How to use Calendar Setup

Overview

Core Practice appointment books are built around calendars. Each practitioner has one calendar, which can include availability across multiple locations.

A practitioner's regular schedule is managed using calendar periods. A calendar period applies a schedule across a selected date range and repeats weekly or, if required, on an alternating fortnightly cycle.

Using calendar periods helps you manage permanent schedule changes without affecting previous dates. You can also make one-off changes when a practitioner’s availability only needs to change temporarily.

This article covers how to:

1. Create a calendar
2. Add a calendar period
3. Add an availability
4. Add a break
5. Edit a calendar period
6. Make a one-off change to an existing availability
7. Add a one-time availability

Open Calendar Setup

Each process in this article starts from the Calendar Setup page.

1. Click Appointment in the top navigation bar.
2. Click More.
3. Select Calendar Setup.
   
   

Create a calendar

When a new practitioner joins your practice, you will need to create a calendar before their availability can be added to the appointment book.

1. Click + sign to create a new calendar.
   
   
    
2. Complete the required calendar details.
3. In the Owner field, select the practitioner's user account.
4. Configure the practitioner's availability and breaks, if required.
5. Click Save Changes.
   
   

If you use the Generate option, Core Practice can create the initial calendar period based on the days, availability and breaks you select.

For example, if a practitioner regularly works Monday, Wednesday and Friday, you can select only those days and configure their working hours and breaks.

If you do not want to generate the initial schedule automatically, deselect Generate and create the calendar period manually.

Add a calendar period

Create a new calendar period when a practitioner's regular schedule changes from a particular date onwards.

For example, you may need a new period if the practitioner:

• starts working additional days
• changes locations
• changes their regular working hours
• changes their regular breaks

Using a new calendar period ensures that the updated schedule applies from the selected start date without changing historical availability.

1. Find the calendar you want to update.
2. Click the three dots next to the calendar.
3. Select Edit template.
   
   
    
4. Click Create a new calendar period.
   
   
    
5. Select the start date.
6. Add an end date if the period should only apply for a set amount of time.
7. Click Save Changes.
   
   

Note: Only enable Alternate week if the practitioner works on a fortnightly roster with two different weekly schedules. For more information, see How to create an alternate week period.

Add an availability

After creating a calendar period, add the practitioner's regular working availability.

Availability determines when appointments can be booked in the practitioner's calendar.

1. Find the calendar you want to update.
2. Click the three dots.
3. Select Edit template.
   
   
    
4. Select the desired day tou want to create an availabilikty (e.g. Tuesday). Below the day click the plus (+) icon. This will open the option to create a new availability for that specific day.
5. Enter the required details, including the day, location and available times.
6. Click Save Changes.
   
   

Repeat these steps for each day the practitioner is available.

Add a break

You can add regular breaks, such as lunch, to a practitioner's availability within a calendar period.

1. Find the calendar you want to update.
2. Click the three dots.
3. Select Edit template.
   
   
    
4. Click Agenda.
5. Click and hold the Lunch event, then drag it to the required time within the availability.
   
   
    
6. Confirm the break details.
7. Click Save Changes.
   
   

Repeat this process for any other availability that requires a regular break.

Edit a calendar period

You can edit an existing calendar period if its date range was entered incorrectly or needs to be adjusted.

1. Find the calendar you want to update.
2. Click the three dots.
3. Select Edit template.
   
   
    
4. Make sure the correct calendar period is selected.
   If there are multiple periods, use the left and right arrows or the date range dropdown to navigate between them.
   
   
    
5. Click the schedule block you want to change to view the available options.
6. Update the required dates.
7. Click Save Changes.
   
   

Make a one-off change to an existing availability

Use this option when you need to change a practitioner's schedule for one specific date without changing the regular calendar period.

For example, you may need to move a lunch break, change the working location or adjust the practitioner's start or finish time for one day only.

1. Click the calendar name you want to update.
2. Use the arrows or calendar selector to navigate to the required date.
3. Click the availability you want to change.
4. Click Edit.
5. Make the required changes.
6. Click Save Changes.

The change will apply only to the selected date. The practitioner's regular schedule will remain unchanged on other dates.

Note: You can only modify an existing lunch break if one is already configured in the calendar period. If no lunch break is available to edit, add one to the calendar period first.

For more information, see How to add breaks into your appointment book.

Add a one-time availability

Use one-time availability when a practitioner needs to work an additional date or time that is not part of their regular schedule.

For example, a practitioner may temporarily work at another location to cover another team member's leave.

Adding a one-time availability lets you add the extra working time without changing the practitioner's existing calendar periods.

1. Find the calendar you want to update.
2. Click More.
3. Select Create one time availability.
4. Enter the required date, location and availability details.
5. Click Save Changes.

Repeat these steps for each additional one-time availability required.

If you have any questions, please click the yellow Help button at the bottom left and chat with us. We are more than happy to help!