---
title: Dynamic Inventory Vaccine Scheduling
description: set vaccine inventory for COVID and flu vaccines, update inventory to control amount of bookings
---

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# Dynamic Inventory Vaccine Scheduling

## Learn how to automatically manage vaccine bookings and waitlists for flu and COVID-19 vaccines based on your pharmacy's on-hand inventory! No more overbooking your schedule or manually calling patients when doses arrive.

**Available only on MedEssist Professional plan.**

<iframe src="https://scribehow.com/embed/Dynamic_Inventory-Based_Vaccine_Bookings__5HGv-UZUTJOpBloVupuNew?as=video" width="100%" height="800" allow="fullscreen" style="position: absolute; top: 0px; left: 0px; width: 100%; height: 100%; border: none;"></iframe>

### Turning on Dynamic Booking

1\. Navigate to [https://app.medessist.com/home](https://app.medessist.com/home)

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-06-10/4e1ef6a2-044a-4e0c-a9bb-65936cd9645b/ascreenshot.jpeg?tl_px=115,0&br_px=2764,1478&force_format=jpeg&q=100&width=1120.0)

2\. Click the 'Gear' icon, then click **"Settings"**

![](https://colony-recorder.s3.amazonaws.com/files/2025-06-16/4499483c-83b1-49ea-b342-fb7486cb9a91/stack_animation.webp)

3\. Click **"Vaccines & Tests"**

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-06-10/c6db8fc6-db77-46c6-8cc1-f5e0b6ec2165/ascreenshot.jpeg?tl_px=107,0&br_px=2755,1478&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=176,217)

4\. Toggle on **"Dynamic Inventory-Based Booking"**

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-06-10/f8308536-9696-4f4a-ae47-cb5bb4a5e5d4/ascreenshot.jpeg?tl_px=108,0&br_px=2756,1478&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=995,152)

5\. Click **"Open"** to view and edit inventory

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-06-10/89479b09-9b0e-470c-a677-6815815ff487/ascreenshot.jpeg?tl_px=120,0&br_px=2768,1478&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=957,187)

6\. Adjust inventory to match your pharmacy stock

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-06-10/4c57a3c3-852f-4ed3-beed-b4864b2eaedf/ascreenshot.jpeg?tl_px=111,0&br_px=2759,1478&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=366,209)

7\. Reserve doses to keep on hand for walk-ins

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-06-10/6459e0a8-4211-4111-9e34-cbf8071db361/ascreenshot.jpeg?tl_px=111,0&br_px=2759,1478&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=467,216)

8\. Click **"Save"** when finished

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-06-10/baf72f16-84de-44e2-8f5f-1359f49ea4cf/ascreenshot.jpeg?tl_px=112,0&br_px=2760,1478&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=662,419)

Tip: Now, when patients register for a vaccine, MedEssist will check your inventory and either allow patients to book a time immediately (if stock available) or place them on a waitlist.

9\. If you already have an existing waitlist, you can click **"Save & Send Links"** to automatically send out booking links now (see details below).

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-06-11/f9b27426-5005-49ae-8d67-cfd141903e9a/ascreenshot.jpeg?tl_px=104,0&br_px=2752,1478&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=783,420)

### Sending Booking Links

10\. Once you are ready to send booking links, navigate to **"Lists"** and select **"Vaccines List"** from the drop-down menu

11\. Click **"Select"**  
Then select **"Select Based on Inventory"** from the drop-down menu

![](https://colony-recorder.s3.amazonaws.com/files/2025-10-01/36d7945e-8ae1-4c2a-afb7-3113462a7908/stack_animation.webp)

12\. MedEssist will show you the selected patients based on your inventory. Press "X" to close

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-06-11/21f6c184-2ebe-4161-82bc-f4eafcfccd82/ascreenshot.jpeg?tl_px=81,0&br_px=2729,1478&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=732,183)

Tip: **Tip!** Our smart intake forms detect if a patient is over 65 (based on their date of birth) and will automatically ask for flu vaccine preference (regular or high dose)

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-01/7628400b-f036-4f21-8e55-57c944701054/screenshot.webp?tl_px=0,0&br_px=2418,1194&force_format=jpeg&q=100&width=1120.0)

13\. Click **"Actions"**  
Then select **"Send Booking Links"** from the drop-down menu

![](https://colony-recorder.s3.amazonaws.com/files/2025-10-01/6ea01257-85a7-4d18-a384-d37da6af6679/stack_animation.webp)

14\. Enter a booking start date in the "MM/DD/YYYY" field (optional) and press **"Continue"** to send booking links

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-06-11/b7019cde-d69f-4909-9e82-23cd52c45cfe/ascreenshot.jpeg?tl_px=139,0&br_px=2787,1478&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=677,417)

15\. Patients that registered with a landline or did not consent to text or email notification will be added to the **"Call list"**. Click the 'phone' icon from your main dashboard to access

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-06-11/44303dfe-493b-4632-b4e2-b6eca0f75bed/ascreenshot.jpeg?tl_px=0,0&br_px=2880,1478&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=567,37)

16\. View the "**Call List**" here to manually call and book these patients

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-06-11/779a9475-1dbb-4e1d-b16f-4cffdf2bdc3a/user_cropped_screenshot.webp?tl_px=115,0&br_px=2764,1478&force_format=jpeg&q=100&width=1120.0)

### Alternatively: Update Inventory & Send Booking Links From Within Your Waitlist

17\. From the 'Schedule' tab, click **"Lists"**   
Then click **"Vaccines List"** from the drop-down menu

![](https://colony-recorder.s3.amazonaws.com/files/2025-10-01/0f0e9898-03e9-4aa1-a493-2ae257d933fa/stack_animation.webp)

18\. Click **"Remaining doses"** in the top-right corner

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-06-11/55cc4460-c00f-4ff5-9b27-71daa9052860/ascreenshot.jpeg?tl_px=116,0&br_px=2764,1478&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=886,110)

19\. Edit inventory

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-06-11/651d436b-bc2a-4707-9351-d01c99e2947d/ascreenshot.jpeg?tl_px=96,0&br_px=2744,1478&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=470,211)

20\. Click **"Save & Send Links"**

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-01/9459fd37-d6c5-41ce-99c3-128ef82b9820/File.jpeg?tl_px=104,0&br_px=2752,1478&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=783,420)

21\. If you have patients currently on the waitlist, MedEssist will automatically select patients from the top and send booking links based on the inventory you entered

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-06-11/2592b045-3cfd-4352-b6a1-db1618260ca9/ascreenshot.jpeg?tl_px=101,0&br_px=2749,1478&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=944,459)

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