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Appointment

Specialists Tab

15min

The Specialists Tab in the Appointments Settings module of Sanoflow is designed for businesses to manage specialists efficiently. This feature allows the creation, editing, and organization of specialist details, including their personal information, services offered, working hours, and integrations. It is a critical tool for businesses offering appointment-based services, ensuring streamlined scheduling and service management.

Getting Here

Admins, managers, and other authorized users can control different settings in the Specialists Tab settings.

To access the Specialists Tab:

  1. Log in to your Sanoflow account.
  2. Navigate to the Settings section in the left-hand menu.
  3. Under Platform, click on Appointments.
  4. Select the Specialists Tab at the top of the Appointments settings page.

Key Features

The Specialists Tab allows you to manage all details related to the specialists in your business, ensuring that customers can book appointments with the right individuals based on their expertise and availability.

Primary Features

1. Specialists List

  • Displays all the specialists currently registered.
  • Columns include:
    • Name: The specialist’s full name.
    • Department: The department or area of expertise the specialist belongs to.
  • Search Bar: A search bar at the top of the list allows quick filtering by specialist name.

2. Add Specialist Button

  • A + Add Specialist button is located at the top-right corner of the Specialists Tab.
  • Clicking this button opens the Add Specialist modal.

3. Add Specialist Modal

  • Fields:
    • First Name (Required): Enter the specialist's first name.
    • Last Name (Optional): Enter the specialist's last name.
    • Profile Picture (Optional): Upload an image for the specialist.
    • Department (Dropdown, Required): Assign the specialist to a specific department.
    • Services (Multiple Selection): Assign services that the specialist will provide.
    • Contact Details (Optional): Add contact details like email or phone number.
  • Save Button: Saves the new specialist's details.

4. Specialist Details Modal

  • Click on a specialist's name in the list to view or edit their details.
  • Tabs within the modal include:
    • Personal Info: Basic information such as name, department, and contact details.
    • Services: A list of services assigned to the specialist.
    • Working Hours: A detailed schedule of their availability.
    • Override Schedule: Temporary adjustments to their working hours for specific dates.
    • Integrations: Integration with external tools such as Google Calendar.

5. Working Hours

  • Add and manage the specialist's weekly working hours.
  • Fields:
    • Weekdays: Select the days of the week.
    • Start Time and End Time: Define the specialist's availability.
    • Location: Assign specific locations for the working hours.
  • Add, edit, or delete working hours using the respective icons (✏️ for edit, πŸ—‘οΈ for delete).

6. Override Schedule

  • Temporarily override the specialist's regular working hours.
  • Fields:
    • Start Date and End Date: Define the period for the override.
    • Reason: Add a reason for the override (e.g., vacation, sick leave).
    • Location: Assign a location (if applicable).

7. Integrations Tab

  • Integration options, such as linking the specialist's schedule to Google Calendar.
  • Sign in with Google button to activate calendar synchronization.

8. Edit Specialist

  • Click the pencil icon (✏️) next to a specialist's name to edit their information.
  • Includes all fields from the Add Specialist modal.

9. Delete Specialist

  • Click the trash bin icon (πŸ—‘οΈ) next to a specialist's name to delete them.
  • A confirmation pop-up ensures no accidental deletions

Practical Use Cases

  1. Clinic Management:
    • Assign dermatologists, dentists, or other specialists to their respective departments.
    • Define their availability at different branches for better patient allocation.
  2. Service-Based Businesses:
    • Add specialists like hairstylists, trainers, or consultants.
    • Assign services they excel at, ensuring customers book with the right expert.
  3. Efficient Scheduling:
    • Manage working hours across multiple locations to prevent double bookings.
    • Use override schedules for holidays or emergencies.
  4. Seamless Integration:
    • Link Google Calendar for real-time updates on specialist availability.

Best Practices

  1. Complete Profiles:
    • Always fill out all available fields for specialists to maintain comprehensive records.
    • Upload profile pictures to give a professional touch to customer-facing booking interfaces.
  2. Regular Updates:
    • Update working hours and override schedules as needed to reflect changes in availability.
  3. Service-Specialist Mapping:
    • Ensure every specialist is linked to the appropriate services for accurate booking options.
  4. Integrate Calendars:
    • Use the Google Calendar integration to keep specialist schedules synchronized and avoid conflicts.
  5. Monitor Overrides:
    • Regularly review override schedules to ensure they are correctly applied and updated as necessary.

FAQs

  1. Can a specialist work in multiple departments?
    • No, a specialist can only be assigned to one department at a time.
  2. How do I assign a specialist to a location?
    • Locations can be assigned when defining the working hours for the specialist in the Working Hours tab.
  3. Can I assign multiple services to a single specialist?
    • Yes, you can assign multiple services to a specialist during the setup or edit process.
  4. What happens if a specialist has overlapping working hours?
    • The system allows overlapping hours but ensures customers can only book services within the available time slot.
  5. Can specialists edit their own schedules?
    • No, only admins or users with appropriate permissions can edit specialist schedules.
  6. How do I remove a service from a specialist?
    • Edit the specialist's details and unselect the service from the Services tab.
  7. Is there a limit to the number of specialists I can add?
    • No, you can add as many specialists as needed.
  8. What happens if I delete a specialist?
    • The specialist is removed from all associated bookings, locations, and services. You will need to reassign their bookings manually.
  9. Can I create specialists without assigning services?
    • Yes, but they will not appear in service-specific bookings until services are assigned.
  10. How do I notify specialists of schedule changes?
    • Use the Override Schedule feature and integrate it with Google Calendar for automatic updates.

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Updated 13 Jan 2025
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