Appointment Forms: Building an Appointment Form
Appointments (e.g., a Medical Appointment) and Scheduling events (e.g. a Rehearsal, Tour etc) can have a Entity Field in the in which users enter in related entity information. This lesson reviews the set up of an Appointment Form
All Appointments Forms appear in the Enter Appointment Module.
New Appointment Forms can ONLY be entered via the Appointments Module; they are not available for entry via the Enter Data or Enter Data for Group Button
Any Appointment Forms that a user has access to are available via the Enter Appointment Module. All Event Forms that a user has access to which have been set as "Appointment" types forms will appear here.
N.B. Scheduling Form appear in the Enter Schedule Data Module and regular Event Forms appear in the Enter Data and Enter Data for Group Module.
The Form needs to be set up as an Appointment Form in the Form's Advanced Properties
Once the Event Form is set to "Appointment" it will no longer appear for entry in the enter data for athlete, the enter data for group, in the sidebar for entry, or for entry from the calendar page, or the recent entries page.
The ONLY place this Event Form can be entered from is via the "Appointment" module; this is an additional system permission that a user must be given access to. However, if a users is given read access to the form, and an appointment is made for them, they will be able to see it in their Calendar even if they do not have access to the Enter Appointment Module.
Set up the Additional Appointment Form Properties: Event Length, Allow Length Override and Show Name in Calendar
#1: Event Length: enables the appointment to be set for a default length (e.g. a physio appointment maybe for 45 minutes, but a Doctor Appointment may only be 15 minutes)
#2: Allow Length Override: enables an athlete or professional to book the appointment for longer than the default time. This is not needed for most appointments
#3: Show Name in Calendar: will show or hide the name of the Event in the Calendar page
Set the Default Length of the Form. For this example it is set for 45 minutes, and when used in conjunction with the Allow Length Override (set to No), only a specific time can be booked
Allow length override enables the event length to be longer than the Default Event Length
Now add in the fields that you require into the Appointment Form. These will be entirely dependent on the information that you need to track
Add in the Related Entity Type that you want the appointment to be able to be booked for
The Related Entity Field needs to be added into the Event Form. This related entity is the room, studio, provider etc that the appointment will be booked against.
THIS MUST BE NAMED THE SAME NAME AS THE RELATED ENTITY. For example, if the related entity is called "Doctor", this field must also be called "Doctor". They cannot be different, or this will influence the way this form is used.
In the Related Entity Advanced Properties, select the Related Entity from the list of Related Entities that you have developed
Choose the Related Entity that you want users to be able to schedule data for. The example here shows that "Doctor" is being selected.
You can add in more than one Related Entity in an Appointment Form (e.g. you add in a related entity field for doctor and then add in another related entity field for room), but for this example we are only including one field.
Add in the appropriate fields into the Event Form, and make sure you set up the read/write access to these as required
Set up the Appointment Status. Add in a new single selection field called "Status"; this denotes whether the appointments is on, rescheduled or cancelled
Add in a Single Selection Field called "Status"
Add in the options (these are also available in the common categories button, as indicated here, and as shown in the image in the step below)
Then set the Advanced Properties
You MUST also set the Field's Advanced Properties to "Denotes Schedule Status"= Yes
You MUST also set the Field's Advanced Properties to "Default Value" = On
Then Set up the Save and Close Properties to suit the Form Type, and your organisation's workflow
Double check which fields you have enabled as Calendar Summary Fields; for most Appointments you will NOT set up any fields to be calendar summary fields
On the Admin site enable the system permissions (Enter Appointment) and Data Permissions (Event Form and Related Entity data permissions) accordingly
For Athletes to enter in a new appointment via the appointments module, they need:
Read and Write access to the Event Form.
Read Access to the Related Entity.
Access to the Appointment System Permission
Access to Calendar System Permission to see/edit the appointments they have made on their Calendar
For Providers to access this Form, they need:
Read and Write access to this Event Form
Read Access to the Related Entity