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Removing Specialist Shifts & Schedules

Jude N.
Jude N.
  • Updated

Overview: What are we talking about?

Specialists are employees who can be scheduled to perform specific services by appointment (e.g. groomers and trainers). When a specialist will no longer be performing some or all services at your location you must take the following steps to remove them from future scheduling. 

In this article, we will show you how to remove a specialist's schedule in part or whole, block availability on certain dates, reschedule your appointments, and, if they are leaving the facility, deactivate the user's account. 

 

This article includes:

 

Helpful Hints: Before you begin.

  • Removing or editing shifts on the Manage Schedules page will NOT change any existing appointments or reservations. These appointments must be rescheduled with a different specialist or canceled manually (see Reschedule Booked Appointments).
  • You can use the Services by Date Report (found via Left-hand Navigation: Reports & More » Reports » Services) to identify all appointments that need to be rescheduled. This report can be filtered by date, location, service, and user. For more information please see our article on the Services by Date Report.
  • If your specialist is leaving the facility, it is advisable to complete these steps in the order listed (remove schedule, reschedule appointments, then deactivate last). If you wish to remove a specialist's online access prior to these other steps, then you can change their email and password (see Deactivate a User).

 

How to: Remove Specialist Schedules

This section will demonstrate how to remove a schedule for a user in part or in whole. This is the first step you will want to take when a specialist is changing schedules, not working certain days, no longer performing a service, or is leaving the facility so that additional appointments cannot be booked with this specialist.
You can do this for certain dates, certain services, and/or for certain days of the week. If the user is planning to stop all appointments at some point in the future, you can clear the schedule moving forward from the chosen date. If the user has already left the facility you can do this in bulk.
 
Remove Shifts for Single Date Only
If a specialist is not taking some or all shifts on a given day then you can remove shifts for one day only. As an alternative, you can instead block an entire date from all services using a Facility Calendar block (see Set a Specialist as Unavailable on a Select Date below).

  1. Navigate to Left-hand Navigation: Reports & More » Manage Schedules.

  2. Click the center date navigation arrows until you are on the week in question.

  3. Click any shift on the correct date and correct specialist. You can click on any shifts that the specialist has on that day to open the edit popup.
  4. Click the red "x" to the right of a shift.
    Screen_Shot_2022-05-11_at_12.28.27_PM.png

  5. In the resulting popup, click Delete Current Day's Shift. This will remove the shift for that date only. 
    Screen_Shot_2022-05-13_at_5.35.04_PM.png
  6. Repeat for any additional services on that date that the specialist will not be working. 
 
Remove Shifts Beyond A Set Date
If your specialist is planning to stop taking appointments after a set date or is removing shifts from their default weekly schedule, you can clear shifts from their schedule moving forward from a given date.
If your specialist will be leaving the facility, please note that after all appointment dates you wish to keep available have passed, you will need to complete the below step, Remove a User from the Manage Schedules Page In Bulk, to do a final clearance of any remaining schedules. 

  1. Navigate to Left-hand Navigation: Reports & More » Manage Schedules.

  2. Click the center date navigation arrows until you are on the first week that the specialist will no longer be doing the shift(s) in question.

  3. Click on the first date that the specialist is no longer taking appointments. You can click on any shifts that the specialist has on that day to open the edit popup.
  4. Click the red "x" to the right of a shift.
    Screen_Shot_2022-05-11_at_12.28.27_PM.png

  5. In the resulting popup, click Delete All Shifts. This will delete all shifts for that specialist for that service moving forward from the selected date.
    Screen_Shot_2022-05-11_at_12.28.58_PM.png

  6. Repeat for any additional services on that date that the specialist will not be working. 

 

Remove a User from the Manage Schedules Page In Bulk
You can instantly clear a specialist's entire schedule for all dates. This will remove the schedule on past weeks as well as moving forward. It will not affect any currently booked or completed reservations.

  1. Navigate to Left-hand Navigation: Reports & More » Manage Schedules.

  2. Click the Manage Specialists button.
    Screen_Shot_2022-05-11_at_12.08.49_PM.png

  3. Scroll to the specialist in question. To the right of each service type is a red "x." Click this button and in the resulting popup click "OK" to instantly clear the specialist's schedule.
    Screen_Shot_2022-05-11_at_12.17.22_PM.png

    Screen_Shot_2022-05-11_at_12.19.07_PM.png

  4. Repeat for each of the specialist's services and then save at the bottom of the popup.

How to: Set a Specialist as Unavailable/Create an Exception

 
It is possible to place blocks on certain dates and times, rather than adjust the schedule itself, by setting the specialist as unavailable from the Facility Calendar. This will prevent appointments from being made during those blocked-off times. You can add multiple blocks to a given day if you wish to allow appointments in the middle of their day or block off only a certain part of the day.
Please note that Exceptions are time-based and do not block slot-based services. See below for more details regarding to adjust slot-based services.
 

