When You’ll Use This Article
Use this article when you need to:
Confirm why a therapist is (or is not) appearing on the scheduling page
Adjust availability so scheduling can be completed
Understand how availability impacts daily schedules, printed schedules, and task assignment
Troubleshoot visibility issues for therapists
Overview
Therapist availability controls which clinicians appear as options when scheduling patients. A therapist will only appear on a given date if:
They have open availability set for that day
They belong to a discipline required for the patient’s plan of care
Their license is active (not expired in Enterprise settings)
DOR & Regionals can proactively monitor this using the License Expiration Report located in the Labor Tab under Department Metrics
Availability ensures that only eligible therapists can be assigned daily tasks and prevents scheduling conflicts.
Step-by-Step Instructions
Step 1 — Access “My Availability”
Therapists can update their availability directly:
Log into RESTORE-Insights
Select My Availability from the main navigation
View your calendar with available and blocked dates
Step 2 — Set Available Hours
To make yourself available for scheduling:
Click 'Edit My Availability'
You will be presented the week view. Use the arrows next to the month to navigate a week forward and back.
Enter your 'Hours Available' for the day
Enter start time for the day
Once saved, these hours will display on the Daily Therapist Scheduling screen for that date.
NOTE: For days of the week you do not work, check the box next to 'Block this day'.
Blocked dates mean:
The therapist will NOT appear in the scheduler for that day
No tasks can be assigned to them
Their card will not display in the scheduling layout
Key Rules & Behaviors
A therapist will not appear on the Scheduler unless availability exists for that date.
Expired licenses remove therapists from scheduling.
Regionals must update licenses via Enterprise Settings.Availability is discipline-specific.
PTs appear only for PT tasks, OT only for OT tasks, etc.Updates apply instantly.
Once availability is added or modified, refresh the Scheduler to see changes.Availability affects multiple areas:
Daily Therapist Scheduling
My Dashboard → Today’s Patients
Printed therapist schedules
Auto-assign and drag-and-drop workflows in Scheduling
Common Questions
Why isn’t a therapist appearing in the Scheduler?
Why isn’t a therapist appearing in the Scheduler?
Check the following:
No availability set for that day
Therapist blocked themselves
Therapist license expired in Enterprise Settings
Incorrect discipline selected in task creation
Trying to schedule a past date (therapy tasks cannot be scheduled in the past)
Do therapists need availability for evaluations?
Do therapists need availability for evaluations?
Yes. Evaluations can only be scheduled for therapists with open availability that day.
Why do some therapists show only for certain patients
Why do some therapists show only for certain patients
Therapists appear based on:
Discipline
Availability
License status
Facility-level permissions
Troubleshooting
If a therapist is missing entirely:
If a therapist is missing entirely:
Confirm availability first
If availability looks correct, verify license status
If both are correct → message our support staff VIA the purple chat button by clicking 'Submit a Ticket'
If a therapist appears but cannot be assigned:
If a therapist appears but cannot be assigned:
Their availability window may not match the task time
Try adjusting the task duration or therapist’s available hours
If you need any further support, please contact your Customer Success representative. We’re always here to help!