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Add providers and working hours

A provider is the person an appointment is booked with. Ohanvi works out free times per provider, so you need at least 1 before any time can be offered. At the end you will have providers linked to their services and working hours that limit when bookings can happen.

Before you start

  • You can see Appts in the left rail. If not, ask your admin to give your role Appointments access.
  • You have added your services. See Add bookable services.
  • You know the Ohanvi username of each person who will take bookings.

Steps

Add a provider

  1. Open Appts in the left rail, then select Providers. The Providers page opens.
  2. Click Add provider. The Add provider dialog opens.
  3. In Name, type the name customers see when picking a provider, for example Dr Mehta.
  4. In Username, type the Ohanvi login this provider maps to. The help under the box reads The login this provider maps to.
  5. Under Services performed, click the services this person performs. The line under the heading reads None selected means every service. If the list says No services set up yet., add your services first.
  6. Leave Taking bookings on. The help reads Turn off to keep the record but stop offering their times.
  7. Click Add provider. The message Saved appears and the provider is listed with their username and services, or all services.

Note

You cannot change Username after you add the provider. It links their bookings to that person's calendar. To use a different login, add a new provider and turn Taking bookings off on the old one.

Edit a provider or stop their bookings

  1. On the Providers page, click the pencil icon (Edit) on the provider. The Edit provider dialog opens.
  2. Change Name or Services performed.
  3. To stop offering their times but keep the record, turn Taking bookings off. The provider shows an Inactive badge.
  4. Click Save provider.

Set working hours

Working hours apply to the whole business. They come from your WhatsApp settings, not from each provider.

  1. Click your initials in the bottom-left corner, then click Settings.
  2. Select WhatsApp, then Live Chat Settings. You can also open WhatsApp → Manage → Live Chat Settings.
  3. Scroll to Working Hours.
  4. In Timezone, choose your business timezone, for example Asia/Kolkata.
  5. For each day, tick the box to open that day, then click the start and end times to change them. An unticked day shows Closed.
  6. Click Save.

Ohanvi offers only times inside these hours. The same hours also decide which WhatsApp auto-reply customers get, Welcome or Off Hours.

Video walkthrough

[VIDEO]

Troubleshooting

Issue Cause Fix
No providers yet — Until one exists, no appointment slots can be offered. No provider has been added. Click Add provider.
Required under Name or Username The field is empty. Fill in both fields.
Could not save the provider The server refused the save. Check the username and try again. If it keeps failing, ask your admin.
A service offers no times No active provider performs it, or the day is Closed or has no hours saved in Working Hours. Add the service to a provider's Services performed, or open more days.
Times are offered at night Working Hours has night hours open for that day. Set the open hours for each day and click Save.