  1. Navigate to Calendar » Facility Calendar.

  2. On the Day or Week View, click under the specialist who needs to be set as unavailable.

  3. Select Mark Unavailable.

  4. Set the From Time and Until Time.

  5. Optionally, add a Note.

  6. Select the Save button when finished.


unavailable_specialist.gif

 

How to: Increase or Decrease Slots Available for a Particular Date/Specialist

Slots available for slot-based Services can be managed directly from the New Facility Calendar. Facilities using the Old Version will need to navigate to Left-hand Navigation: Reports & More » Manage Schedules to adjust slot capacities.

  1.  Navigate to Calendar » Facility Calendar.
  2. On the Day or Week View, find the Specialist and Date to adjust.
  3. Just below the Specialist's name, select the small round + or - button.
  4. Enter the number of slots to subtract or add.
  5. Select the blue Add Slot(s) or Subtract Slot(s) button.

 

 

How to: Reschedule Booked Appointments

This section will show you how appointments can be rebooked with a different specialist by either opening the Edit Reservation window or dragging and dropping on the Facility Calendar. Alternatively, you can cancel the appointment and create a new booking (see our article on Canceling Reservations and Appointments).

You can use the Services by Date Report (found via Left-hand Navigation: Reports & More » Reports » Services) to identify all appointments that need to be rescheduled. You can also use the Facility Calendar, Calendar Details, View all Reservations, or the Reservations by Date Report to find a complete list if preferred.

Please note that if using the Edit Reservation option, you must adjust the reservation time in addition to rescheduling the service. Reservation times will not automatically change if you only adjust the service. 

 

From Edit Reservation

  1. Navigate to any page where you can edit the animal's reservation. This includes the Animal's or Owner's Reservations tab, the Dashboard, Calendar Details, the Facility Calendar, or other Reports that contain reservation lists.

  2. Click Edit Reservation.
    Screen_Shot_2022-05-11_at_12.48.59_PM.png

  3. If the appointment will take place on a different date and/or at a different time, first edit the Reservation date and time.
    Screen_Shot_2022-05-11_at_12.51.44_PM.png

  4. Click on the Additional Service tab. Click the red trash can button to the right of the service you will be rescheduling. 
    Screen_Shot_2022-05-11_at_12.53.59_PM.png

  5. Click on the Additional Service you would like to re-add. Select any relevant add-ons, enter notes as needed, adjust the duration if needed, choose the date, then choose the specialist and time.
    Screen_Shot_2022-05-11_at_12.57.25_PM.png

  6. Save & Close the Edit Reservation popup.

 

From the Facility Calendar Drag & Drop Function

If appointments are being rescheduled within the same day or week, it is possible to quickly change the appointment to a different specialist, day, and/or time. This function changes both the reservation and the service at once, avoiding the need to individually adjust these. It is not possible to do this on the month view.

Note: if the specialist who you are attempting to move the service to does not perform that service (as set up on the Manage Schedules page), the system will not allow you to add to that specialist. 

  1. Navigate to Left-hand Navigation: Calendar » Facility Calendar.

  2. Navigate to the day or week of the appointment(s) you are rescheduling. 
  3. Click and hold the appointment and drag it to the new day, time, and/or specialist.

Within the same day: 
Move_Appointment_Same_Day.gif

Within the same week:

Move_Appointment_Week_view.gif

 

How to: Deactivate a User

If your specialist will be leaving the facility, their account should be deactivated. This section will show you how to deactivate a user's Gingr account to prevent further access to your app. After deactivation, the user will no longer show on the facility calendar. Nothing will happen to existing appointments, but it is advised that you reschedule all appointments before deactivating. If you would like to restrict their app access prior to rescheduling you may change their email and password so they cannot access the app.

  1. Navigate to Left-hand Navigation: Reports & More » Users.

  2. Scroll to the User you wish to deactivate. 
  3. On the far right of their name is a button that says Active. Click this and then in the popup confirm the deactivation.
    Screen_Shot_2022-05-11_at_2.46.41_PM.png

  4. The user will now be in the Inactive tab and can be reactivated as needed.

 

 

FAQ: Check this out!

How do I know if a shift is recurring or not? 

Recurring shifts have an arrow loop icon indicating that they match the usual recurring schedule for that day of the week. If you make an adjustment to the time or number of slots on a schedule for a single date only, then the recurring arrow loop icon will no longer be present. 

Screen_Shot_2022-05-19_at_12.05.33_PM.png

 

How can I re-enable a shift that I removed from a specialist's default schedule?

If you remove a shift on certain date on the Manage Schedules page, then you will see an orange triangle on that date. This indicates a change was made to the recurring schedule. To re-set the schedule, you can click each triangle to reenable the typical recurring schedule for that day. 

Clear_Schedule_Overrides_Gif.gif

 

Why aren't my slot-based appointments appearing?

In order to use slot-based appointments, the specialist must have the slots recurring for at least one day each week. It is not possible to have only non-recurring slot-based appointments on a given week. Please enter at least one weekly recurring slot shift for the specialist. Please reach out to Gingr Support if you have completed this step and are still having issues with your specialist showing. 

 

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