will result in the location appearing as a coloured block in the Timetable. You can drag and drop these as you wish, and click on them to bring back in the slider to edit them. You can also delete them this way.

Repeat this process until you have timetabled all of your availability. You can also do this for other users in your practice by selecting their name from the drop-down list at the top-left hand side.

Updated on: 28/03/2023

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