Managing out of office blocks

If you’re going to be unavailable, you can indicate this with an out of office (OOO) block on your calendar. This prevents clients from scheduling appointments with you during that time.

In this guide, we'll cover:

• Creating an out of office block
• Out of office block permissions by role

Note: Out of office blocks are only available on the Plus plan. If you’re on the Essential or Starter plan, you can add a calendar event to indicate that you’re out of office.

Creating an out of office block

To create an out of office block:

1. Click + > Schedule appointment from the top of the page
2. Choose Out of office

3. Select the day and time frame in which you’ll be out of office
   • Check the box for All day if you’ll be out for the entire day
     • You can choose multiple days where you’re out all day
4. Use the dropdown menu to select yourself or a team member who will be out of office

Note: Only the Account Owner, clinicians with entire practice access, clinicians with full client access, and practice schedulers can set up out of office blocks for other team members.

5. Click Add memo to include an optional note, such as the reason for your time away or internal reminders
6. If you want appointments canceled during the selected time, leave the box for Cancel appointments during this time checked
   • If you want to notify clients and their contacts, leave the boxes for Notify clients and Notify contacts checked
7. Click Save

Your out of office block will appear as light gray on the calendar.

When Cancel appointments during this time is checked, appointments marked as Show during the OOO block will update to Clinician canceled. If the OOO block is deleted, appointments will continue to appear with this status.

Note: To update each appointment to the correct status, see Changing an appointment’s status.

If the box for Cancel appointments during this time is unchecked, appointments will retain their current status.

When Notify clients and Notify contacts are checked, clients and contacts who have cancellation appointment reminders enabled will receive a cancellation notification.

Note: You can choose to notify only the client by unchecking the Notify contacts box.

Once an out of office block is created with notifications enabled, a small green banner will appear to show that cancellation messages have been sent.

If any clients under the out of office block don’t have cancellation reminders enabled, a window will display the names of those clients.

Out of office block permissions by role

While out of office blocks are visible to all team members, permissions vary by role: