Guide to the Timetable

Setting up the Timetable

If you have enabled Multiple Locations (in Settings -> Organisation) you can set up a Timetable for each user that specifies exactly what Location they are working in and when. To do this, click on the main menu at the top left corner of the screen and select Timetable under Settings & Tools:



In the Timetable, the grey sections indicate your non-available time as determined by the working hours from My Settings. The white sections indicate available time that you can specify your Locations for. The coloured sections indicate periods of time which have already been timetabled. You can navigate backwards and forwards using the navigation buttons and the mini-calendar:



To schedule Locations, click on a white section 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 start and end time. 

If you are going to be in the same Location over multiple days, 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 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 out your availability. You can also do this for other users in your practice by selecting their name from the drop down list:

Copying a timetable

If you and your colleagues have similar schedules you can copy your timetable across to their diary.

You can find this function by going to Timetable and clicking on Copy Timetable:



You can then select from various options:



First all all, select which clinicians timetable you want to copy and the date range using the drop down boxes at the top of the page. You can also choose a particular location to copy under Timetable Types.

A note on date ranges: When setting a date range, you won't be able to set the To date to later than the From date. If you're looking at a date range in the future, you should change the To date first and then adjust the From date before clicking on the blue Update button present alongside the filters.

Then select which items you want to copy and who you want to copy it to using the check boxes. 

Next, you have the option to choose whether you want to overwrite the existing schedule if there are any conflicts.  

Finally, click on Copy Selected Items to copy the selected information. 

Deleting a timetable entry

To delete a timetable entry, find the entry you'd like to delete and click on it. You'll see an Edit timetable entry window slide in from the left, containing a delete option:



For recurring timetable entries, you'll can click on Delete and see options to delete one instance or this and future recurrences:



Once you've selected what you'd like to delete, you'll see a pop up confirmation message. OK will delete the entry/entries and Cancel will take you back to the timetable.

For single timetable entries, you'll click on delete and then confirm you'd like to delete the entry:

Updated on: 31/08/2022