Overview

The Specialist Profile allows you as the specialist to independently modify your schedule so that bookings are only made during your personal hours of availability.

Required Permissions

• Specialist Admin

Accessing the Tool

Access the Specialist Profile under Specialist Setup from within the Admin Dashboard.

Updating Specialist Schedule (Hours of Availability)

Within the Specialist Profile, scroll down to the schedule tool (if enabled by the Admin) to specify their specific hours of availability if different from the overall hours of operation. This ensures bookings are only made within the individual specialist’s availability.

• The specialist schedule automatically defaults the start and end times to the System Open Time and System Close Time, respectively, setup by the Admin.   

  • Note: You will not be able to set a start time earlier than the open time, nor an end time later than the close time. 

• The benefit to configuring your specialist schedule is that the system will only show you as available for booking during your scheduled hours. These will be the default scheduled hours week to week, but you can also block your schedule directly from the daily schedule grid. 

  • For example: If you are always off on Wednesday, your schedule can be set to reflect that so that you do not need to block out every Wednesday from the Daily Schedule. 

  • For more information on creating a block on your schedule, view the Editing the Specialist Appointment Schedule article.

To configure your specialist schedule, use the buttons on the screen as follows:

1. + Add New Row:  Adds a new row to the schedule defaulting the start and end times to the hours setup within the System Settings. 

2. Copy Icon:  Adds a new row to the schedule duplicating the start and end times of the row copied. 

3. Delete Icon: Deletes the row from the schedule.  

4. Time Picker (Drop Down Arrow next to the Start and End Times): Used to select the desired start and end time. The times available for selection are based on the booking intervals set in the Booking Rules.  Select N/A for the Start and End times mark yourself unavailable for the entire day.

5. Schedule Examples: 

   • Here is an example schedule for a part-time specialist:

     • Monday, Wednesday and Friday: 7:00 AM - 7:00 PM  

     • Tuesday, Thursday, Saturday and Sunday: Off 

   • Here is an example schedule for a specialist with a broken schedule; morning hours, followed by a gap, followed by afternoon hours.

     • Monday, Wednesday and Friday: 7:00 - 10:00 AM and 2:00 PM - 7:00 PM  

     • Tuesday and Thursday: 7:00 AM - 1:00 PM   

     • Saturday: 9:00 AM - 1:00 PM 

     • Sunday: Off 

When changing an already existing schedule: 

• The changes will be effective immediately on the day the changes are made.  

• If there are previously booked appointments for a time/day that is changed to be “not available,” the booked appointments will remain on the schedule, and you will need to manually cancel or move the appointments.  

Additional Resources

To learn more about the Specialist Profile, please visit the following articles:

• Specialist Profile - Basic Info

• Specialist Profile - Booking

• Specialist Profile - Associations

Best Practices

• If there are previously booked appointments for a time/day that is changed to be “not available,” the booked appointments will remain on the schedule, and you will need to manually cancel or move the appointments.  

FAQs

1. Your dashboard may use a different term than 'specialist.' This is because the Core Administrators (Clubessential Admin) are able to customize the terminology to fit your club. If you see a different term, please know that all the functionality will remain the same.

2. If you are a specialist and cannot see all of the fields outlined, your administrator likely has that field locked from view in the Specialist Controls.