Staff Schedules and Availability

The calendar's Provider view shows white (available) and hatched (off-hours) areas for each staff member. Those visual indicators come from two places: the staff schedule (individual working hours per person) and the clinic schedule (overall clinic operating hours). This page explains how both work and how to configure them.

Staff Schedule

The Staff Schedule defines when each individual team member is available to see patients. It controls what appears as "available" in the Provider view column for that person.

Accessing Staff Schedule

Go to Settings > Configurations > Staff Schedule.

The page shows a weekly grid with staff names listed as rows (with avatars) and days as columns (Saturday through Friday). Each cell displays the shift time for that person on that day (e.g., "08:00 - 20:00"). Empty cells mean the staff member is not scheduled for that day.

At the top, you'll find:

• Add Staff Schedule button (dark, top-right corner)
• TODAY button with left/right navigation arrows to move between weeks
• Date range header showing the current week (e.g., "Sat, May 9, 2026 to Fri, May 15, 2026")

Adding a staff schedule

Click Add Staff Schedule. A modal opens with the title "Staff Schedule" and the following fields:

Fill in the fields and check the days this schedule applies to. Click Save.

How it works

When you create a staff schedule, viggoVet applies the shift times to all selected days within the date range. For example:

• Staff Name: Michael Gerges
• Shift Date: May 9, 2026 to June 30, 2026
• Shift Time: 08:00 to 20:00
• Working Days: Sunday, Monday, Tuesday, Wednesday, Thursday

This means Michael is available from 8 AM to 8 PM on Sunday through Thursday for the duration of May 9 to June 30. On Friday and Saturday, his column in the Provider view will appear fully hatched (off-hours).

Multiple schedules for one person

You can create multiple schedule entries for the same staff member. This is useful for:

• Different hours on different days (shorter shifts on certain days)
• Temporary schedule changes (covering for a colleague for two weeks)
• Rotating schedules across date ranges

The most recent or overlapping schedule takes effect. If you need to update someone's hours, add a new schedule entry covering the new date range.

What the calendar shows

In the calendar's Provider view:

• White areas within the staff schedule hours show available time where appointments can be booked
• Hatched/diagonal striped areas outside the schedule hours show off-hours
• If a provider has no schedule at all for a given day, their entire column appears hatched

This visual distinction helps front-desk staff quickly identify open slots when booking appointments.

Clinic Schedule

The Clinic Schedule defines the overall operating hours for your clinic. It's separate from individual staff schedules and represents when the facility itself is open.

Accessing Clinic Schedule

Go to Settings > Configurations > Clinic Schedule.

The Clinic Schedule List page shows all configured schedule entries in a table with columns:

At the top, you have:

• Select day dropdown filter to view entries for a specific day
• Add Clinic Schedule button (dark, top-right)

Multiple entries per day are supported (for example, if your clinic closes for a lunch break and reopens).

Adding a clinic schedule

Click Add Clinic Schedule. A modal opens with:

Select the operating hours and check which days they apply to. Click Save.

Multiple entries per day

Some clinics operate in split shifts (open in the morning, closed for lunch, open again in the afternoon). Create two entries for the same day:

• Entry 1: 08:00 to 12:00 (Morning)
• Entry 2: 14:00 to 20:00 (Afternoon)

This leaves 12:00 to 14:00 as a break period.

Staff Schedule vs. Clinic Schedule

These two schedules serve different purposes and work together:

Both affect appointment availability. A provider can only be booked during hours when they are personally scheduled AND the clinic is open.

Tips for managing schedules

Set schedules in advance. Create schedule entries covering several weeks or months ahead. This prevents situations where the calendar shows a provider as fully unavailable because no one remembered to add next week's shifts.

Review weekly. Use the navigation arrows on the Staff Schedule page to check next week. Make sure shifts are in place before clients start booking.

Temporary changes. If a provider is on leave, you don't need to delete their schedule. Add a new entry for the leave period with no working days checked, or simply don't include a schedule for those dates. Their column will show as hatched for the days they're absent.

Part-time staff. For team members who only work certain days, check only those days when creating their schedule. Their off-days will appear hatched on the calendar.

What to do if something goes wrong

 A provider's entire column is hatched/striped. They have no staff schedule configured for that date. Go to Settings > Configurations > Staff Schedule and add their working hours.

Schedule shows the wrong hours. Check if multiple schedule entries overlap for that person. The display uses whatever entry covers the current date range. Create a new entry with the correct hours to override.

Clinic Schedule entries don't appear. Use the "Select day" dropdown filter to make sure you're viewing the correct day. Entries are stored per day, so check each day individually.

 Changes to the schedule don't reflect on the calendar immediately. Refresh the calendar page. Schedule changes apply to the calendar display after a page reload.

You deleted a schedule by mistake. Recreate it using the Add Staff Schedule or Add Clinic Schedule button with the same settings. There's no undo, but re-creating the entry restores availability.

Note: Contact the viggoVet help if any of these problems persist after following the instructions.