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.

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.

To create a new Appointment Form, click on Event Pages and create a new Event Form

To create a new Appointment Form, click on Event Pages and create a new Event Form

Name the Form and define any associated Categories

Name the Form and define any associated Categories

The Form needs to be set up as an Appointment Form in the Form's Advanced Properties

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

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

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

This denotes the length of time that the appointment can be booked for. The additional image here shows that a 45 minute period is booked by default, and longer appointments cannot be booked using this setting.  

Allow length override enables the event length to be longer than the Default Event Length

Allow length override enables the event length to be longer than the Default Event Length

If this is set to Yes, the appointment can be scheduled for longer than the default length, and the user will be able to select the end time. ONLY enable this on forms where athletes should be able to set longer periods.

Show Event Name in Calendar Summary will be set to Yes for most Appointment Forms

Show Event Name in Calendar Summary will be set to Yes for most Appointment Forms

For most uses, the Appointment Form names will be set to appear in the calendar. There may be instances where the Appointment form name will need to be hidden.

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

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

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

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

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)

  • On
  • Cancelled
  • Rescheduled

Then set the Advanced Properties

N.B.To avoid the potential for spelling mistakes influencing the appointment status, select the options from the common categories

N.B.To avoid the potential for spelling mistakes influencing the appointment status, select the options from the common categories

You MUST also set the Field's Advanced Properties to "Denotes Schedule Status"= Yes

You MUST also set the Field's Advanced Properties to "Denotes Schedule Status"= Yes

ONLY this field should be set up as a Scheduled Status Field. No other field in this form needs this special status.

-This enables the event to show as cancelled, and means the related entity is shown as available when the event is cancelled or rescheduled.

You MUST also set the Field's Advanced Properties to "Default Value" = On

You MUST also set the Field's Advanced Properties to "Default Value" = On

If you do not set this to default value as on, the scheduling and appointments workflows will not detect this forms entries correctly.

Then Set up the Save and Close Properties to suit the Form Type, and your organisation's workflow

Then Set up the Save and Close Properties to suit the Form Type, and your organisation's workflow

The example in the image here shows that the appointment was set up so that Athlete's could click Book appointment. There is no daft option.

As outline in the step above, update the Advanced Properties of the Form

As outline in the step above, update the Advanced Properties of the Form

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

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

For some Scheduling Form you will want to show many of the fields on the Calendar. However, for Medical Appointments you would only have the form name and no other associated data set to show. Also check whether or not you have set up the Calendar tool tip property correctly to meet your needs.

On the Admin site enable the system permissions (Enter Appointment) and Data Permissions (Event Form and Related Entity data permissions) accordingly

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

Calendar Access

An example of an athlete entering in a new Appointment Form via the Enter Appointment Module

N.B. If the athlete does not have access to the related entity in the form, they cannot enter in any data for the event, nothing loads

N.B. If the athlete does not have access to the related entity in the form, they cannot enter in any data for the event, nothing loads

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