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Timeblock Calendar

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Updated: 12/04/2025 | Views: 18238

Use the Timeblock Calendar to help manage provider schedules and other resource availability by creating timeblocks. Each timeblock can be given a name (e.g., New Patient Visits, Do Not Schedule, Lunch) and assigned a color. You can also configure recurring timeblocks, establish scheduling rules, define permissible scheduling reasons and service locations, and display those rules for users scheduling appointments. Once timeblocks are configured, the scheduling calendar will be color coded by timeblock and a legend displays at the bottom of the window for reference.

Note: To enforce timeblock rules for new appointments, the "Enforce timeblock scheduling rules" option must be selected in the Appointment Options.

There are three timeblock calendar views: Daily, Workweek and Weekly. You always begin with navigating to the timeblock calendar before creating, editing, copying, or deleting a timeblock.

Navigate to Timeblock Calendars

  • On the top menu bar, click Appointments and select one of the timeblock calendars.
    • To view a single day, select Daily Timeblock Calendar. The Daily Timeblock Calender window opens and displays the current day by default.
    • To view only Monday through Friday, select Workweek Timeblock Calendar. The Workweek Timeblock Calendar window opens and displays the current workweek by default.
    • To view the entire week, Sunday through Saturday, select Weekly Timeblock Calendar. The Weekly Timeblock Calendar window opens and displays the current week by default.

Desktop_Appointments_TimeblockCalendars.png

New Timeblock

  1. Navigate to the appropriate timeblock calendar (e.g., Daily, Workweek, or Weekly). The Timeblock Calendar window opens.
  2. Under the Resource section, click to select the provider or resource for the timeblock.
  3. On the timeblock calendar, double click the time slot for the timeblock. The General tab of the New Timeblock window opens by default.
    • If the date for the timeblock is a different date than the dates displaying on the timeblock calendar, select the date on the calendar in the top right of the window. Then, double click on the time slot.
 Desktop_WWTBCalendar_NewTimeblock.png
  1. Enter the information.
    • Name on Legend: Enter the name for the timeblock as it should appear on the legend of the calendar, or if applicable, click the drop-down arrow to select the name of a previously created timeblock.
    • Description: A brief description for the timeblock that will display when hovering over the timeblock name on the legend of the calendar.
    • Color Code: Click Color Code. The Color pop-up window opens then select a color for the timeblock and click OK. The color displays next to the Color Code button and will also display on the calendar for the duration of the timeblock.
  2. Date/Time section: Enter the information.
    • For a single timeblock occurrence, enter the start and end date and times.
      • If it is an all day event, click to select "All day timeblock".
    • For a recurring timeblock, click Recurrence. The Recurrence tab opens then enter the Start and End times, Recurrence Pattern, and Range of Recurrence. When finished, click Save. Then, open the timeblock again to continue.
      • To remove the recurrence, click Remove Recurrence.
    • If no appointments should be scheduled during the timeblock, click to select "Do not schedule".
      Note: When this option is selected, the Timeblock Rules, Permitted Locations, and Permitted Reasons are disabled as they are no longer applicable.
Desktop_TimeblockCalendars_NewTimeblock1.png
  1. Timeblock Rules section: If applicable, set additional rules for the timeblock. To enforce timeblock rules for new appointments, the "Enforce timeblock scheduling rules" option must be selected in the Appointment Options.
    Note: The Timeblock Rules section is disabled if the "Do not schedule" option is selected.
    • "Allow overbooking": Click to select if overbooking appointments is allowed during the timeblock.
    • "Limit to": Click to select if the amount of appointments should be limited during the timeblock. Then, click the drop-down arrow and select the number of appointments allowed.
    • "Display explanation for denied appointments": Click to select to display an explanation for denied appointments when users attempt to schedule an appointment during the timeblock but does not meet the timeblock rules. Then, enter the explanation in the open field.
  2. Notes section: If applicable, enter any internal notes related to the timeblock.
  3. If applicable, add permitted locations and/or permitted reasons to the timeblock.
  4. When finished, click Save.
 Desktop_TimeblockCalendars_NewTimeblock2.png

Permitted Locations

Permitted Locations allow you to specify if the timeblock should apply to all or only apply to one or more service locations.
Note: The Permitted Locations tab does not display if the "Do not schedule" option is selected under the General tab.

