Set and Remove Availability
You can set your default availability to allow clients to book with you, as well as to enable other team members in your organization to view when you are available for client sessions. This saves you administrative time navigating when you are available, and automatically syncs to the availability shown when you add your Healthie calendar to a website, or enable clients to book with you from their portals.
If you have not already done so, we suggest that join our success team in our Calendar Deep-Dive Live Class. In this recurring free Live Class, we'll walk through setting up your calendar and creating bookings.
For Organizations: find more guidance on managing availability on your shared organization calendar here.
For Group Appointments: General availability set on the calendar does not allow for a client to self-book a group session. The group appointment must be directly added to the calendar by the provider, for the client to enroll in. Scheduling a Group Session is covered separately.
IN THIS ARTICLE:
One-Time vs Recurring Availability
Healthie's calendar allows you to set up two different types of availability, for clients to book with you. The purpose of setting up availability is only to show the time slots when a patient can self-book. For example, if an organization member is scheduling or rescheduling an appointment, on behalf of a patient, they are not confined to these availability blocks set.
- One-time availability: You can set time blocks for specific dates / times that does not recur on subsequent weeks.
- Recurring availability: You can set time blocks for each day per week that recur automatically on your calendar, unless otherwise blocked by a sync from an external calendar, or a manual block of availability that you add (more info on that below).
To manage your availability, navigate to Calendar > Availability (tab on the top-left of your calendar page)
Set & Adjust Recurring Availability
Set your default availability of when you'd like clients to be able to schedule with you.
To manage your recurring availability, navigate to Calendar > Availability (tab on the top-left of your calendar page).
Check that Show "Repeating Availability" is selected from the side panel.
Click on the day of the week you'd like to add recurring availability for (ie. Monday). The Edit Availability side panel will appear.
- Check the box "This is a repeating availability"
- Confirm the start date in which you'd like this availability to start recurring
- Confirm the day of the week
- Set the Start Time and End Time
You'll now see your availability display on your calendar (from the Availability tab). If preferred, and end date can be set for recurring availability.
- You can adjust or delete your availability by clicking on the Availability > Edit
- If you have availability by appointment type / location enabled, you will want to set your availability for each appointment type.
- If you are part of an organization, you are able to set availability on behalf of other providers in your organization. To do this, Navigate to your Organization Calendar, Select the Provider > More > Set Weekly Availability.
- Once these openings are set up, clients are able to book sessions with you at these times.
Set & Adjust One-Time Availability
To manage your one-time availability, navigate to Calendar > Availability (tab on the top-left of your calendar page).
Check that Show "One-Time Availability" is selected from the side panel.
By default, your availability calendar displays the current week. You can adjust the week by toggling over on the arrows.
Click into your calendar on the day you would like to add availability.
- Confirm the start date (Note: you can schedule availability to start in the future)
- Adjust the Start Time & End Time
You'll now see your availability display on your calendar (from the Availability tab).
You can adjust or delete your availability by clicking on the Availability > Edit
Block Time (Out of Office)
If you would like to prevent clients from booking with you on a one-off basis, you can block off availability on a one-time basis.
If you have recurring availability set on your calendar, you'll need to add "Blocked Time" for the days/times that you'll be out of the office (as opposed to removing your recurring availability).
If you do not have availability set for an appointment clients will be notified of this through the appointment booking process.
If you do not wish for clients to be able to book appointments directly, you can edit your Calendar preferences to disable client booking. Learn how.
Extend Daily Availability View on Calendar
In some cases, you may want to extend the hours visible on your calendar.
Navigate to Gear Icon (top-right) > Settings > Calendar
Scroll to the "Appointment Timing" box and you should see an option to edit the "Calendar Default Display." You can adjust the time here, subsequently adjusting your weekly availability calendar.
View Availability for All Appointment Types
When "Availability by Appointment Type" is enabled for an account, providers are able to create availability for each appointment type.
From the Calendar Availability view, the option to select "ALL" will now appear in the side filter for Appointment Types. This will then display all availabilities added for every appointment type. Healthie will automatically adjust the view to display multiple scheduled availabilities if there is any overlap.
Hover over an availability added to the calendar to expand more details.
Can I block out time on my calendar for completing Tasks that I've created in Healthie?
In order to create a block on your calendar to assign time to complete a Task, you will have to block the availability on a one-time basis, as described above. This way, no clients will be able to book with you during this time so you can complete your Task. Another option is to create an appointment type titled Task, so you are still blocking out the time but your coworkers and clients are aware you are busy working on a project during that time.