Set your working hours, buffers and time off

Your availability decides which times patients can book with you online. Each member of the team sets their own: weekly working hours, one-off changes, a buffer between appointments and any time off.

Before you start

• Owners and practitioners set their own availability. You can’t edit a colleague’s hours.
• Receptionists aren’t booked for appointments, so they don’t have availability. Availability doesn’t appear in their settings or on the Bookings page, and opening it from a link shows Your role can’t do this.
• Hours are read in your clinic’s timezone, set by the owner under Clinic settings > Details.

Set your weekly hours

1. Open the account menu at the bottom of the left sidebar and select My settings.
2. Under Your preferences, select Availability.
3. Under Weekly availability rules, in Add rule, choose the Day, Start time and End time.
4. Select Add rule. Repeat for each day you work.

To work a split day, add two rules for the same day, for example 09:00 to 12:00 and 14:00 to 18:00. To change a rule, select Delete and add it again with the new times.

Set a buffer between appointments

In Appointment buffer, enter your Default appointment buffer (minutes), then select Save changes. Leave it blank to use the clinic default.

Clinicify uses the first appointment buffer that’s set, in this order:

1. The appointment type’s Buffer after (min), if it’s more than 0.
2. Your Default appointment buffer (minutes).
3. The clinic’s Default buffer after appointment (minutes), set by the owner in the booking policy.

Choose which appointment types you offer

Under Specialisations, tick the appointment types you handle, then select Save changes. Leave them all unticked to be available for every type. On the booking page, patients only see you for the types you’ve ticked, whether they pick you by name or choose I don’t mind.

Change a single day

1. Under Single-day overrides, in Add override, choose the Date.
2. Choose a Type:
   • Blocked (unavailable): no online bookings with you that day.
   • Extra hours: enter a Start time and End time to add hours on top of your usual ones.
3. Optionally add a Reason, such as “Annual leave”. Only your team sees it.
4. Select Add override.

Mark a longer absence

In Out of office, choose a Start date and End date, add an optional reason and select Save changes. Patients can’t book you online on any day in that range. It stops applying after the end date, or you can select Clear out of office to end it early.

What happens next

Your online booking times update straight away. Starting at the beginning of each block of hours, Clinicify offers a time every appointment length plus your buffer. For example, a 45-minute type with a 15-minute buffer offers 09:00, 10:00, 11:00 and so on. Times that overlap one of your appointments aren’t offered.

Good to know

• Patients can book owners and practitioners online, not receptionists. Anyone with no weekly hours doesn’t appear on the booking page, but your team can still add appointments for them from the Bookings page.
• A cancelled appointment frees its time straight away, so patients can book it again online.
• If you connect Google Calendar or Outlook and let Clinicify read your busy times, patients can’t book you at those times either. See Connect Google Calendar.
• Bookings > Availability is a shortcut to your weekly hours and single-day overrides.
• How far ahead and how close to the time patients can book is set by the owner. See Set your booking policy.