Provider Availability

What you'll learn: How provider schedules work, viewing availability, and understanding the availability indicators on the calendar.

What is Provider Availability?

Provider availability shows when each team member is scheduled to work. This helps you:

• Book appointments with available staff
• Avoid scheduling conflicts
• Plan coverage across your team

Viewing Availability

Availability Dots

In month view, small colored dots appear on dates:

• Each provider has a unique color
• Dots show on days they're available to work
• Multiple dots mean multiple providers are scheduled

Provider Legend

When availability dots are visible:

• A legend appears showing provider names and colors
• Use this to identify which colors belong to which providers

Toggling Availability Display

To show or hide availability dots:

1. Find the "Availability" button at the top of the calendar
2. Click to toggle the display on or off
3. The calendar updates immediately

Provider Schedules

Each provider has a schedule that defines:

• Which days they work
• What hours they're available
• Any recurring patterns

Schedules are set up in the Settings area by administrators.

Filtering by Provider

To see one provider's schedule:

1. Click the provider dropdown
2. Select the provider's name
3. Only their appointments appear
4. Availability dots filter to just them

To see everyone again:

• Select "All Providers"

Understanding Availability in Providers View

In the providers view:

• Each provider has a column
• Open time slots are visible
• Booked times show appointments
• Blocked times indicate unavailability

This makes it easy to compare who's available at specific times.

When Providers Aren't Available

Providers may be unavailable due to:

• Time blocks — Personal time, lunch, meetings
• Days off — Not scheduled to work
• Vacations — Extended time away
• Outside working hours — Before or after their shift

Unavailable times may appear grayed out or blocked on the calendar.

Using Availability for Scheduling

When booking an appointment:

1. Check the calendar for provider availability
2. Choose a time when the right provider is free
3. The system may warn you about conflicts
4. Book during available times for best results

Tips for Managing Availability

Review weekly — Check provider schedules at the start of each week.

Use the providers view — Compare availability side by side.

Plan around gaps — When a provider is out, ensure coverage.

Update promptly — Keep schedules current for accurate availability display.

---

Next: Time Blocks | Previous: Cancelling Appointments