Set up Rosters / Practitioner Availability

Hi, Damien from Power Diary here. In this video, we are going to talk about rosters, how to set them up, how to configure them, and how to use them – the roster controls, and the availability of the clinician.

Setting up Rosters

You can see it here, for instance, we’re on Renee’s calendar and we can see that 9 to 5, Monday to Friday, she is set as available. We can see that because of the lighter color. This grey area indicates that she is not rostered for those times. Rosters are important because it also controls if clients are booking online, you of course only ever want a client to book when you’re available and rostered on to work. We don’t need people booking on a Sunday at 8 a.m. if you don’t work those hours!

So to get to rosters, we just click in the ‘Setup’ menu and we go to the ‘Roster’. You will see on the left-hand side here [‘Select calendar’] these different calendars or different clinicians. And we can see we’re selected on Renee here, so we are looking at Renee’s roster now. You can have multiple rosters depending on your needs and the most common scenario for that, having multiple rosters would be when you’re working at different locations.

So let’s have a look at this existing roster here for Renee. We’ve got a start and finish time. So, we’ll click on this to have a look and see what it looks like. So we can see this is a location for her working in Brighton, it occurs weekly. You can actually change that to fortnightly. And what we can see here are the days and the times that Renee is available to work. So we have here the 9 am to 5 pm on Mondays. So if we wanted to change that we can actually just edit this here and let’s say that Renee worked 9 am to 12 on the Mondays and then came back in the afternoon for the second period of time, I’ve just clicked on ‘Add availability’ here and we can pick that up and say okay, she is also going to work from 3 through to let’s say 6 o’clock. Click ‘Save’ here and I’m going to show you what it looks like in the calendar and you can see now, we’ve got Renee working from 9 to 12 and then from 3 to 6.

Available Times for Online Bookings

To jump back to Renee’s roster. I just want to show you a couple of other features. And for each of these time blocks, you’ll see it says ‘Clients can book online’ and so this determines whether you would like that block of time to be available and bookable for clients online. So it might be for instance, that on a Friday afternoon you would rather people don’t book appointments online because maybe if there are no appointments here you might prefer to leave early for instance. So you actually click that off and the times won’t be shown as available spots for clients to book into.

Adding New Locations to the Roster

Okay, going back to Renee’s main roster page here. If you want to add a roster for a separate location, we could simply click here ‘Add a new roster’ and a new roster we can change it, say to the Hawthorn Clinic for example. We might get rid of these roster times for everything, but it might be that on Saturdays she works in Hawthorn. So I’m going to get rid of all the other roster times and I’m just going to leave the Saturday and perhaps, she might work from 9 to 1 o’clock at Hawthorn and if we maybe make the start time from the start of 1st February and we have a look now in the calendar to see what it looks like. You can now see that Renee now works on Saturday from 9 to 1 and you’ll also see that the colour is different and that’s because she is working at a different location. And if you have watched the ‘Locations’ video, you can see when you’re setting up locations you can determine the color of each location.

Override Control

Okay, back into rosters. The final thing I really want to show you is that you can add what we call a roster override. And this is where you want a change in the roster. So let’s say, for instance, someone’s going on leave, you may want to make them unavailable for a set period of time without having to go through and individually remove availability for each of that period when that person is away.

So, what we can actually do is click on the override and say ‘Available’ is ‘No’ and then we can put a start and finish time. So let’s say unavailable from, let’s just make it, 1st of March through to, let’s say, the 15th of March and click ‘Save’ and that’s for the Brighton clinic. If you do it for both if desired, but if we’re to go here now and we have a look at Renee and we flick forward, we will see that once we get into March, you see that she is not available for that time. If she also wasn’t going to be working at the other clinic, you would also add another override to remove her from working at the Hawthorn clinic.

That’s everything for rosters, for now, so thank you very much for watching this video.