Scheduling

Location schedule vs Provider Schedule

Three different “schedules” exist in EHR360. This tab is only location open hours.

Scheduling (this tab) defines when the site is open—hours, breaks, and closed days. Provider Schedule under Users → Providers defines when a provider is available by Visit Type. Clinic Services Types → Schedule defines when a service can be booked on Appointments → Services. Provider Unavailability blocks specific times for a provider (PTO, meetings) without changing location hours.

Set location hours first, then provider Visit Type windows, then test booking. Skipping this order is the usual reason Next Available or Available bands fail.

Select location first

Schedules are per location. Always confirm the header location before creating or editing hours.

The page title shows Schedules for [location]. Create Schedule is blocked or useless until a location exists and is selected. Each site can have different hours—for example clinic vs satellite—so confirm the location name before you click Create.

How to create a location schedule

When you see No schedules found for this location, create the first weekly schedule. Effective From is required; Effective To is optional (open-ended if blank).

Mark weekly working days, set start/end times, and add lunch or other breaks inside the day. Save before expecting Appointments or Next Available to work. After creating location hours, add Provider Schedule under Users for each Visit Type.

Effective dates rules

Effective dates control which schedule version applies on a given calendar day.

Effective From typically cannot be in the past when creating. Effective To is optional for an open-ended schedule; when set, it must be on or after From. Do not create overlapping date ranges for the same location—EHR360 rejects overlaps.

Use a new Effective From when hours change permanently (for example winter hours). End the old range before starting a new one so the save does not fail.

Weekly hours, apply to all days, and breaks

Define the normal week for the location, including lunch breaks and closed days. Defaults often start Mon–Fri 09:00–17:00 with Sat/Sun closed.

Mark each working day and set start/end. Use Apply Schedule to All Days when hours are identical across weekdays. Add lunch or other breaks inside the open day.

Closed days do not accept normal appointments (staff may still Book Anyway after confirm). Breaks show as Break Time on the Appointments calendar—different from provider Unavailability. Keep provider Visit Type windows inside these hours for clean Available bands.

Edit and delete schedule

Edit updates hours or dates. Delete removes that schedule version—prefer ending a range with Effective To and creating a new range over risky deletes.

Editing may warn if future appointments conflict with the new hours; resolve conflicts before saving when warned. Deleting a schedule can break Next Available and normal booking for those dates. After saving hour changes, update provider schedules if windows no longer fit.

Visit Types “Set Schedule” shortcut

From Visit Types, Set Schedule can jump you here with a time slot in mind. The shortcut helps you think about location hours that fit a Visit Type duration.

It does not replace saving a proper location weekly schedule, and it does not create the provider’s personal Visit Type schedule—that still lives under Users → Provider Schedule.

Impact on appointment booking

Location hours are the foundation for Practice Hours bands, Next Available, and normal booking.

Normal Available and Next Available need an active location schedule for the date. Closed days and breaks show on the Appointments calendar. Staff can still book outside hours, off days, or breaks after confirming Book Anyway.

If no location schedule exists for the date, many General bookings fail. After changing hours, update provider and Clinic Services Types schedules so they still fit. A “No Practice schedule found…” message on Next Available almost always means this tab is incomplete for the date.

Who can manage Scheduling

Access to location Scheduling is controlled by role operations. Super Admins can always manage Scheduling; others need scheduling management permissions (view/add/edit/delete).

Provider personal calendars use separate provider-scheduling permissions under Users. Someone who can edit location hours may still be unable to edit a provider’s Visit Type schedule without those flags.