  1. Select the Permitted Locations tab. The Permitted Locations information displays.
  2. Enter the information.
    • Allow All: Selected by default. Keep selected if the timeblock applies to all service locations.
    • Allow Only Specific Locations: Click to select if the timeblock should only apply to one or more specific service locations. Then, click the drop-down arrow and select the service location. Click Add. The service location is added to the timeblock. Repeat as necessary to add more locations.
      • To remove a service location, right click on the listed location and select Delete. A confirmation pop-up appears. Click Yes to confirm removing the location from the timeblock.
  3. If applicable, add permitted reasons to the timeblock.
  4. When finished, click Save.
 Desktop_NewTimeblock_PermittedLocations.png

Permitted Reasons

Permitted Reasons allow you to specify if the timeblock should allow all, only allow one or more, or deny one or more appointment reasons.
Note: The Permitted Reasons tab does not display if the "Do not schedule" option is selected under the General tab.

  1. Select the Permitted Reasons tab. The Permitted Reasons information displays.
  2. Enter the information.
    • Allow All: Selected by default. Keep selected if all appointment reasons are allowed to be scheduled during the timeblock.
    • Allow Only Specific Reasons: Click to select if one or more specific appointment reasons should be allowed when scheduling during the timeblock. Selecting this option disables the Denied Reasons section.
      • If selected, add the reasons under the Allowed Reasons section. Click the drop-down arrow and select the appointment reason then click Add. The appointment reason is added to the timeblock. Repeat as necessary to add more reasons.
        • To remove an appointment reason, right click on the listed reason and select Delete. A confirmation pop-up appears. Click Yes to confirm removing the allowed reason from the timeblock.
    • Deny Only Specific Reasons: Click to select if one or more specific appointment reasons should be denied when scheduling during the timeblock. Selecting this option disables the Allowed Reasons section.
      • If selected, add the reasons under the Denied Reasons section. Then, click the drop-down arrow and select the service location. Click Add. The service location is added to the timeblock.
        • To remove an appointment reason, right click on the listed reason and select Delete. A confirmation pop-up appears. Click Yes to confirm removing the denied reason from the timeblock.
  3. When finished, click Save.
 Desktop_NewTimeblock_PermittedReasons.png

Edit Timeblock

  1. Navigate to the appropriate timeblock calendar (e.g., Daily, Workweek, or Weekly). The Timeblock Calendar window opens.
  2. Under the Resource section, click to select the provider or resource of the timeblock that needs to be edited.
  3. On the timeblock calendar, double click the timeblock. The General tab of the Edit Timeblock window opens by default.
    • If the timeblock is a recurring timeblock, select one of the options to open.
      • Open this occurrence: Selected by default. Keep selected to only edit the specific occurrence (of the recurring timeblock) that opens.
      • Open the series: Click to select to edit the entire recurring timeblock.
 Desktop_WWTBCalendar_EditTimeblock.png
  1. Make the necessary changes as applicable under the General tab, Recurrence tab, Permitted Locations tab, and/or Permitted Reasons tab.
  2. When finished, click Save.
 Desktop_TimeblockCalendars_EditTimeblock.png

Copy Timeblock

  1. Navigate to the appropriate timeblock calendar (e.g., Daily, Workweek, or Weekly). The Timeblock Calendar window opens.
  2. Under the Resource section, click to select the provider or resource of the timeblock that needs to be copied.
  3. On the timeblock calendar, right click on the timeblock and select Copy.
  4. Navigate to the new time slot then right click and select Paste. Once pasted, open and edit the new timeblock as necessary. The changes will only apply to the new timeblock.
 Desktop_WWTBCalendar_CopyPasteTimeblock.png

Delete Timeblock

  1. Navigate to the appropriate timeblock calendar (e.g., Daily, Workweek, or Weekly). The Timeblock Calendar window opens.
  2. Under the Resource section, click to select the provider or resource of the timeblock that needs to be deleted.
  3. On the timeblock calendar, right click on the timeblock and select Delete. A confirmation pop-up appears.
  4. Click Yes to confirm the deletion. The timeblock is deleted.
 Desktop_WWTBCalendar_DeleteTimeblock.png
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