This guide outlines how to enable and disable calendars for users. Please refer to separate videos for additional details on calendar settings, provider hours, and exception hours.
Enabling a Calendar for a User
Key Points to Remember
A calendar can only be enabled for a user created at the location level.
Users set up at the system level cannot have a calendar enabled.
If a user must be set up at the system level (e.g., a system admin), a separate user (without login credentials) must be created at the location level to serve as a calendar placeholder.
Steps to Enable a Calendar
Create a User at the Location Level
Navigate to Settings > Users.
Click Create New User.
Select the appropriate Provider Type (must match appointment settings).
Do not enable login if the user already has a system-level login.
Enter the user’s name and save.
Refresh the page to confirm the new user appears.
Ensure User is Listed Under the Providers Tab
If the user will bill under this calendar, they must also be created as a provider.
Navigate to the Providers Tab.
Add the user as a Provider.
Enable the Calendar
Locate the user under Settings > Users.
Enable the calendar option.
Adjust calendar settings if needed:
Calendar Order: Determines tab placement in the calendar view.
Tab Color: Optionally set a color for better visibility.
Confirm Activation
A user with an enabled calendar will be listed under Calendar Users.
If the user does not have an enabled calendar, they remain under Active Users without a calendar.
Disabling a Calendar for a User
If a provider leaves your office, you should deactivate their user account and disable their calendar.
Steps to Disable a Calendar
Navigate to the User’s Profile
Go to Settings > Users.
Select the provider’s name.
Locate Calendar Settings.
Disable the Calendar
Click Disable Calendar to remove the calendar functionality.
Alternatively, click Deactivate User to fully deactivate the user.
Handling Future Appointments
If the provider has future appointments, a prompt will appear.
The system allows transferring appointments to another provider with the same provider type.
If no equivalent provider exists, create a new provider matching the provider type.
Ensure the new provider has working hours set before transferring appointments.
Select Transfer Appointments to move appointments to the new provider’s calendar.
Confirm Deactivation
The deactivated user will no longer have calendar access.
Their future appointments will be reassigned (if a matching provider is available).