In-person weeks

Some weeks you are in the office. The rest, patients book virtual.

Plenty of practices are only physically in clinic during certain calendar weeks — the first week of one month, the second week of the next — and see everyone virtually the rest of the time. In-Person Weeks is where you write that pattern down once, and let patients book against it.

Pick the weeks you are in the office. During those weeks patients can book in-person visits; every other week they can only book virtual ones. That is the whole idea.

1. Your working hours do not change. This does not open, close, shorten, or move a single hour. Your weekly schedule, templates, and time off all stay exactly as they are. The only thing that changes is which kind of visit a patient is offered on a given date.
2. It is one setting for one physician, not one per visit type. You choose the weeks once and Apply to all visit types writes the same plan across every visit type that physician has — in-person types get "only these weeks", virtual types get the opposite. You never edit visit types one by one.
3. It only affects what patients can book. Your front desk still sees and books everything from the calendar, on any date. See Booking from the calendar.
4. Nothing already on the books is touched. Setting or changing a plan never moves, cancels, or flags an existing appointment. It changes what can be booked from now on.

Open it at Settings → Scheduling → Visit Config. The In-Person Weeks card sits at the top of the page, above the visit types themselves. Like everything in Visit Config, it belongs to one physician — pick the right physician first, and set a plan for each provider who needs one.

Pick a day, get the week

With no plan set, the card reads No in-person weeks are set. Patients can book any visit type whenever you are working. Building the list is one date box and one button, repeated.

1. Pick any day in the week you will be in the office. The date box beside the Add week button is labelled Pick any day in the week to add. Any weekday will do — the Wednesday is as good as the Monday.
2. Click Add week. The whole Monday-to-Friday week around that day is added as one row, reading something like Mon, Nov 30 – Fri, Dec 4, 2026. Pick a Saturday or Sunday and it snaps forward to the following week, so "add a week" always gives you a workweek. Rows sort themselves into date order however you enter them.
3. Adjust the dates if the week is not a clean Monday–Friday. Every row carries two date boxes, First day and Last day. Change either one and the row becomes whatever range you need — a Wednesday-to-Tuesday stretch, a single day, a fortnight. The Monday–Friday snap is just a fast start, not a rule.
4. Remove a row with the bin icon at the right of the row.
5. Repeat for the whole year if you like. Most providers enter every on-site week they already know about in one sitting. The list holds up to 60 entries; past it, the card says In-person weeks are limited to 60 entries.

Two things happen quietly as the list grows:

One choice, then apply it to every visit type

Under the list sits the only other decision on the card, headed During these weeks:

Pick Only in-person visits when the point of flying in is to see people face to face and you do not want the on-site week filling with video calls. Pick In-person and virtual visits when the office week is simply an extra option on top of your usual virtual practice.

1. Press Apply to all visit types. One press writes the plan across every visit type belonging to that physician — in-person ones become bookable only inside the weeks you listed, virtual ones follow the choice above. Inactive visit types are included too, so nothing comes back unrestricted if you switch it on again later.
2. Read the green line that follows. It says exactly what patients can now do — Saved. Patients can book in-person visits only during these weeks, and virtual visits only outside them., or, with the second choice, Saved. Patients can book in-person visits only during these weeks; virtual visits stay open every week.
3. Check the visit types underneath. Each visit type card on the same page now carries a small summary of where it stands: Only during in-person weeks (7) on the in-person ones, Paused during in-person weeks (7) on the virtual ones when you chose in-person only. Expand a visit type and the same thing reads Weeks: … among its details. The number is how many date ranges are stored after merging.
4. Changing the plan later is the same press. Edit rows or flip the choice, then Apply to all visit types again. The button stays greyed out until something actually changes, so a stray click cannot re-save the same plan.

