How Schedules Work
In CaseIndex, a Schedule defines when a particular doctor is available at a particular clinic. The schedule has two components:
- Weekly Rules: The recurring pattern of working days and hours (e.g. Monday–Friday, 9 AM–1 PM and 5 PM–8 PM).
- Exceptions: One-off overrides for specific dates — to mark a holiday, add an extra availability day, or change hours for a specific date.
CaseIndex automatically calculates available time slots from these rules and shows them to patients on the public booking page.
Setting Weekly Availability
Go to Settings → Schedules tab
In the mobile app, tap Settings and then the Schedules tab. You'll see a list of your existing schedules.
Tap a schedule to edit it, or "Add Schedule" to create one
Select the schedule you want to modify. The schedule editor opens.
Set Slot Duration
This is the length of one patient appointment (e.g. 15, 20, or 30 minutes). CaseIndex divides your working hours by this duration to calculate how many patients you can see per shift.
Configure Shifts for each working day
For each day of the week you work, add one or more shifts. A shift has a Start Time and End Time. You can have a morning shift (9–1 PM) and an evening shift (5–8 PM) on the same day.
Days with no shifts = days off
Simply leave a day empty (no shifts added) and the system treats it as not available. No need to explicitly mark it.
Tap "Save Schedule"
The new availability is saved immediately and takes effect on the public booking page right away.
Managing Exceptions (Leaves & Extra Days)
Exceptions let you override the weekly pattern for specific dates. Use them for:
- Marking a holiday or leave: Block out a date even if it's normally a working day.
- Adding a special availability day: Open a slot on a normally-off day (e.g. working on a Sunday for a camp).
- Changing hours for one day: Shorter or extended hours for a specific date.
Open the schedule editor → tap the "Exceptions" tab
Tap "+ Add Exception"
A date picker and options panel appears.
Select the date and choose the type
- Not Available (Leave/Holiday): Toggle "Available" to OFF. The entire date is blocked — no slots will be shown on the booking page for this date, regardless of the weekly schedule.
- Available with custom hours: Toggle "Available" to ON and add the specific shift hours for that date. This overrides the weekly rule entirely for that one date.
Save the exception
The exception is applied immediately. You can delete exceptions anytime to restore the normal weekly rule for that date.
Tips & Common Scenarios
| Scenario | What to do |
|---|---|
| Taking a week off for vacation | Add a "Not Available" exception for each date of the vacation |
| Clinic closed on a public holiday | Add a "Not Available" exception for that holiday date |
| Medical camp on a Sunday | Add an "Available" exception on that Sunday with specific camp hours |
| Half-day on a specific date | Add an "Available" exception with only a morning shift |
| Permanently changing hours | Edit the weekly schedule directly instead of adding exceptions |