The Work Schedule tells Heltio when a given person sees patients. The calendar uses it for one thing: to warn you when somebody tries to book outside those hours.
A schedule is made of a template — a repeating weekly rhythm — and of exceptions pinned to specific dates. The template describes the rule, the exception describes the deviation.
How to do it
Start from the team schedule
The Team Schedule screen lists everyone seeing patients. Next to each you see the h/wk total and the cycle length; a person with no template carries a No template label. The Edit button takes you to their schedule.
Paint the week
In the editor give it a Template name (for example Standard week), set the Cycle length and the Start date. A cycle longer than one week gives you the tabs Week 1, Week 2 and so on — this is for rotas of the "one week mornings, one week afternoons" kind.
You paint the blocks with the mouse: Click and drag to paint a time block. Click an existing block to edit. Every block has a Block kind — Regular, Break, Admin, On call — and an Hours type: Commercial, NFZ, Mixed, Internal.
Under 1 are Week 1, Week 2 and the rest — they appear only once the cycle is longer than a week. Under 2 — the hour axis you drag along to add a block. Under 3 — the day of the week; the same layout applies in every week of the cycle. Under 4 — a single block with its Block kind and Hours type; clicking it opens the editor.
Check the preview and save
Preview expands Preview — next 14 days: the actual dates and hours computed from the template. You finish with Save template and the confirmation Schedule template saved.
Hand the same schedule to the team
Apply template to team copies the current layout onto the people you pick. Copy schedule from practitioner works the other way round — it pulls somebody else's layout onto yours. In both cases Overwrite existing templates decides what happens to people who already have something; without it they are skipped and Heltio tells you how many.
Add exceptions for specific dates
The Schedule exceptions screen handles four kinds: Extra hours, Reduced hours, Closed (off-day) and Room change. Apart from the off-day, each one needs time blocks painted, and a room change needs the target room named.
Record a one-off deviation here, not by reworking the template. The template describes the rule and has to stay readable.
Decide how much the practitioner may do alone
The Scheduling Policy page sets the Default schedule autonomy for the whole practice: None — admin controls all, Request only — practitioner may submit requests, Self-edit — practitioner may edit their own schedule, Self-edit + auto-approve — edits and requests auto-approve. For an individual it can be overridden on their own record.
The same page has Max consecutive hours and Minimum break (minutes) — once exceeded, Heltio warns, it does not block. A value of 0 disables the check.
When something goes wrong
Two regular work blocks overlap on the same day. Please adjust the times so they do not overlap.
What this means: The blocks you painted run into each other — usually after dragging one a few minutes too far.
You do not have permission to edit this schedule. Please contact your clinic administrator.
What this means: Autonomy is set to **None** or to **Request only**.
Another change to this schedule was saved at the same time. Please reload and try again.
What this means: Two people were editing the same schedule in parallel.
You cannot add or modify a schedule exception for a past date. An administrator can override this for retroactive corrections.
What this means: The date of the exception has already passed.
Too many practitioners selected. Please apply to up to 200 at a time.
What this means: The bulk copy covers more than 200 people.
The work schedule feature is not enabled for this clinic.
What this means: The practice does not have the work schedule enabled.
Who has access
Clinic Admin PractitionerThe administrator and the owner edit everyone's schedule and the Scheduling Policy. A practitioner reaches into their own schedule exactly as far as the configured autonomy allows — from nothing at all to self-editing with immediate effect. Reception does not change the schedule, though it sees the effects while booking.
Related
- Time off and absences — absences longer than a single exception.
- Public holidays — closures shared by the whole practice.
- Adding an appointment — where the effect of the schedule shows up while booking.
Related features
Calendar — week grid and list view
The main working screen of the practice: a full 24-hour grid across the week, a switch to the appointment list, filters, drag-and-drop rescheduling and time blocking.
Time off and absences
Leave requests, sick leave and other absences — together with what Heltio does about the appointments that fall in the middle of an approved absence.
Public holidays
Thirteen Polish public holidays are already in Heltio, and the practice is closed on each of them by default. This is where you decide which ones you nevertheless work through.
Adding an appointment
How to book a patient: click an empty spot on the calendar, or use the New Appointment button. What the warnings about a busy slot and about working hours mean.