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Calendar (Enabling, Disabling, and Moving Appointments to Another Provider)

Updated over 2 weeks ago

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 created at the system level (e.g., a System Admin), a separate user without login credentials must be created at the location level to act as a calendar placeholder.


📌 Steps to Enable a Calendar

1. 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


2. 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


3. 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

1. Navigate to the User’s Profile

  • Go to Settings > Users

  • Select the provider’s name

  • Locate Calendar Settings


2. Disable the Calendar

  • Click Disable Calendar to remove the calendar functionality
    OR

  • 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)

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