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How to create a new Scheduled Event

 

1.  Navigate to a client's Service File

 

2. Choose “Schedule Event” from the top, left corner

 

3. If the Client you are scheduling the event for has a Safety Concern or Important Note a box will pop up to acknowledge this.  

 

You can tick the box to view the clients Safety Concern of Important Notes.  When the box is ticked it will populate a summary of the information. Click Close to continue to Schedule the Service Event for the client.
Choose Schedule Event to continue.
 

4. Fill in details for Event, ensuring the correct Resource worker and client is chosen if there are multiple people attached to the same Service File

  • If required tick Worker required

  • If required tick Participant/s

  • Choose session from list - eg: counselling-funded, intake and assessment, etc

  • Choose event type from list - If this is the client’s first appointment in the service file then select ‘First Service File Appointment’ option. 

  • Choose event duration

  • Choose event location

  • Choose service model - Face-Face, Phone, Video, etc

  • Choose SMS template reminder - depending on mode of service model
 
5. Once the calendar and timing appears, to schedule a single event click in the “Event 1” box:
  • Choose date/time of Event
  • Choose “Create” in the bottom right corner to confirm the event
 

To schedule multiple events, select the Recurrence check box and select: 

  • Recurrence pattern 
  • Start date and time
  • End date or number of occurrences
  • Click the Generate Series button to preview all selected booking dates and times 
  • Click Create to initiate automatic easy booking

    Example: For weekly Tuesday placeholders at 11am select Weekly, then select the day of 
    the week and the Start Time, you can either select end after X amount occurrences or put an 
    end date in

If any of the scheduled event/s date and time selections are not available, a Schedule 
Event pop up screen will open for you to manually update your booking/s. You will only need 
to do this for the service events that show the Easy Book button. 

On clicking the Easy Book button, a pop-up screen will appear with the booking details, 
here you can see the Booking Date, Booking Time, Booking Duration and the Resources. 
 

To manually update your booking you can click onto and slide your purple session along the 
resource’s schedule to find an available timeslot. This is coloured green and marked as free. 

Resource Colour Meaning:
  • GREEN - Available 
  • RED - No Available. A new appointment time will need to be added, either by sliding the purple bar or changing the date
  • BLUE - Available: (A place holder is within the time slot and can be booked)

 

Once the booking looks correct click on Book. 

If all was completed correctly, the option will change to Booked and you can close the pop up screen.

 
6. From the Service Events (Sessions) tab this will show your event as Scheduled.
Please Note: If you close out of the Schedule Event process prior to completing the easy booking of the event, or the event has not been booked correctly, the status of the service event will still be Open.  
You will need to manually schedule this event by going through the easy book process again, or if the event is not required you will need to cancel this booking.
 
7. If you edit the resources of a scheduled event, you will need to re-schedule this event by going through the easy book process. 
Click Easy Book in the top bar for all manual scheduling purposes.
Once the Event is booked it is now scheduled.
This will appear on the Schedule Board.

You can edit your booking details from within the event. Make sure to re-easy book the 
updated event if you have added any resources or booked any rooms. 

 
8. In CRM, return to the Service File for the client  
From here, navigate to the “Service Events (Sessions)” and open the new Scheduled Event
  • Update Event name as per office preferences, SAVE
9. Click on “More Actions” from the top menu bar
  • Choose “Send Confirmation Email” from the drop down menu
  • A pop-up box will then ask if you “really want to send…..”, choose OK

  • Email automatically opens in new tab.  Update info if required. You will also notice that the ZOOM link is included if previously added into the booking, and booked as a Video appointment.

  • Choose SEND to send client.  

 
You will then be taken back to the client contact page. 
10. SAVE the Event.  The scheduled Event is now ready to go on the day/time booked.
11.  Open Client Communication tab - add relevant information. SAVE

 

Need more help?

Ask your Practice Lead or Supervisor.

Ask the Help Desk (Log a helpdesk ticket)

 

 

 

 

 

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