Setting up your calendar & availability

The calendar shows when each clinician works and what's already booked. Patients booking online can only pick slots this calendar leaves open, so it's worth getting right before you publish a booking page.

The calendar view

Go to Calendars in the left sidebar.

The panel on the left lists team members with a search box. Select one or more to show their calendars; the counter reads e.g. "1 of 1 members · 1 selected · Clear".

Use Today and the arrows to move between weeks. The date range is shown between them.

The legend at the bottom distinguishes Visit (booked, shown in red) from Available (open, shown shaded). Today's column is highlighted, and a line marks the current time.

Setting availability

Click Edit Availability in the top right. The dialog is titled with the person's name, e.g. "Arnold Bays's Calendar".

Weekly schedule

Each day has a toggle and a time range. Days that are off show Unavailable — in the example, Monday to Friday are 9:00 AM to 5:00 PM and the weekend is off.

• Toggle a day on or off to make it available.
• Use the + to add a second interval to a day. This is how you set a split shift — for example 9:00–12:00 and 14:00–17:00 with a break between.
• Use the copy icon at the end of a row to apply that day's hours to other days, rather than setting each one by hand.

Overrides

Overrides handle exceptions to the weekly pattern. Click Add date to block or change a specific date — a public holiday, a conference, annual leave. When there are none, the section reads "No date overrides."

Use overrides rather than editing your weekly schedule for one-off changes, so your normal pattern stays intact.

Settings

• Timezone — your local timezone for availability.
• Default appointment duration — how long each slot should be. Defaults to 30 minutes.
• Buffer between appointments — padding between consecutive appointments. Defaults to No buffer.
• Minimum notice — how far in advance appointments must be booked. Defaults to No minimum.
• Maximum advance booking — how far into the future appointments can be booked. Defaults to 2 months.

Three layers of scheduling rules

Ona applies scheduling rules at three levels, and it helps to know which one to change:

1. Organization opening hours (Settings → Organization) — the practice's overall hours.
2. Clinician availability (here) — when a specific person works.
3. Per-service booking rules (Services → Booking) — buffer, notice, max advance, and a weekly schedule for one service.

A slot is offered to a patient only when all applicable layers allow it. If an appointment type isn't appearing when you expect, check the service's own Booking tab before assuming the calendar is wrong.

Appointment types

Ona doesn't have a separate "appointment types" screen — the equivalent is your Services, each carrying its own duration and booking rules. To add a new bookable appointment type, create a service. See Setting up services.