Where Concierge Availability Comes From

Concierge offers only times that are genuinely free in your diary. Each offered time is the overlap of a clinician's rota, the appointment type's duration, existing bookings, and the limits you set for Concierge.

Before you start

You will need access to Settings → Concierge, Settings → Appointment types and Settings → Rotas & closures.

Steps

1. Under Settings → Rotas & closures, give each clinician a working pattern and record closures. A clinician with no rota is never offered by Concierge.
2. Under Settings → Appointment types, check each type's duration and who can take it. Tick Concierge may book this type on the types Concierge should offer.
3. Under Settings → Concierge, set Opening hours (when Concierge may offer appointments). Times outside these hours are never offered, even if the rota is open.
4. Tick the Clinicians Concierge may book. None ticked means Concierge cannot book at all.
5. Set Booking window (days ahead). Concierge tells callers that dates must be within this many days.
6. Set Minimum notice (hours) so Concierge does not offer a time too soon for the team to prepare.
7. Set Slot interval (minutes) to 5, 10, 15, 20 or 30. This is the grid Concierge offers times on.
8. Click Save Concierge settings.

What happens next

• When a caller asks for a time, Concierge searches within the window, respects the minimum notice, removes anything already booked, and offers two or three times that fit.
• If the caller asks for a named clinician, Concierge searches that clinician only. If the name does not match a bookable clinician, it names the clinicians it can book and asks whether one would do.
• If the caller asks for mornings or afternoons, the search is narrowed to that part of the day.
• If nothing is free, Concierge says so and offers alternatives or a callback. It never invents or adjusts a time.

Common problems

• Concierge finds nothing when the diary looks free — check the clinician has a rota, is ticked under Clinicians Concierge may book, and can take that appointment type. Then check the opening hours and minimum notice.
• Concierge offers times on odd minutes — change Slot interval (minutes).
• Callers cannot book far enough ahead — increase Booking window (days ahead).
• Concierge offered a time and it was gone — someone booked it in between. Concierge tells the caller it was not booked and searches again.
• Nothing changes after editing — make sure you clicked Save Concierge settings and saw Saved.