To take the whole thing off, use Remove all in-person weeks at the top right of the card — it only appears once a plan is saved. It asks first (Remove all in-person weeks? Patients will be able to book any visit type whenever you are working.), and confirming returns every visit type to being bookable whenever you are working. Deleting the last row from the list is not the same thing: the card refuses to apply an empty list, precisely so an accidental deletion can never quietly wipe the plan.

Times that do not fit the plan are simply not offered

Patients are never shown a rule, a message, or a greyed-out option. They see the times they can have, and that is all. A patient looking at an in-person visit in a week you are not in the office finds no times that week; a patient looking at a virtual visit during an in-person-only week finds none either.

1. Everywhere a patient books, the plan applies. The patient portal, the booking widget on your practice website, the one-click booking links in reminders and follow-up requests, the pre-registration flow for new patients, and the AI phone and text agents all draw from the same availability. There is nothing separate to switch on for any of them.
2. The waitlist follows it too. A slot that opens up in a week the patient's visit type cannot be booked is not offered to them, and does not count as their earliest available appointment.
3. A stale page cannot slip through. If a patient left a booking page open and submits a time that no longer fits the plan, the booking is refused with the ordinary This time slot is no longer available. Please select a different time. They pick again from the current list.

Your front desk can still book anything — with a note

This is a patient-booking rule, not a lock. Staff working the calendar keep seeing every slot on every date and can book any visit type on any of them. Nothing disappears from the calendar and nothing is refused.

What staff get instead is a check at the point of saving. Book an in-person visit in a week that is not one of your in-person weeks (or a virtual visit inside an in-person-only week) and the Confirm Scheduling Override dialog opens before the appointment is created:

1. The header repeats the booking — patient, physician, date, time, and duration — so there is no doubt what is about to be saved.
2. Under Override warnings, one line names the reason. For example: Office Visit isn't offered to patients on 2026-06-15 (in-person/virtual week settings). Confirm to override. If the booking trips other checks as well — short notice, a double-book — those sit in the same list.
3. Add a reason if it is worth recording. The Reason box is optional and free text.
4. Confirm Override books it. Go Back returns to the form with nothing saved.

The things people ask on day one

1. "The far-off weeks are not showing any times." That is the booking horizon, not the plan. Each visit type has a limit on how far ahead patients may book, and a week beyond that limit simply is not open yet — it opens on its own as it comes into range. When your list runs past that limit the card tells you plainly: Patients can book up to 90 days ahead, so later weeks become bookable as they get closer. No action needed. There is nothing to fix.
2. "Do my existing appointments move?" No. Nothing on the calendar is moved, cancelled, or flagged, whether you set a plan, change it, or remove it. If someone has an in-person visit booked in a week you have just taken off the list, it stays booked — reschedule it yourself if that is what you want.
3. "Does a week have to be Monday to Friday?" No. Add week starts you with Monday–Friday because that is what most people want, but each row's First day and Last day can be any two dates — a single day, a long weekend, a fortnight, a whole month. Both dates are included in the range.
4. "I added a visit type after setting the plan. Is it a hole?" No. A visit type created while a plan is in place picks the plan up automatically, on the right side of it for its kind — provided you did not set its week behaviour by hand on the way in. Worth a glance at the new card's summary line all the same.
5. "Nothing changed for patients after I applied." Check the visit types themselves. A visit type that is not open to patient booking at all — staff-only — is unaffected by a plan, because patients could not book it in the first place. The card warns before you apply if there are no patient-bookable in-person types (…these weeks will not add anything patients can book.) or no patient-bookable virtual ones (…patients will have nothing to book outside these weeks.).
6. "Can two physicians have different weeks?" Yes, and that is the normal case. The plan lives on one physician's visit types. Switch physician at the top of Visit Config and set the next one; there is no practice-wide version of this setting.
7. "How many weeks can I enter?" Up to 60 date ranges after merging — comfortably more than a year of alternating on-site weeks. Overlapping and back-to-back rows are combined when you apply, so the stored count can be lower than the number of rows you typed.