Guide to Locations
For those users that have practices in multiple locations, you can add these locations and manage them from within WriteUpp, so that you, your colleagues and your clients can book appointments in the right place.
To set up Locations:
Open the Main Menu and go to Settings -> Organisation.
In the Your Organisation section, you should see a tickbox for 'Enable Multiple Locations', which should be unticked by default. Tick it and you will see a section called 'Locations' appear below.
One location will already be set up for you based on the details entered under the 'Your Organisation' section. This will be set as the Default location initially, but you can change this once you have more locations set up.
To add a new Location, click on the Add Location button and you will be taken to the Create New Location page:
Enter the location name, and address details for the location. You can use the address lookup to find the address or you can manually enter it into the relevant fields. If you'd like to make the new location the default location, tick the 'Is this the default location?' checkbox.
Once you are done, click Save. You'll be taken back to the Organisation page and see your new location listed.
Repeat steps 4-6 to add all of your locations
To allow appointment types to be offered at particular locations when searching for availability, you need to define which locations are linked with each of your appointment types. The appointment availability search in Online Booking and from Create -> Appointment will use this information to display a list of results. This also allows you to specify what types of appointment can take place in what location, as this may differ.
To manage the locations linked to an Appointment Type:
Open the Main Menu and choose Settings -> Scheduling -> Appointment types.
Select the appointment type you want to modify by clicking on 'Edit' at the end of the row.
Click on the 'Edit' link next to 'Available in .. locations', which indicates how many locations are currently selected. Clicking 'Edit' will display a list of your locations:
To remove a location, untick the box, and to add a location, tick it.
Once you have set the locations for the appointment type, click on Save to save the changes.
If you have multiple locations set up, you must set up a Timetable for each user that specifies exactly what location they are working in and when. If multiple locations are enabled, then without a timetable, the appointment search in Online Booking and from Create -> Appointment will NOT work.
To do this:
Open the Main Menu and select Timetable
In the Timetable, the grey sections indicate your non-working hours, as determined under My Settings. The white sections indicate available time that you can specify your locations for. You can navigate backwards and forwards using the navigation buttons and the mini-calendar.
To add locations, click on the white section of any day and the 'New Timetable Entry' window will slide in from the left.
Select a location from the drop-down list and specify the time that you will be at that location (using the 'From' and 'To' fields).
If you are going to be in the same location over multiple days (e.g. every Monday), you can select either Daily, Weekly or Monthly from the 'Recurrence' drop-down list. Then enter a date this will occur until in the 'Repeat until' field.
Once you are done, click Save.
The location will appear as a coloured block in the Timetable. You can drag and drop these as you wish, or click on a timetable entry to bring back the slider to make changes. You can also delete the entry from this window.
Repeat the process until you have timetabled all of your availability. You can also do this for other users in your practice. Simply select their name from the dropdown menu in the top-left hand side and this will open up their Timetable.
Setting up Locations
To set up Locations:
Open the Main Menu and go to Settings -> Organisation.
In the Your Organisation section, you should see a tickbox for 'Enable Multiple Locations', which should be unticked by default. Tick it and you will see a section called 'Locations' appear below.
One location will already be set up for you based on the details entered under the 'Your Organisation' section. This will be set as the Default location initially, but you can change this once you have more locations set up.
To add a new Location, click on the Add Location button and you will be taken to the Create New Location page:
Enter the location name, and address details for the location. You can use the address lookup to find the address or you can manually enter it into the relevant fields. If you'd like to make the new location the default location, tick the 'Is this the default location?' checkbox.
Once you are done, click Save. You'll be taken back to the Organisation page and see your new location listed.
Repeat steps 4-6 to add all of your locations
Adding Locations to Appointment Types
To allow appointment types to be offered at particular locations when searching for availability, you need to define which locations are linked with each of your appointment types. The appointment availability search in Online Booking and from Create -> Appointment will use this information to display a list of results. This also allows you to specify what types of appointment can take place in what location, as this may differ.
To manage the locations linked to an Appointment Type:
Open the Main Menu and choose Settings -> Scheduling -> Appointment types.
Select the appointment type you want to modify by clicking on 'Edit' at the end of the row.
Click on the 'Edit' link next to 'Available in .. locations', which indicates how many locations are currently selected. Clicking 'Edit' will display a list of your locations:
To remove a location, untick the box, and to add a location, tick it.
Once you have set the locations for the appointment type, click on Save to save the changes.
Setting up the Timetable
If you have multiple locations set up, you must set up a Timetable for each user that specifies exactly what location they are working in and when. If multiple locations are enabled, then without a timetable, the appointment search in Online Booking and from Create -> Appointment will NOT work.
To do this:
Open the Main Menu and select Timetable
In the Timetable, the grey sections indicate your non-working hours, as determined under My Settings. The white sections indicate available time that you can specify your locations for. You can navigate backwards and forwards using the navigation buttons and the mini-calendar.
To add locations, click on the white section of any day and the 'New Timetable Entry' window will slide in from the left.
Select a location from the drop-down list and specify the time that you will be at that location (using the 'From' and 'To' fields).
If you are going to be in the same location over multiple days (e.g. every Monday), you can select either Daily, Weekly or Monthly from the 'Recurrence' drop-down list. Then enter a date this will occur until in the 'Repeat until' field.
Once you are done, click Save.
The location will appear as a coloured block in the Timetable. You can drag and drop these as you wish, or click on a timetable entry to bring back the slider to make changes. You can also delete the entry from this window.
Repeat the process until you have timetabled all of your availability. You can also do this for other users in your practice. Simply select their name from the dropdown menu in the top-left hand side and this will open up their Timetable.
Updated on: 11/09/2023
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