Scheduling: Using Unassigned Appointments

In this article, you'll learn: 

What is the Unassigned column?

Schedule an unassigned client appointment from the Scheduler tab

Assign an unassigned appointment to a staff member

Schedule an unassigned client appointment from the Overview tab

Schedule an unassigned client appointment in Timeline view

Schedule a staff member with an unassigned client

The Hi Rasmus scheduler supports unassigned appointments — sessions created without a staff member assigned, or for a user without a client assigned. This is useful for holding a session on the schedule while you determine coverage, or visualizing staff availability to cover sessions. Unassigned sessions appear in a dedicated Unassigned column (when in the correct view) and can be dragged into place once a staff member is identified.

What is the Unassigned column?

The Unassigned column in Hi Rasmus Scheduling lets you add a session to the schedule before you've assigned a client or staff to it. Unassigned appointments appear in a dedicated Unassigned column alongside your scheduled sessions and remain there until you're ready to finalize the assignment.

🎥Watch: Schedule an unassigned client appointment from the [Scheduler For] tab

Use this method when you have an individual client and want to add a session without assigning a staff member yet.

Steps to schedule an unassigned client appointment from the [Schedule For] tab

1. Navigate to the [Schedule For] tab within Scheduling.
2. Scroll down and select the learner you want to schedule for.
3. Locate the [Unassigned] column at the far right of the screen, after all linked user columns.
4. Click into the [Unassigned] column on the date you want to schedule.
5. Fill in your session details in the session form.
6. Click [Save].

Steps to assign an unassigned appointment to a staff member

Once you're ready to assign a session that's sitting in the Unassigned column, you have two options.

Option 1: Click to assign

1. Click on the unassigned session.
2. Select a staff member from the [User] dropdown.
3. Click [Save].

Option 2: Drag to assign

1. Click and hold the unassigned session.
2. Drag it to the correct staff member's column, aligning it with the correct date.
3. Release and click [Save].

The session will move out of the Unassigned column and retain all previously entered session details, now assigned to the selected staff member.

🎥Watch: Schedule an unassigned client appointment from the Overview tab

Use this method when you want to manage unassigned sessions across multiple clients, or all clients within specific filters.

Steps to schedule an unassigned client appointment from the Overview tab

1. Navigate to the [Overview] tab in Scheduling.
2. Click [Add Filter] and choose a relevant filter
3. Switch views using [Group by] in the menu bar. Toggle on "Show Unassigned", this is required for the Unassigned column to appear — unassigned sessions do not display automatically (unless in a saved view).
4. Click into the [Unassigned] column on the date you want to schedule.
5. Fill in session details, leaving the [User] field blank.
6. Click [Save].

Steps to assign from the Overview tab:

• Drag to assign: Click and hold the session in the Unassigned column and drag it to a staff member's column. Click [Save].
• Click to assign: Click the session and select a staff member from the [User] dropdown. Hi Rasmus will surface recommended matches based on prior scheduling history, as well as all available users.
• Return to unassigned: If you need to undo an assignment, open the session and clear the [User] field. The session will return to the Unassigned column.

🎥Watch: Schedule an unassigned client appointment in Timeline view

Use this method when you're working in the Timeline layout within the Overview tab.

Steps to Schedule an unassigned client appointment in Timeline view

1. Navigate to the [Overview] tab and switch to [Timeline View].
2. Apply a filter.
3. Locate the client you want to schedule and click on their row at the desired time slot.
4. Fill in session details. Leave the [User] field blank.
5. Click [Save].

The session will appear in the Unassigned section of the timeline.

Steps to assign from Timeline view:

• Drag to assign: Click and drag the session down to a staff member's row. Click [Save]. The session will move to that user's row on the timeline.
• To return to unassigned: Open the session, clear the [User] field, and save. The session will return to the Unassigned section.

🎥Watch: Schedule a staff member with an unassigned client

Use this method when you have a staff member whose session time you want to hold, but you haven't determined other details and want to leave client blank.

Steps to Schedule a staff member with an unassigned client

1. Navigate to [Schedule for a User] and select the staff member, or go to the [Overview] tab and filter by business unit to view all clients.
2. Click into the [Unassigned] column (or the staff member's row in Timeline view) on the appropriate date.
3. Fill in the session details. Leave the [Client] field blank.
4. Click [Save].

The session will appear on the schedule, unassigned to a client, until you're ready to finalize it.

Optional — Change the session type:

If the session turns out to be a training, overlap, or other non-client activity, you can update it before finalizing:

1. Click on the session.
2. Change the [Activity Type] to the appropriate type (e.g., Training).
3. Click [Save].