Schedule Forms: Building a Schedule Form
Rooms, Facilities, Equipment and even Medical Providers can be set up to have events scheduled for them. There are two types of forms which can be scheduled: Appointments (e.g., a Medical Appointment) or Scheduling events (e.g. a Rehearsal, Tour etc). This lesson reviews the set up of a Scheduled Event.
All Schedule Forms appear in the Enter Scheduled Data Module.
The Scheduling and Appointments Forms are separate from the Enter Data Button. Schedule Event Forms only appear for entry via the the "Enter Scheduled Data" button.
Schedule Forms appear in the Schedule Module ONLY; they are not available for entry via the Enter Data or Enter Data for Group Button
An example of how the Scheduling Forms appear.
To create a new Scheduling Form, click on Event Pages and create a new Event Form
Name the Form and define any associated Categories
The Form Type needs to be set up as a Scheduled Form in the Form's Advanced Properties
Once the Event Form Event Type property is set to "Scheduled Event", the form 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 "Scheduled Date" 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 the form is scheduled for them, they will be able to see it in their Calendar even if they do not have access to the Enter Scheduled Data Module.
Set up the Additional Scheduling Properties: Event Length, Allow Length Override and Show Name in Calendar Summary
#1: Event Length: enables the Scheduled Event to be set for a default length (e.g. a Training session maybe for a minimum of 30 minutes)
#2: Allow Length Override: enables an athlete or professional to Schedule the entry for longer than the default time
#3: Show Name in Calendar Summary: will show or hide the name of the Scheduled Event in the Calendar page
Set the Default Length of the Form. For this example it is set for 60 minutes, and if used in conjunction with the Allow Length Override (set to No), only a set time can only be scheduled
This denotes the default length of time that the entry can be scheduled for (e.g., a minimum of 60 minutes).
Allow Length Override enables the event length to be longer or shorter 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. Enable this on any scheduling forms where coaches and athletes need be able to set longer or shorter periods.
Show Event Name in Calendar Summary will be set to Yes for most Scheduling Forms
For most uses, the Scheduled Form names will be set to appear in the calendar. However, because some users only want to schedule one specific Scheduling event, the Event Form, and any calendar summary field names, can be set to be hidden.
Now add in the fields that you require into the Event Form. These will be entirely dependent on the information that you need to track
Add in a Related Entity Field. This is used to enter data against.
You should name the related entity field the same as the selected Related Entity
The Related Entity Field type needs to be added into the Event Form. This related entity is the room, studio, provider etc that you are entering in the event against.
N.B. Ensure that this field is named the same as the Related Entity, especially as the Name in the form is used as filters for viewing on the schedule and appointments calendars. This if you use the same related entity across multiple forms, try and ensure you use the same name.
In the Field's 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 "Studios" is being selected.
The field name of the related entity SHOULD be the same as the selected related entity, e.g. Studios (Related Entity) and Studios (field name)
You can add in more than one Related Entity in a Scheduling Form (e.g. you add in a related entity field for doctor and then add in another related entity field for room). In this example we are adding in two related entity fields (one for Studios and one for Teacher - Coach).
Add in the appropriate fields into the Event Form, and set up the entered by and viewed access to these fields as required
You MUST also set up the Appointment Status. Add in a new single selection field called "Status". This denotes whether the scheduled event 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 under Event Status, 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 scheduling status, select the options from the common categories
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
If you do not set the Default Value as On, the scheduling and appointments work flows will not detect this forms' entries correctly.
Set up the Save and Close Properties to suit the Form Type, and your organisation's workflows
The example in the image here shows that the Training Form was set up so that it would be saved as a temporary file first (e.g. a draft) and hidden until it was Published.
N.B. All temporary (draft) Scheduling entries are hidden in every module on the system (other than the Enter Scheduled Data and Preview Schedule Modules) until they are Published. This means an administrator can enter in an entire weeks schedule as draft data, and then publish all of the events at once (via the Preview Schedule Module) when the schedule has been finalised. N.B. Only a user with access to Publish events will be able to publish schedule events though.
As outlined in the step above, update the properties accordingly
Double check which fields you have enabled as Calendar Summary Fields; for most Schedule Forms some fields will be set as Calendar summary fields
For some Scheduling Form you will want to show some of the fields on the Calendar. These are set up in the advanced properties for each of the fields.
Also check whether or not you have set up the Calendar tool tip property correctly to meet your needs; e.g. whether you mouse over it and the form is previewed or not.
Next, on the Admin site enable permissions so that Scheduling forms, and then the specific form can be entered by a coach or administrator
For Users to access this Form, they need:
Read and Write access to this Event Form
Read Access to the Related Entity's in the Form
Access to the Enter Schedule Data System Permission
N.B. A user will ONLY need permission to the "Preview Schedule" module if they are in charge of scheduling and they need to view or publish bulk draft schedules
If set up correctly, the Training Form will appear for entry in the Enter Schedule Data Module
Zoom: If set up correctly, the Training Form will appear for entry in the Enter Schedule Data Module
If the Scheduled Event Form and the permissions are set up correctly, users will be able to enter in new schedule events.
N.B. If a user is assigned access to the Schedule Event Form, but not the related entities in it, the schedule page will spin
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