1. Accessing the Shifts Area
Shifts are managed from the Shifts section in your AesthetiDocs account.
How to Access Shifts
To access staff shifts:
Log in to your AesthetiDocs account.
Go to the Shifts area from the left-hand menu.
Review the list of staff members registered to your clinic.
Select the relevant staff member to configure their shifts and availability.
From here, you can view existing shifts, add new shifts, create repeat shifts, manage split shifts, and add time off.
2. Adding a New Shift
A shift tells AesthetiDocs when a practitioner is available for bookings.
How to Add a Shift
To add a new shift:
Go to the Shifts area.
Find the correct staff member.
Select the date you want to add availability for.
Click the plus button on the empty shift box.
Select the clinic location.
This is especially important if your clinic has multiple locations.
Enter the shift start time.
Enter the shift end time.
Add breaks if required.
Choose which services are available during that shift.
Click Add.
The shift will then appear on the staff member’s calendar.
Adding Breaks
When creating a shift, you can add breaks for times when the practitioner should not be bookable.
For example, you may want to add:
Lunch breaks
Admin time
Short gaps between clinics
Other unavailable periods during the shift
You can add multiple breaks if needed.
Alternatively, you can use unavailability blocks on the calendar to block out specific times.
3. Selecting Services for a Shift
When creating a shift, you can choose whether the practitioner is available for all services or only selected services.
Offering All Services
By default, most shifts will allow all services.
This means patients can book any service the practitioner normally offers during that shift.
Restricting a Shift to Specific Services
You can also restrict a shift so only certain services can be booked.
To restrict services:
Create or edit the shift.
Select Select Service.
Click Add Services.
Choose the relevant treatment category or service.
Click Apply.
Save the shift.
Example
If you only want patients to book new patient consultations on a certain day:
Select only the New Patient Consultation service.
Apply the selection.
Save the shift.
Patients will only be able to book that selected service during that shift.
4. Creating Repeat Shifts
Repeat shifts are useful when a practitioner works the same pattern regularly.
For example, you may want a shift to repeat every Sunday or on a specific day each month.
How to Set a Shift to Repeat
To create a repeating shift:
Create a new shift.
Enter the location, start time, end time, breaks, and services.
Click Set to Repeat.
Choose how often the shift should repeat.
Select the relevant day or pattern.
Click Add.
Repeat Options
You can set shifts to repeat:
Daily
Weekly
Monthly
For weekly shifts, you can choose which days the shift repeats on.
For monthly shifts, you can choose a pattern such as the second Sunday of every month, depending on the date selected.
Identifying a Repeat Shift
Repeat shifts will show a repeat icon on the calendar.
To review the repeat pattern:
Click the three dots on the shift.
Select Edit.
Review the repetition settings.
5. Editing, Copying, or Deleting a Shift
You can update shifts directly from the calendar.
How to Manage an Existing Shift
To manage an existing shift:
Go to the shift on the calendar.
Click the three dots on the shift.
Choose one of the available options:
Edit
Copy
Assign as Day Off
Delete
What Each Option Does
Edit
Allows you to change the shift details.
Copy
Allows you to duplicate the shift.
Assign as Day Off
Overrides the existing shift and marks the practitioner as unavailable.
Delete
Removes the shift from the calendar.
6. Creating Split Shifts
Split shifts allow you to create more than one shift on the same day.
This is useful when you want different services available at different times of the day.
When to Use Split Shifts
Split shifts are helpful if:
You want consultations in the morning and treatments in the afternoon.
A practitioner works across different locations on the same day.
You want to restrict certain appointment types to specific time blocks.
You want more control over how patients book into the diary.
Example Split Shift
You may want to set up:
Morning shift: New patient consultations only
Afternoon shift: Selected treatment services
This gives you more control over the flow of the day.
How to Create a Split Shift
To create split shifts:
Go to the Shifts area.
Select the staff member and date.
Click the plus button to add a shift.
Add the first shift.
Select the location.
Add the start and end time.
Select the services available during that time.
Click Add Shift within the shift creation screen.
Add the second shift.
Select the start and end time.
Choose the services available during the second shift.
Click Add Shift to save.
The calendar will then show both shifts on the same day.
Example
For a split Sunday shift:
First shift:
10:30 AM to 1:30 PM
New patient consultations only
Second shift:
2:30 PM to 6:30 PM
Selected treatments such as anti-wrinkle, dermal filler, or regenerative treatments
This means patients can only book consultations in the morning and selected treatments in the afternoon.
7. Managing Time Off
Time off allows you to block out periods when a staff member is unavailable.
This can be used for annual leave, holidays, clinic closures, half days, or other planned absences.
How to Access Time Off
To manage time off:
Go to the Shifts area.
Select the relevant staff member.
Click Manage Time Off.
This will show:
Upcoming leave
Previous leave
Total upcoming time off
This gives you an at-a-glance view of planned absences for each staff member.
8. Adding Full-Day or Half-Day Leave
AesthetiDocs allows you to add both full-day and half-day leave.
When to Use Time Off
Use time off when:
A practitioner is on annual leave.
The clinic is closed for holidays.
A staff member is taking a half day.
A practitioner is unavailable for a specific date range.
You need to block existing shifts from online booking.
Even if shifts already exist, time off will block the calendar so patients cannot book during that period.
How to Add Leave
To add time off:
Go to Manage Time Off for the relevant staff member.
Click Add Leave.
Choose whether the leave is:
Full day
Half day
Enter the start date.
Enter the end date.
Select a reason.
For example, Annual Leave.
Add any notes if required.
Click Request Time Off.
The leave will then appear on the calendar and block bookings for that time.
Example
If a practitioner is taking annual leave from 5 July to 18 July:
Add the start date as 5 July.
Add the end date as 18 July.
Select Annual Leave as the reason.
Add notes if needed.
Click Request Time Off.
The calendar will then show the practitioner as unavailable during that period.
9. Cancelling or Removing Time Off
If time off needs to be changed or cancelled, you can remove it from the calendar.
How to Remove Time Off
To remove time off:
Go to the affected date on the calendar.
Find the leave entry.
Click the delete option.
Confirm the removal if prompted.
This is useful if you only need to remove a single day from a longer block of leave.
You can also manage leave from the Manage Time Off section if you need to review or update the full leave record.
Need More Help?
If you have any questions about setting up shifts, availability, or time off, please contact our support team. We're glad to help.