 sharon
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| Joined: 28 Sep 2006 |
| Total Posts: 6 |
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Blocking Time Slots on Appt. Scheduler
Posted: 22 Aug 2007 09:33 AM |
We need to be able to block days or portions of days for individual staff members. For example Sandra is available from 9-5 daily but we want to block a lunch break that we can see so no clients are booked in that time frame. We also want to use this feature to block times for meetings/out of office/vacations/charting time. We need to be able to see this data onthe main appointment schedule so whomever is booking knows imediatately that time is not available. We tried creating a client file called for example "Away/Unavailable" or "charting time" and booking that as we would a client but it affects our stats in client's booked (even if we don't regester that visit) and maybe elsewhere and we don't want to mess those up. Is there a way to do this? Could you come up with a way? I know from medical office experience on the scheduler we were able to block sections of time for various reasons quite easily without it affecting the reports on patients. Also if it showed up colour coded it would really stand out for booking purposes.
Hopefully you can help me with this as we really need this feature.
Thank you
Sharon |
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Re: Blocking Time Slots on Appt. Scheduler
Posted: 22 Aug 2007 10:33 AM |
Hi Sharon,
I have good news. Yes, you can already do all of this in the appointment book. You definitely do not need to book these make believe appointments to block out chunks of time on your schedule. You can set-up your "default schedule" (this is the schedule that will repeat week after week continuously) to block out chunks of time, such as for a lunch break. But, you can also edit your "daily schedule" to block out chunks of time for special events, holidays, staff meetings, etc.
Here's how you can edit your *default* schedule to include a lunch break:
1. From the appointment book go to the "Resource Free/Busy tab"
2. On the top left you will see 2 boxes. Click on the "Setup Resources" box.
3. In this dialog box you will see a list of your center's "resources." You can always edit these names by clicking on the "Edit" button next to each line. At the end of each line is a "Default Schedule" link. Click on this for the resource's schedule that you would like to edit.
4. From this screen you will need to set up the exact hours that you are available each day of the week. For example, if you are available on Monday from 9-12 and then 1:30-5, here is what you'll do: On the Monday line, click on the 9:00 hour, which will bring up a small pop-up. From here select the hours of 9:00 to 12:00 and hit "apply." Then click on the 1:30 time slot (which will bring up another small pop-up) and select from 1:30 to 5:00 then hit "apply."
Now, if you need to edit the schedule for one specific day of the week (*not* your default schedule), like for instance on Christmas Day, here's what you'll do:
1. Go to the Resource Free/Busy tab and click on the "Edit Daily Schedule" box at the top left.
2. Now from this new window, at the top right, select which specific day you would like to edit. So, if it was Christmas day that you wanted to block out on your schedule you would select the day of 12/25/2007 and make sure to hit the "go" box.
3. Once you're on the right day's schedule, you will edit each resource individually by clicking on the times that you'd like to block out. There is also a small checkbox that will allow you to mark a resource as "Not available all day."
I hope this will help you. If you need any more help with this please don't hesitate to ask! :o)
Take Care,
Sarah |
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sharon
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| Joined: 28 Sep 2006 |
| Total Posts: 6 |
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Re: Blocking Time Slots on Appt. Scheduler
Posted: 22 Aug 2007 11:04 AM |
| Sarah this still does not do what I need appropriately. Is there any way someone could call me so we can chat re this, it will be easier than e-mailing back and forth. |
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Re: Blocking Time Slots on Appt. Scheduler
Posted: 22 Aug 2007 11:58 AM |
Hi again,
I would love to chat with you about this. Feel free to call me at (972) 851-1085 so we can talk.
Thanks!
Sarah Miller |
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Re: Blocking Time Slots on Appt. Scheduler
Posted: 15 Jul 2010 11:33 AM |
| What was the final solution to this request? I have the same concern. |
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Re: Blocking Time Slots on Appt. Scheduler
Posted: 15 Jul 2010 05:40 PM |
Hi Keith,
Referring back to what Sarah stated you currently have the capability to "block" or show time as NOT available via the resources free/busy.
VIA SARAH:
Here's how you can edit your *default* schedule to include a lunch break:
1. From the appointment book go to the "Resource Free/Busy tab"
2. On the top left you will see 2 boxes. Click on the "Setup Resources" box.
3. In this dialog box you will see a list of your center's "resources." You can always edit these names by clicking on the "Edit" button next to each line. At the end of each line is a "Default Schedule" link. Click on this for the resource's schedule that you would like to edit.
4. From this screen you will need to set up the exact hours that you are available each day of the week. For example, if you are available on Monday from 9-12 and then 1:30-5, here is what you'll do: On the Monday line, click on the 9:00 hour, which will bring up a small pop-up. From here select the hours of 9:00 to 12:00 and hit "apply." Then click on the 1:30 time slot (which will bring up another small pop-up) and select from 1:30 to 5:00 then hit "apply."
Now, if you need to edit the schedule for one specific day of the week (*not* your default schedule), like for instance on Christmas Day, here's what you'll do:
1. Go to the Resource Free/Busy tab and click on the "Edit Daily Schedule" box at the top left.
2. Now from this new window, at the top right, select which specific day you would like to edit. So, if it was Christmas day that you wanted to block out on your schedule you would select the day of 12/25/2007 and make sure to hit the "go" box.
3. Once you're on the right day's schedule, you will edit each resource individually by clicking on the times that you'd like to block out. There is also a small checkbox that will allow you to mark a resource as "Not available all day."
Blessings,
Ashleigh |
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PBarrett
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| Joined: 17 Jul 2010 |
| Total Posts: 1 |
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Re: Blocking Time Slots on Appt. Scheduler
Posted: 17 Jul 2010 10:18 AM |
I have the same problem regarding blocking time. I did what you said for Keith and that does NOT solve my issue; my problem is when our receptionist opens "add new appointment" to schedule a client, the software allows her to schedule an appointment during the lunch hour - the time I blocked with your information from above.
We are an all volunteer office and the receptionist staff is different every day; we need this system as simple as possible. We want the lunch hour to not show up as an available appointment time. Is that possible?
Thanks for any help with this. |
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Re: Blocking Time Slots on Appt. Scheduler
Posted: 20 Jul 2010 11:18 AM |
Hi PBarrett,
This sounds like a training issue. If the receptionist (staff/volunteer) is referencing the "Resource Free/Busy" tab they would see, in green, what is available. When they go to schedule the appointment they would know the "time" that isn't to be scheduled and would pick the appropriate time. Have them reference this tab within the Appointment Book to avoid future scheduling conflicts.
Blessings,
Ashleigh |
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