Navigate to: Admin > Scheduling > Settings > Scheduling Templates

Before creating templates, confirm that:

Scheduling Templates can be organized by Day or by Provider. Only one style can be active at a time. Switching between styles does not delete existing templates—they are preserved but inactive until you switch back. Each style must be configured separately; templates do not transfer between Day and Provider views.

Day-based templates organize scheduling by day of the week. Use this style when your clinic's scheduling structure is consistent across providers on a given day.

Multiple template versions can be created for the same day, but their date ranges cannot overlap.

Use the Exclude Dates field to prevent a template from applying on specific dates, such as holidays or planned closures.

Provider-based templates organize scheduling by individual provider and support advanced recurrence patterns. Use this style for clinics with complex or rotating doctor schedules.

When Provider is selected, the Scheduling Templates tab displays each provider with their number of Template Versions, any Excluded Dates, and available Actions. Rows are collapsed by default and can be expanded to view start dates, recurrence details, end dates, and edit or delete options.

Select Calendar Overview to view all providers in a single weekly calendar view. This lets you visually confirm alternating weeks, rotating patterns, and template assignments across providers before they take effect.

When designing a template, the calendar reflects the provider's configured settings:

Provider unavailability and clinic closures always take precedence over template assignments.

Excluded dates prevent a template from applying on specific days without removing the template itself.

Adding a date to the Excluded Dates field prevents the template from appearing on the schedule for that date. The date remains available for other scheduling. Excluded dates appear in the main table and as indicators within the calendar view, and update automatically when added or removed.

If a template appears missing on the schedule, check for excluded dates before assuming a configuration error.

Block Off Time prevents appointments from being scheduled during a defined period within a template.

Block-offs are always permitted, regardless of the Allow Scheduling Modifications setting.

Provider-based templates can be duplicated to reduce setup time when multiple providers share a similar schedule structure.

When overwrite is enabled, existing templates for the target provider are replaced. When overwrite is not enabled, duplicated templates are added alongside existing ones. Only appointment types supported by both the source and target provider are duplicated. If no templates exist for the target provider, the overwrite option is unavailable.

The Allow Scheduling Modifications setting controls how strictly templates are enforced on the main scheduling calendar.

Provider-level appointment type permissions (Services Offered) apply in both states.

Scheduling Templates support rotating provider schedules. The best approach depends on how your clinic's rotation is structured.

Set up each provider's standard availability for their regular days, then add Additional Availability for the rotating days they work outside their normal schedule. Works best when rotating providers take on extra days that aren't part of their standard pattern.

Set up availability for all days first, then use Out of Office entries to block each provider's non-working days during a rotation. Works best when providers have nearly full schedules with specific days off on rotation.

Define full office-hour availability for all providers, then use Block Off Time within a schedule template to restrict unavailability. Works best for clinics managing complex or multi-provider rotations who prefer to manage availability visually.

For separate weeks in a rotation that don't repeat on a consistent pattern, create individual template versions with distinct date ranges for each week.

Scheduling templates are respected when clients book through the Pet Portal. Direct booking follows this hierarchy:

Clients are only shown time slots that align with all levels of this hierarchy. If an appointment's duration doesn't fit within a template block, that time slot will not appear as available.

Once saved, templates apply immediately to the main scheduling calendar within the defined date range.

Template reservations appear as muted highlights in the appointment type color. A calendar clock icon in the upper right corner of the block indicates it is part of a Scheduling Template.

If a template block is missing from the calendar, check for any of the following: the date may be listed in the Excluded Dates for that template; the provider may be marked Out of Office for that day; the clinic may be closed; or the template's date range may have ended. Any of these will prevent the template from displaying without showing an error.

Provider-based templates can be duplicated to another provider using the Duplicate Templates option. Day-based templates do not support duplication. When duplicating, only appointment types supported by both providers are copied over.

The time range visible in the template calendar is determined by the provider's configured office hours. Days without office hours appear grayed out and cannot be selected. If a day you need is unavailable, update the provider's Office Hours under Admin > Scheduling > Settings > Providers.