2.8 - Appointments

Open to ANY Program

The appointment program used to be restricted to pantry programs. Appointments can now be set for any program, including generic ones. You will be able to access those appointments on the Appointment List and Packing List just like you would for pantry appointment programs. 


The Appointment Lists page will now also refer to all appointments of all program types, not just the Pantry ones. 

When viewing the packing list, if you are tracking provisions, the quantity of each provision will show in a table separated by agency.


Creating Appointment

Setting Time


We've added a pop-up window when entering the pick up time when creating an appointment. It also has bigger up/down arrows to make it easier to enter the time. If your user settings are set to AM/PM for time preferences, an additional box will be available to select AM or PM. 

Hours of Operation

Setting Time

We've added a pop-up window when entering the hours of operation. It also has bigger up/down arrows to accurately enter the start and end time. If your user settings are set to AM/PM for time preferences, an additional box will be available to select AM or PM. 

The system will also prevent users from overlapping hours of operation. Click here for instructions on how to set up hours of operation.

Calendar

All dates with open hours of operation will now be in green. 

Based on the hours of operation entered in the intake organization profile, the dates that the organization is open will be highlighted in green. The dates of closure will remain highlighted in red.

Caseload

Scheduling Flexibility

There are now more advanced options available to customize  hours of operations for appointments. They are also customizable by each agency's program.

  • Weekly: this is the existing option and you can still add hours for a specific day of the week 
  • Cycle: you can schedule additional hours of operation that doesn't necessarily fit within the weekly schedule, but is more than a specific one-day exception (e.g. first Friday of the month) and enter a time. 
  • One Day Exception: you can also set one day exceptions by using the calendar widget to set a day and time period outside of the schedule already entered that the pantry is also open for those services. 

NOTE: the system will not let you add a cycle or exception if it conflicts or overlaps with the current schedule.

Blocking Going Over Capacity

There is now a setting when creating an appointment program that if the organization is using the caseload option, the organization can decide if users should be able to exceed the caseload limit or not.

Shared vs. Program Specific

For organizations that have more than one appointment program, they have the option of selecting if they want their caseload to be shared or program specific.

Shared: the caseload selected (e.g. 5 appointments every 90 minutes) will be applied to all appointment programs within that organization

Program Specific: the caseload can be different across all appointment programs within that organization

How to Make Changes

The following has to be done by an Agency Manager or Network Administrator.

  • Go to Administration, Organizations
  • Click on the orange edit icon beside the organization you want to edit
  • Click on the "Profile" tab, then "Intake Organization Profile"
  • Click on "Edit Organization" on the right side of the page
  • Check off the setting in the "Appointment Settings" area of the page
  • Save your changes

Statuses

Customisable Statuses

The appointment statuses can now be customised. This includes:

  • deactivating statuses that don't apply to your network
  • renaming statuses
  • creating statuses with the same parent type

NOTE: all existing statuses being used will automatically be added to this list for you when this version is released. 

Bulk Changing Statuses

Users can now update multiple appointment statuses at once. By selecting one status, users can check off several appointments and update them with one click. If changing the appointment status to "Collected" and the appointment requires a signature, the system will show a pop-up notification to still capture that signature for that client.

How to Make Changes

The following has to be done by a Network Administrator.

  • Go to Administration, Lists
  • Click on the orange edit icon beside "Appointment Statuses"
  • Click on the "New Option" or click on the orange edit icon to edit existing ones
  • Click on the trash icon to deactivate a status
  • Save your changes

Reports & Exports

There have been no changes made to these sections other than ensuring that any new programs that have the appointment option are treated the same way as pantry appointment programs. This means that they will only be counted if the status of the appointment is set to "Collected".