The Roster function is used to determine what times in each diary are shown as available (white) or not available (greyed out). This helps users to quickly identify availability in the diary. Your Roster is also used to determine where and when you are available for appointments booked by clients on your Client Portal.
Effect for users: Roster settings serve as a visual cue. Users are able to book appointments in the "greyed out" (not available) times if needed.
When Client Appointments are created in your diary the Roster is used to set the Location of the appointment. (If you are seeing a client outside of your Rostered hours your diary's "Default Location" will be used. This can be found in Setup > Diaries.)
Effect for your clients: If you have given your clients access to the "Client Login" feature they will only be able to book appointments during times that are marked as "available" in the roster and that have 'Client can book online' ticked. All other times will be "greyed out" and they will not be able to schedule appointments during these periods.
Setting Up and Editing Standard Weekly Rosters
1. Setup >> Roster
2. Select diary to edit.
3. If there is an existing Standard Weekly Roster click 'Edit', otherwise click "Add New Roster"
4. Set the Period of the roster. This will require a start date of when this roster will commence in the diary. You can either enter and end date or leave it as 'Ongoing' so that the roster is implement for all future dates.
5. Add a Description (this is only shown on the Roster page for your own reference).
6. Set the Location for the Roster.
7. Set the frequency that you would like this to recur* (Please note: currently this can only be recurred weekly. Planned update for odd and even frequency to be released)
8. Under Days and Times you can go through each day and add your availability. To add a block of availability for a day click "+ Add Availability" and then use the filter to set the start and end time of the block.
9. If you use the client portal and would like to allow you clients to book in during this available time tick 'Clients can book online' and this will display this time block as available for the client. If this is not ticked, this time block will show as unavailable in the client portal.
10. Once you have made your changes click 'Save'
Using the 'Roster Override' feature
The Roster Override allows you to enter one-off exceptions to the main roster for situations such as Public Holidays and Annual Leave. Availability settings in the Customer Roster override the main roster settings.
1. Setup >> Roster
2. Select desired diary and scroll to Roster Override (bottom of page)
3. Select "Add New Roster Override"
4. Enter the Period and Time
5. Enter "Description" details for your reference.
6. Select the Location
7. Select whether you will be Available or Unavailable
8. Click Save.
TIP: You can edit or delete your Roster Override settings at any time.