Building a Related Entity

Related Entity field types are now available to be used in any type of Event Forms, including Scheduling and Appointment Forms.

Please keep in mind that only Related Entities entered into Scheduling and Appointment Forms are checked for conflicts at time and date of entry.

N.B. The field "Email" can be added to a related entity and this sets up in the structure of the related entity can be used for the iCal (e.g. events can be imported into an external calendar).

On the Builder Site a new Module called Related Entities is available

On the Builder Site a new Module called Related Entities is available

It is very similar to the Database Module, but it enables users to enter in data that is related between more than one entity. For example, booking an athlete an appointment with a doctor, or scheduling a rehearsal in a studio room with an instructor, and a specific group of athletes.

To create a new Related Entity click on "New Related Entity Form"

Name the Related Entity Type. Please choose this carefully as this will be the name that is used in Scheduled Event Forms

Name the Related Entity Type. Please choose this carefully as this will be the name that is used in Scheduled Event Forms

The Name of the Related Entity MUST be chosen carefully. This is the name that you MUST name each field in an Event Form (e.g. an Appointment or a Scheduling Form) which uses this Related Entity.

For example, If you use name this Related Entity, it can ONLY be named "Doctor" in an Event Form, it cannot be named Medical Provider or DR.

The Name of the Related Entity field in the Related Entity structure MUST be called Name. If it called Doctor or Room etc, it will NOT work correctly in the Scheduling Modules

The Name of the Related Entity field in the Related Entity structure MUST be called Name. If it called Doctor or Room etc, it will NOT work correctly in the Scheduling Modules

When you create your Related Entity, the first field must be a Single Line of Text field and it must be called Name.

N.B. You can name the field in the Event Form anything, BUT you must have the first field listed as "Name" or none of the Scheduling columns will appear when you schedule in data.

The other Related Entity fields can be set up in exactly the same manner as a Database is set up (e.g., with additional descriptive information)

The other Related Entity fields can be set up in exactly the same manner as a Database is set up (e.g., with additional descriptive information)

The example here shows that a drop down field for the Doctor's speciality has been added to the structure of the Related Entity.

A New Field Type called Multiple Time Period can be added to set the availability of each related entity record during Scheduling

A New Field Type called Multiple Time Period can be added to set the availability of each related entity record during Scheduling

Add in a Multiple Time Period field to be able to set the availability of each Related Entity record (e.g. it has to be set for each Doctor) in the Related Entity. It is added to the structure of the Related Entity, and it then needs to be set for each record in that Related Entity.

N.B. You need to think critically about whether you want to include an Availability Field in the Related Entity

If you choose to add Availability into the Related Entity, and you do NOT set it for EACH related entity record, then any Related Entity records that do not have any availability set will ALWAYS appear as unavailable.

If iCals need to be sent to a user associated with a specific Related Entity Record (e.g. during Publishing), then a Single Line Text field called "Email" needs to be added into the Structure of the Related Entity

These are used when iCals are sent during Publishing.

Please note that only a single Email field can currently be added to the structure of the Related Entity, we will more in subsequent versions.

Save the Related Entity Structure

Save the Related Entity Structure

Now start to add in new records, or edit existing records for that Related Entity

Start to add in the actual records (e.g. doctors, rooms, studios etc). Click on Add/Edit

Click on New to add in new Related Entity Records

Each Related Entity record is set up using  the structure that was previously defined

Each Related Entity record is set up using  the structure that was previously defined

Add in the Name of the Doctor, their speciality, and e-mail that an iCal can be sent to.

If an availability field is included in the structure of the Related Entity, it MUST be set for any day that the related entity record (e.g. Doctor Black) is available

If an availability field is included in the structure of the Related Entity, it MUST be set for any day that the related entity record (e.g. Doctor Black) is available

Save the Related Entity Record and it will appear as a Related Entity Records List

Save the Related Entity Record and it will appear as a Related Entity Records List

Add in as many Related Entity Records as you require

Add in as many Related Entity Records as you require

A Related Entity field is now available in the Form Builder. This means the Related Entity can be added into Scheduling and Appointment Event Forms

A Related Entity field is now available in the Form Builder. This means the Related Entity can be added into Scheduling and Appointment Event Forms

How the Related Entity appears during Scheduling  (e.g. a in Medical Appointment Form, or a Doctor Appointment Form)

How the Related Entity appears during Scheduling  (e.g. a in Medical Appointment Form, or a Doctor Appointment Form)

Keep in mind that if the Availability is NOT set for the Related Entity record, the record will always appear as unavailable during appointment booking or scheduling

Keep in mind that if the Availability is NOT set for the Related Entity record, the record will always appear as unavailable during appointment booking or scheduling

Related Entities can also be added to Regular Event Forms, but these forms are not used to detect scheduling conflicts for each elated entity record.

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