What is your personal schedule?
Your personal schedule in Digitail defines when you are available to see patients. It controls which time slots appear on the clinic calendar for bookings - both internally and on the online booking page if that's enabled. Every staff member who sees appointments needs a schedule set up, either copied from the clinic's master schedule or built manually to match their specific working hours.
Who is this for?
Role | Access |
Vets / Receptionists / | Set their own schedule via My Profile → Availability |
Practice Managers | Can set up any staff member's schedule, and must configure the clinic's master schedule firs |
Before you start
Before setting up your schedule, make sure:
Your User Type is set correctly on your My Profile page (see Customize your Profile)
On Booking Status Tab - your toggle is on for Clinic Booking and/or Online Booking
Clinic Booking - this allows clinic staff to schedule appointments for you
Online Booking - this allows clients to schedule appointments with you
Next Visit Types are selected - you'll be guided through this in the same tab before reaching the schedule step
Where to find it
Your schedule is configured through the Booking Status tab on your My Profile page.
Click your profile photo in the top-right corner and select My Profile
Click the Booking Status tab
The Booking Status tab walks you through a short 4-step setup: Booking Access → Visit Types → Working Hours → Summary.
How to set your schedule
Step 1 - Set your booking access
This step controls how appointments can be booked for you.
Toggle Clinic Booking on if your colleagues should be able to book appointments for you from within Digitail
Toggle Online Booking on if you should appear as a bookable provider on the clinic's online booking page
Click Next to continue
📌 You can't disable clinic booking while public booking is on - public booking requires internal booking to be active.
Step 2 - Select your visit types
Choose which appointment types you are available for.
Browse the list of visit types set up for your clinic - these are organized by category
Check the box next to each visit type you handle
Use the search box or the category filter to find specific types quickly
Use Select All or Deselect All to bulk-select within a category
Click Next when done
Step 3 - Set your working hours (shifts)
This is where you define the days and times you're available. You can either use a template or create your own shifts manually.
This creates shifts for future dates only, up to 12 months ahead. If the clinic schedule hasn't been configured yet, contact your Practice Manager before proceeding.
Option A: Create shifts manually
Click New Shift
Fill in the shift details:
Name - give your shift a recognizable label (e.g. "Morning", "Tuesday clinic")
Date and time - set the start and end time
Recurrence - set a weekly repeat pattern if this shift repeats (e.g. every Monday and Wednesday)
Breaks - add a break if you have a gap mid-shift (e.g. a lunch break). The break window won't be available for bookings.
Optionally, add Shift Rules to control availability within the shift (see below)
Click Save
Repeat for each shift or shift pattern you need
When done, click Publish to make your shifts active
Adding shift rules
Shift rules let you define how specific time windows within a shift behave. They are optional but useful if your availability varies during the day - for example, if you're only available for certain visit types in the morning, or if part of your shift is reserved for admin work.
To add a rule, click New Rule inside the shift form. Each rule has:
Type - choose one of two options:
Available - this time window is bookable for the selected visit types
Staff Only - this time window is blocked for online/public booking; it can only be booked internally by staff
Name - an optional label for the rule (e.g. "Surgery only", "Admin time")
Start and end time - the time window the rule applies to, within the shift's overall hours
Visit types - which appointment types this rule applies to (multi-select)
You can add multiple rules to a single shift and duplicate existing rules to save time.
📌 Shifts are saved as drafts until you publish them. Unpublished shifts won't appear on the calendar or be available for booking.
Option B: Using a shift template
If your clinic has shift templates set up, you can use them as a starting point instead of building a shift from scratch. Click the Templates button in the shifts calendar header to open the template panel. Select a template to create a new shift based on it, with the rules and times already filled in.
Managing existing shifts
If you already have shifts set up and need to update them:
On the Working Hours step, you can see the shift calendar
Click on any shift to edit or delete it
If editing a recurring shift, you'll be asked whether to update just this occurrence, this and all future occurrences, or all occurrences
Step 4 - Review the summary
The final step shows a summary of your availability setup across all three areas - booking access, visit types, and working hours. If anything is incomplete, you'll see an alert with a link to go back and fix it.
Once everything looks correct, you're done. Your schedule is live.
How to verify it works
Go to the Calendar in the main menu - your shifts should appear as available time blocks in your column
Check that the days and hours match what you set up
If you enabled public booking, open your clinic's online booking page and confirm you appear as a bookable provider with the correct availability
If time slots are missing or incorrect, go back to My Profile → Booking Status → Working Hours and click Manage Shifts to review your shifts.
Common Questions
My shifts are set up but I'm not showing on the calendar
Make sure your shifts are published - drafts don't appear on the calendar. Open My Profile → Booking Status → Working Hours → Shifts and check if there's a Publish button visible. If so, click it to make your schedule live.
Can I have different hours on different days of the week?
Yes - you can create separate shifts for each day or day pattern. For example, a shift that recurs every Monday and Wednesday, and a separate one for Fridays only with different hours. Use New Shifts and set each shift's recurrence pattern individually.
How do I add a lunch break or gap in my schedule?
When creating or editing a shift, use the Breaks section to add a break window. Specify the start and end time of the break. That time slot will be blocked off and won't be available for appointments.
What happens to existing appointments if I change my schedule?
Changing your schedule does not affect appointments that are already booked. Only new bookings will follow your updated availability. If you need to reschedule existing appointments that fall outside your new hours, do that manually from the Calendar.