Objective
This SOP explains how to configure staff shifts, service availability, repeat schedules, and time off in AesthetiDocs. Following these steps ensures the online booking calendar reflects accurate practitioner availability and prevents patients from booking outside approved times.
Key Steps
1. Open the Shifts area and select the staff member 0:25
Log in to your AesthetiDocs account.
From the left-hand menu, click Shifts.
Review the list of staff members registered to the clinic.
Select the staff member whose schedule you want to configure.
Purpose: This is the starting point for setting up availability that will feed into online booking.
2. Create a new shift for a specific day 0:59
Find the day on the calendar that currently shows No shift.
Click the plus (+) button to create a new shift.
If your clinic has multiple locations, choose the correct location first.
Enter the start time and end time for the shift.
Add any breaks if needed (for example, lunch).
Add multiple breaks if required.
Choose the services that should be bookable during that shift.
Click Apply to save the service selection.
Click Add shift to place the shift on the calendar.
3. Restrict a shift to specific services 1:57
By default, a shift may allow all services.
If you want to limit bookings, click Select service.
Choose only the services you want available during that shift.
Example: select New Patient Consultation only.
Click Apply to confirm.
Save the shift so patients can only book the approved service(s) during that time.
4. Set a shift to repeat on a schedule 2:42
When creating a shift, choose Set to repeat if the schedule should recur.
Select the repeat pattern that matches your needs:
Daily for every day.
Weekly for a specific weekday, such as every Sunday.
Monthly for a recurring date pattern, such as the second Sunday of each month.
Review the repeat settings carefully before saving.
Click Add to create the recurring shift.
Result: The shift will automatically repeat according to the schedule you selected.
5. Edit, copy, mark as day off, or delete an existing shift 3:33
Locate the shift on the calendar.
Click the three-dot menu on the shift.
Choose one of the following actions:
Edit to change the shift details.
Copy to duplicate the shift.
Assign as day off to override the shift.
Delete to remove the shift entirely.
Confirm the action if prompted.
Use case: This is helpful when schedules change after the shift has already been created.
6. Create split shifts for the same day 4:04
Use split shifts when you want different booking rules within the same day.
Start by creating the first shift for the morning or first time block.
Select the location, start time, and end time.
Restrict the first shift to a specific service if needed, such as New Patient Consultation.
Click Add shift.
Click Add shift again to create a second shift on the same day.
Enter the second time block, such as an afternoon session.
Choose the services available in that second shift.
Leave out services you do not want booked during that time.
Save the second shift.
Result: You can control which services are bookable in different parts of the same day.
7. Create a weekly repeat shift and verify it saved correctly 6:54
Create a shift for the desired day and location.
Enter the start and end times.
Select All services if the full service list should be available.
Turn on Set to repeat.
Choose a weekly recurrence, such as every Sunday.
Save the shift.
Confirm the shift displays a repeat icon on the calendar.
Use the three-dot menu > Edit to review the repeat settings if needed.
8. Open the Time Off area for a staff member 7:47
Select the relevant staff member.
Click Manage time off.
Review the staff member’s:
Upcoming leave
Previously taken leave
Total upcoming time off
Purpose: This gives visibility into planned absences and helps prevent booking conflicts.
9. Add full-day or half-day leave 8:24
Click Add leave.
Choose whether the leave is a full day or half day.
Enter the start date and end date.
Select a reason for the leave.
Add any notes if needed.
Click Request time off to save it.
Example: Use this for holidays, clinic closures, or other planned absences.
10. Review, cancel, or delete time off entries 9:31
Check the calendar to confirm the leave appears on the correct dates.
If needed, remove a specific day by opening the leave entry and deleting it.
You can also delete a leave block directly from the calendar when appropriate.
Use this flexibility to adjust leave without rebuilding the entire time-off request.
Cautionary Notes
Ensure the correct staff member is selected before making any changes.
Double-check the location when a clinic has multiple sites.
Confirm the service restrictions before saving, especially for consultation-only or treatment-only sessions.
Be careful when setting repeat shifts so the recurrence pattern matches the intended schedule.
Time off will block bookings even if shifts already exist, so review leave dates carefully before saving.
Deleting a shift or leave entry removes it from the calendar, so verify the action before confirming.
Tips for Efficiency
Set up recurring shifts first for regular weekly schedules to reduce manual entry.
Use split shifts to separate consultation-only time from treatment time.
Use service restrictions to control patient flow and protect time for specific appointment types.
Add leave in advance for holidays and clinic closures to prevent booking conflicts.
Review the repeat icon on the calendar to quickly confirm recurring shifts were saved correctly.
Check upcoming leave regularly so staffing and availability stay accurate.