Holidays Management

Overview

The Holidays Management module is a comprehensive scheduling tool designed to handle clinic and doctor availability effectively. It allows authorised users to schedule non-working days, ensuring that appointments cannot be booked during these periods. This feature is critical for maintaining an accurate appointment calendar and preventing scheduling conflicts.

1. Accessing the Module

To access the Holidays Management settings:

1. Log in to the KiviCare Dashboard.
2. Navigate to the Settings section in the main sidebar.
3. Select the Holidays option.

2. Managing the Holiday List

The main interface provides a centralized view of all scheduled holidays, offering powerful tools for filtering and management.
Description: A full-width screenshot of the Holiday List page. The image should highlight the filter bar (Schedule Type, Module Select, Search) at the top, the main data table with columns (ID, Schedule of, Name, Dates, Actions), and the “Add Holiday” button in the top-right corner.

Interface Components

• Advanced Filters:
  • Schedule Type: Toggle the list to view holidays for either a Clinic or a specific Doctor.
  • Entity Selection: dynamic dropdown to select a specific Clinic or Doctor based on the chosen Schedule Type.
  • Search: a global search bar to quickly locate holidays by name, date, or entity type.
• Data Columns:
  • ID: System-assigned unique identifier.
  • Schedule Of: Specifies usage scope (Clinic vs. Doctor).
  • Name: The display name of the Clinic or Doctor.
  • From Date / To Date: The effective date range of the holiday.
  • Actions:
    • Edit: Modify an existing holiday schedule.
    • Delete: Permanently remove a holiday schedule.
• Data Export:
  • Use the export tools in the top-right corner to download the holiday list in CSV, Excel, or PDF formats for offline records.

3. Creating a New Holiday Schedule

To add a new non-working period to the calendar, follow these steps:

1. Click the Add Holiday button located in the top-right corner of the dashboard.
2. You will be directed to the schedule configuration form.

Description: A focused screenshot of the “Add Holiday” form. Highlights should include the “Holiday of” dropdown selection, the “Clinic/Doctor” selection field, and the “Schedule Date” range picker.

Configuration Fields

1. Holiday Of (Required):
   • Select Clinic to apply the holiday to an entire clinic (all doctors in that clinic).
   • Select Doctor to apply the holiday to a specific doctor only.
   • Note: doctors will have this field restricted to their own profile.
2. Select Entity (Required):
   • Choose the specific Clinic or Doctor name from the searchable dropdown list.
3. Schedule Date (Required):
   • Click the field to open the calendar picker.
   • Select the Start Date and End Date for the holiday. For a single day, double-click the same date or select it as both start and end.
4. Finalize:
   • Click Save to confirm and activate the holiday.

4. Permissions & Access Control

Access to the Holidays Management module is governed by user roles to ensure data integrity.

5. System Behaviors & Warnings

[!IMPORTANT]
Automatic Appointment Cancellation
When a new holiday is created or an existing one is modified, the system will check for conflicting appointments. Any existing appointments scheduled during the new holiday period will be automatically cancelled. A system warning will be displayed requiring confirmation before this action is executed.