Cloud 9: Applying, Copying, and Troubleshooting Schedule Templates

Keywords: schedule templates, apply template, un-apply, copy template, schedule view, troubleshooting, clear overrides, calendar, changing template, modify template, override
Summary
This article walks through how to apply schedule templates to the calendar in Cloud 9, modify a single day or all future days, change a templated day, copy a template to another location, and troubleshoot common issues when a template will not save correctly.

Overview
Once a schedule template has been created in Cloud 9, the next step is applying it to the calendar so it goes into effect for the days you need it. This article covers everything that happens after the template is built, including applying it, modifying it, copying it to other locations, and fixing issues when it does not save correctly.
Note: If you have not yet built your template, see the Cloud 9: Creating Schedule Templates article here first.

Applying a Template to the Calendar
Step 1: From the Schedule Templates screen, select the name of the template you want to apply.

Step 2: On the calendar to the right, click each day you want to apply that template to. Selected days will be highlighted.

Step 3: Click the Apply button in the upper left. The calendar will update to show the template applied to all selected days.

The template will also appear on the small calendar to the left of the schedule, giving you an at-a-glance view of which template is applied to each day when looking at the Schedule directly by clicking 

Modifying a Single Day Directly on the Schedule
When you need to make a change to just one specific day without affecting any other day or the template master, you can modify that day directly on the schedule. This is useful for situations like extending a lunch break for a staff presentation or closing extra time for a one-off event. These changes apply only to that single day and will not affect any other days the template is applied to.

1. Open the schedule to the day that needs changing.
2. Highlight the range of time that needs to be changed.
3. Click Close Time to close additional time, or Reserve Appointment Class or Reserve Appointment Type to adjust what is reserved in that block.
4. Continue adjusting as needed until the day looks the way you want it.

Note: To modify a day directly on the schedule, the employee will need the appropriate permissions applied by someone with the Edit Employees permission under Edit > Setup > Employees:

• Can Override Schedule: Allows the employee to schedule patients in a different templated appointment type and to schedule in closed time.
• Can Schedule a Different Type: Allows the employee to schedule a different appointment type than what was templated.
• Can Schedule in Closed Time: Allows the employee to schedule an appointment in a time that has been closed on the schedule.

Clear Overrides
If you modified an incorrect day and need to revert it back to the original template, you can clear the overrides:

1. Highlight the times that were modified on the schedule.
2. Click Clear Overrides. The template will revert back to its original format for that day.

Modifying a Template to Change All Future Days
When you edit a template master, every future day that template is applied to will reflect the change. Use this when you need to make a permanent change to the template itself, such as adjusting open and close times or adding appointments to a recurring day of the week.

Important: Be very careful when modifying a master schedule template. Any changes made will affect every future day the template is currently applied to, not just one day.

To modify a schedule template:

1. Select the correct schedule view in the upper right, if applicable.
   
2. Navigate to Edit > Schedule Templates.
3. Highlight the name of the template you want to modify and click Edit.
   
4. Click on the Appointment Class or Appointment Type that needs to be changed.
5. Select the appropriate option from the list and continue making changes as needed.
6. Click Save and Close to apply the changes. All future days with that template applied will now reflect the updated template.

Changing a Templated Day
If you need to swap the template applied to a specific day for a different one:

1. Navigate to Edit > Schedule Templates and select the location.
2. Select the day on the calendar that you want to change.
3. Click Un-Apply to remove the current template from that day.
4. Select the new template you want to apply.
5. Click the day on the calendar again to highlight it.
6. Click Apply.

The calendar and the small schedule calendar will both update to reflect the change.

Copying a Template to Another Location
If you want to use an existing template at a different location, you can copy it directly rather than rebuilding it from scratch.

1. Navigate to Edit > Schedule Templates.
2. Highlight the template you want to copy.
3. Click the Copy button and select Copy Schedule Template to Another Schedule View.
4. A dialogue box will open asking which location or schedule view you want to copy the template into.
   
   Important: The schedule view you are copying to must offer the same minutes per row as the original. If the minutes per row do not match, the copy will not work. Read this article to Add a Schedule View here to learn more about Schedule Views.
5. Click Copy in the lower right of the dialogue box.
6. A confirmation message will appear letting you know the template has been copied and is available in the selected schedule view or location.

Troubleshooting: Template Will Not Save to a Specific Date
Occasionally when applying a schedule template to a specific date, the template may not save correctly. There are two common causes to check.

Cause 1: Manual Overrides on the Date

If a date has manual overrides on it, the template may not apply correctly. To fix this:

1. Navigate to Home > Schedule and go to the specific date that is having the issue.
2. Highlight the entire schedule on that date and select Clear Overrides.
3. Navigate back to Edit > Schedule Templates.
4. Apply the template to that date again and save.

Cause 2: Schedule Template Hours Outside of Schedule View Operating Hours

If the schedule template will not save at all, check the open times set for that schedule view. A schedule template that includes any hours outside of the operating hours configured in the schedule view will not save correctly.

For example, if the schedule template runs from 7:00 AM to 7:00 PM but the schedule view is set to open at 8:00 AM and close at 6:00 PM, the template will not save.

To fix this, navigate to Edit > Setup > Schedule Views and update the Start Time and End Time for that schedule view to cover the full range of hours the template needs. For more information on managing schedule views see the Cloud 9: Adding or Deleting Schedule View article here.

Tip: Schedule templates do not have to be filled entirely with appointment types or classes. You can also use the Close Time option to block out time on the template so appointments cannot be scheduled there. This is useful for things like admin time, staff meetings, lunch breaks, or any other time the chair should be unavailable for patient appointments.

If you need any further assistance or have additional schedule template troubleshooting concerns, please contact Support.


As always, if you have any further questions please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM EST to 8:00 PM EST at the 1.800.394.6050 option 2.