Room & Provider Configuration

The Configuration Panel allows Admins to set up and manage rooms and providers for your organization. This guide covers everything you need to know about configuring your practice.

Note: Only users with the Admin or Super Admin role can access the Configuration Panel.

Accessing the Config Panel

1. Click the ⚙️ Config button in the top navigation
2. You'll see two tabs: Rooms and Providers

If you don't see the Config button, you don't have admin permissions. Contact your organization administrator.

Managing Rooms

What are Rooms?

Rooms represent physical treatment spaces in your practice. Each room should correspond to an actual treatment room where you track patient time.

Adding a New Room

1. Go to Config → Rooms tab
2. Click the + Add Room button
3. Enter the room details:
   • Room Name (required) - e.g., "Room 1", "Treatment A", "Acupuncture 1"
   • Description (optional) - Additional details about the room
4. Click Save

The new room will immediately appear in the timer creation dropdown!

Editing a Room

1. Find the room in the Rooms list
2. Click the Edit button (pencil icon)
3. Update the room information
4. Click Save

Note: Editing a room name will update it everywhere, including on any active timers.

Deleting a Room

1. Find the room in the Rooms list
2. Click the Delete button (trash icon)
3. Confirm the deletion

⚠️ Warning: You cannot delete a room that has active timers. Clear all timers for that room first.

Room Best Practices

• ✅ Use clear, consistent naming (e.g., "Room 1", "Room 2" vs random names)
• ✅ Keep room names short (they appear in dropdown menus)
• ✅ Use numbers or letters for easy identification
• ✅ Include room type if you have different types (e.g., "Acupuncture 1", "Massage 1")
• ❌ Don't create duplicate rooms
• ❌ Don't use special characters that might cause display issues

Managing Providers

What are Providers?

Providers are practitioners who perform treatments. When creating a timer, you can assign it to a specific provider to track who's with which patient.

Adding a New Provider

1. Go to Config → Providers tab
2. Click the + Add Provider button
3. Enter the provider details:
   • Provider Name (required) - e.g., "Dr. Smith", "Jane Doe, LAc"
   • Title/Credentials (optional) - e.g., "Licensed Acupuncturist"
   • Specialization (optional) - e.g., "Sports Medicine"
4. Click Save

The new provider will immediately appear in the timer creation dropdown!

Editing a Provider

1. Find the provider in the Providers list
2. Click the Edit button (pencil icon)
3. Update the provider information
4. Click Save

Marking Users as Providers

In addition to creating providers in the Config panel, you can mark existing users as providers:

1. Go to User Management (if you're an Admin)
2. Find the user you want to mark as a provider
3. Toggle the "Is Provider" switch
4. The user's name will now appear in the provider dropdown

Benefit: When a user is marked as a provider, their account information stays in sync automatically!

Deleting a Provider

1. Find the provider in the Providers list
2. Click the Delete button (trash icon)
3. Confirm the deletion

⚠️ Warning: Deleting a provider doesn't affect existing timers, but the provider won't be available for new timers.

Provider Best Practices

• ✅ Use full names or professional titles (e.g., "Dr. Jane Smith")
• ✅ Include credentials if helpful (e.g., "John Doe, LAc")
• ✅ Keep the provider list current (remove inactive providers)
• ✅ Mark users as providers instead of creating duplicates
• ❌ Don't create providers for non-treatment staff
• ❌ Don't use nicknames or abbreviations that might confuse staff

Configuration Tips

Initial Setup

When first setting up RoomTimers:

1. Map Your Space - List all physical treatment rooms
2. Add Rooms First - Create all room entries
3. Add Providers - Add all current practitioners
4. Test Timers - Create a test timer to ensure everything works
5. Train Staff - Show everyone how to use the system

Ongoing Maintenance

• 📅 Monthly Review - Check for inactive rooms/providers
• 👥 New Staff - Add new providers as practitioners join
• 🏢 Space Changes - Update rooms if your practice layout changes
• 🧹 Cleanup - Remove inactive providers to keep dropdowns clean

Common Scenarios

Scenario: Expanding Practice

Problem: Adding a new treatment room.

Solution:

1. Go to Config → Rooms
2. Click + Add Room
3. Enter room name and description
4. Save and start using immediately

Scenario: Provider Name Change

Problem: Provider got married and changed last name.

Solution:

1. Go to Config → Providers
2. Find the provider and click Edit
3. Update name
4. Save changes

Scenario: Temporary Room Closure

Problem: Room 3 is being renovated for 2 weeks.

Solution:

• Option 1: Edit room name to "Room 3 (Closed)"
• Option 2: Leave it as-is and staff simply won't use it
• Option 3: Delete it temporarily and re-add when ready

Scenario: Multiple Locations

Problem: Practice has two locations.

Solution: Use location prefixes in room names:

• "Location A - Room 1"
• "Location A - Room 2"
• "Location B - Room 1"
• "Location B - Room 2"

Configuration Data & Sync

• ✅ Changes sync instantly across all devices
• ✅ Room/provider changes update active timer displays
• ✅ Deleted rooms/providers are removed from dropdowns immediately
• ✅ Configuration is organization-specific (each org has its own rooms/providers)

Troubleshooting

Can't Access Config Panel?

Reason: You don't have admin permissions.

Solution: Contact your organization administrator to request admin access.

Room/Provider Not Appearing in Dropdown?

1. Refresh the page
2. Verify you saved the room/provider
3. Check you're in the correct organization (if you have access to multiple)

Can't Delete a Room?

Reason: Room has active timers.

Solution: Clear all timers for that room first, then delete.

Need Help?

For additional configuration assistance, contact support at roomtimers.com/contact-us