Modifying Resource Schedules

You can use the Resource Schedule to change the availability of office resources. You must set up a provider’s schedule before you can assign any appointments to him or her. For information on setting up resource schedules, go to Setting Up Resource Schedules.

You must have permission to modify a resource schedule, if you do not have permission, the Access Denied -- Temporary Override prompt appears. A user with permission can provide you temporary access.

You can customize a resource’s schedule by setting up date ranges or rotating weeks. If you don’t add date ranges or rotating schedules, then a resource’s schedule at an office will be “Normal Hours - No Rotation,” which means that he or she will have the same schedule each week at the office, indefinitely.

You can also use schedule exceptions to create blocks of time in a resource's schedule that are different from the normal availability settings. For more information, go to Adding Calendar Exceptions.
  1. Click Appointments and then select Resource Schedule.
  2. Select the Resource that you want to schedule.
  3. To view all 24 hours of each day on the schedule grid instead of only the scheduled office hours, click Show 24 hours below the grid.

    To return to viewing only the scheduled office hours, click Show business hours.

  4. If you want to set up a rotating schedule, perform the following steps:
    1. Click Rotation Setup.
    2. Record the Week Rotation Start Week for your rotating schedule.
    3. Select the Number of Rotating Weeks.
      A rotating schedule is not tied to a month. For example, Week 1 is not the first week of the month; it is the Week Rotation Start Date that you selected.
    4. Click Save.
    5. Go to step 6 and set up the resource’s schedule for each week of the rotation.
  5. To add a date range, follow the instructions below:
    1. Click Range Setup.
    2. Click the Add Date Range link or the Edit link.
    3. Record the Range Description.
    4. Record the Range Start Date and Range End Date.

      The date range cannot overlap with any other date ranges you have already set up.

    5. Click Save.
    6. Click Return.
    7. Go to step 6 and set up the resource’s schedule for the date range you created.
    Create a date range only for temporary adjustments to the normal schedule, such as holiday hours, limited hours due to renovation, etc.
  6. Select an available date range or rotating week from the Description drop-down list.
    The default date range is “Normal Hours - No Rotation,” which is not limited by a start or end date.
  7. To mark the resource as being available, complete one of the following actions:
    • Click and drag your mouse cursor over the day and time that you want to mark the resource as being available. Right-click the schedule grid and select Add Availability, or click the Add Availability button.
    • Right-click on a date that has no availability already recorded and select Fill Availability, or click the Fill Availability button to quickly fill a resource’s availability for a day so that it is the same as the company’s hours.
  8. To delete a time slot of availability from the resource’s schedule, select the currently available time slot and complete one of the following actions:
    • Right-click and select Delete.
    • Click Delete Availability.