Changing Your Calendar to Time Blocks

Cliniko's approach to the appointment calendar is to keep things simple, like a physical diary. A diary doesn't restrict you to 60 minute appointments, so we don't want the software to restrict you, either.

However, sometimes blocks can be useful for structuring your day, and we would hate to take away something that could be useful. So, if you want time blocks on your calendar, just follow these steps!

Setting up Time Blocks

  1. Head to the Settings tab
  2. Click on Users & Practitioners

  3. Select the Practitioner that you'd like to set up time blocks for, and scroll down to their schedule, where you can set their Availability.

    Add a break 5 minutes before the end of each of their time blocks for the day. In this example, we want hour-long blocks, but you can easily do this for any length of time, and for any day of the week.

  4. Once the breaks have been added, click Update user

Now you've completed the first step, which is to get the Practitioner set up with time blocks!

HINT: you can create time blocks for any length of time!

Next, you'll be working with Appointment Types.

Editing Appointment Types

  1. Within Settings, head to Appointment Types
  2. Select any appointment type that's currently set to 60 minutes, and scroll down to Duration in minutes and change it to 55 minutes
  3. Click Update appointment type
     

That's it! Follow those steps for all of your appointment types Now, when you go to your calendar, you'll see the blocks added at the end of each hour. They'll display as gray bars, like in the example below.


Again, in our example, we've created time blocks for hour-long appointments, but you can set them up for any appointments of any length!

If you've enabled Online Bookings, you'll also want to be sure that you hide the end time of your appointments, so that your patients don't get confused! Click through to find out how to hide the end times in Online Bookings, and how to enable Online Bookings.

 

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Comments

  • Avatar
    Diana

    HI I have completed above, but it is still not giving me a calender as above. I am not sure if I am doing it wrong.

    Thanks

  • Avatar
    Diana

    HI I have completed above, but it is still not giving me a calender as above. I am not sure if I am doing it wrong.

    Thanks

  • Avatar
    Jim Sadusky

    Hey Diana, can you email me a screenshot of your Practitioner Settings so I can see how you've set it up?  You can use http://snag.gy/ to send a screenshot easily.

  • Avatar
    Simone Basile

    Hi I tried to change my appointment times into 45 minute blocks by using above method, but when you click on the block it just takes it to the default hour. Can I use it so myself or my reception staff can just click on the block and it will show only the appointment time allocated.

  • Avatar
    Jim Sadusky

    Hey Simone,

    It sounds like you might need to change the time block size in Settings -> General as well.  Can you set it to 5 minutes and see if that fixes your problem?  If it doesn't, can you email us on support@cliniko.com to further investigate?

  • Avatar
    Dave

    Same problem as Simone. 40 minute blocks just plain don't work. Makes it really tough to figure out where to put an appointment if I have to adjust the schedule to smaller blocks to have my appointment times show up properly.

  • Avatar
    Emily Gable

    Hey Dave! Thanks for the feedback on this. I believe that we corresponded via email the other week. I just want to confirm -- what you're looking for is the following scenario: if you have 40-minute blocks, and you book an appointment from, say, 12 to 12:40, you then want to be able to immediately add another appointment from 12:40 to 1:20 without needing to manually adjust the start time on the appointment pop-up, right? (So, when you clicked to add another appointment right below the one that ends at 12:40, it the pop-up would display the start time at 12:40 instead of on the hour, therefore needing to be manually adjusted.) Essentially, this would be an automatic "back-to-back" booking without needing any sort of manual adjustment to the start time ... am I understanding correctly? Thanks!

  • Avatar
    Andrew Darcey

    Hi, I am wondering if it is at all possible to hide practitioners on the diary with no sessions on that day? With multiple practitioners at our clinic(s) it is a much cleaner screen if it automatically shows people only with sessions on the day you are viewing

  • Avatar
    Dr John H Griffiths

    Hi. Andrew's suggestion would be good for us too.

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