Set staff rotas

Rotas control which appointment slots patients can book. If a clinician has no working hours set, they will not appear as available online.

Add a rota block

Go to Settings → Team.
Scroll to Staff rota.
Choose the staff member, pattern (single day, weekdays, or every day), day, start and end times, and location if you use more than one.
Optional: turn on Add breaks to split the day around lunch or other gaps — see below.
Click Add rota row.
Click Save settings at the bottom of the page.

Staff rota form in team settings — Settings → Team — add working hours per person, including optional lunch and breaks. Repeat for each clinician who takes bookings.

Add lunch breaks and breaks

Use breaks when someone works a long shift but should not take bookings over lunch or a short mid-morning or mid-afternoon gap. The system saves the day as separate working blocks, so online booking only offers slots outside those times.

In the Staff rota form, set the overall shift start and end times first (for example 09:00–17:00).
Turn on Add breaks.
Tap morning, lunch, and/or afternoon to include each break you need — most clinics enable lunch.
For each selected break, set a start and end time. Defaults are filled in (for example lunch 12:30–13:30); adjust them to match your clinic.
Click Add rota row, then Save settings at the bottom of the page.

Note

Break times must sit inside the shift hours and must not overlap each other. If you change the shift start or end, check the breaks still fit.

On Admin → Calendar, gaps between rota blocks show as hatched Lunch or Break bands (longer gaps are labelled Lunch). Patients cannot book into those times online. For one-off meetings or leave on a specific date, use Mark busy on the calendar or Book staff time off instead.

Tip

Use Staff time-off on the same tab to block holidays — see Book staff time off for the full walkthrough.

Add a rota block

Add lunch breaks and breaks

What happens next