Managing Staff Scheduler Settings

Use the Staff Info form to enter schedules, grant access to schedules, and set availability.

Setting a Staff Member's Schedule

• Go to Staff > Staff Info > Additional Options > Scheduler Settings.
• Check the days that the Staff Member will be working.
• Enter the times that they will be working.
• Save.

Approving a Staff Member's Schedule.

• Go to Staff > Staff Info > Additional Options > Scheduler Settings.
• Place a checkmark next to Member of Scheduling Team for the Staff Member who should receive and approve scheduling requests.
• If this option is checked, users can only "request" a scheduled event.

Giving and Getting Access to a Staff Schedule

• Go to Staff > Staff Info > Additional Options > Scheduler Settings.
• In the Staff Member field, lookup a user
• Select the Radio Button that reflects the access you wish to give for Events and Private Events
  • None
  • View Only
  • View and Edit
• Save.

Giving Bulk Access to a Staff Schedule

You have the opportunity to give all users the ability to View or View & Edit a user's public events as well as the chance to View or View & Edit a user's private events.

• Go to Staff > Staff Info > Additional Options > Scheduler Settings > Actions.
• Select the appropriate setting:
  • Grant All Active Users View Permissions to <Name's> Schedule
  • Grant All Active Users View & Edit Permissions to <Name's> Schedule
  • Grant All Active Users View & Edit and Private View Permissions to <Name's> Schedule
  • Grant All Active Users View & Edit and Private View & Edit Permissions to <Name's> Schedule

Giving a Staff Member Access to Bulk Schedules

You have the opportunity to give a user the ability to View or View & Edit access to the public events of all users, as well as the chance to View or View & Edit all users' private events.

• Go to Staff > Staff Info > Additional Options > Scheduler Settings > Actions.
• Grant <User> View Permissions to All Active Users' Schedule
• Grant <User> View & Edit Permissions All Active Users' Schedule
• Grant <User> View & Edit and Private View Permissions to All Active Users' Schedule
• Grant  <User> View & Edit and Private View & Edit Permissions to All Active Users' Schedule

Adjusting Your Scheduler Preferences

Staff > Staff Info > Additional Options > Scheduler Settings > Schedule Preferences Section

• Number of Navigation Calendars to Display The default displays a single calendar; some users prefer to see two.
• Default Time Increment is the length of time represented by a single cell on the schedule.
• First Day of Week will be displayed as first day of the week in work-week view.
• Default Column Size refers to the width of columns is shown on the schedule when there are more columns than can fit in a single view.
• Enable Event Preview select to see the  Preview Window) will be displayed by default.This can also be toggled on and off in the Scheduler using F12.
• Work Hours select the typical start and end time of your workday, or indicate if you are off for the day.
• Time Zone Select the user's Time Zone.
• Save.

Setting Scheduling Availability

Use this form to tell the scheduling team when you are available/unavailable.

• Go to Staff > Staff Info > Additional Options > Scheduler Settings > Scheduling Availability. 
• Set times that you are Available for specific Event Types, Locations
• Set times that you are Unavailable.
• Save

Setting Scheduling Priority

The Scheduling Availability feature will look through available times and for each time slot, if there is a tie (multiple people available at the same time), then it will order based on the priority set within the staff members' Staff Info record. The system will sort the results from highest to lowest priority.

• Go to Staff > Staff Info > Additional Options > Scheduler Settings > Scheduling Priority
• Set the appropriate priority.
• Save.

Locating Your Internet Calendar Address

You can synchronize your ClinicTracker calendar with external systems, such as Outlook or Google Calendar.

• Clinics using Staff Portal may generate an internet calendar address to provide to the external system. 
• Each user may only access their own internet calendars.
• Go to Staff > Staff Info and look up your own name.
• Click on the User Responsibilities Tab and to see that Staff Portal is checked.
• Click on the Additional Options Tab.
•  Click Scheduler Settings.
• Click Get My Internet Calendar Address. 
• Copy address to the clipboard.
• Follow the instructions for importing the calendar the external tool. These instructions may vary based on your version. You can find many help resources online. 
• Your ClinicTracker calendar will now be visible in the external tool.

Resetting Your Internet Calendar Address

By clicking on this button, you will be able to generate a new internet calendar address for your account. You will receive this prompt asking if you would like to continue. By clicking on Yes, you will have generated a new calendar address:

Controlling the Cells Displayed (Patient, Staff, Location) Available on a Clinic's Scheduler 

• By default, the Patient, Staff, and Location will display on an event cell beneath the main description.
• If you would not like to display this type of information, you can adjust the Options setting to omit that information.
• To ensure this information does not display either the Patient, Staff, or Location, an administrator can go to Admin Config >  Options > Admin > Schedule Cell Display.
• Click the check box next to either Patient, Staff, or Location.
• Click Apply.
• Click OK.

Using Scheduling Availability

Using Scheduler Icons and Colors

Preventing Automatic Reminders by Event Type