Calendar view for Related Entities

The new system permission allows users provides users with the option to see, open and easily book new appointments and schedules. It is primarily aimed at medical professionals and staff who are listed in Related Entities. This is NOT the functionality that an athlete should have for booking appointments or schedules as the availability and time slot will NOT be adhered to for new entries. This is purely for Coaches and Professionals.

On the Admin tool there is a New system permission called Related Entity Calendar

On the Admin tool there is a New system permission called Related Entity Calendar

Once permission is given to this, the Related Entity Calendar will appear on the home screen

Once permission is given to this, the Related Entity Calendar will appear on the home screen

It is available to add to a custom page layout as well so that it can be named more appropriately to fit the organisation's needs.

All of the Related Entity Types that a user has access to will appear to view/edit/enter in data for

All of the Related Entity Types that a user has access to will appear to view/edit/enter in data for

When you load the Related Entity Calendar, the Each Related Entity type (e.g., Doctor, Physio) appear in the first drop-down list alphabetical order, and for any of the selected Related Entity Type, the corresponding list of Related Entity Fields (e.g. the Doctor or Physio names) will appear alphabetically.

Select a specific Related Entity Type. The Calendar will display all of the booked, rescheduled and cancelled entries for that chosen related entity

Select a specific Related Entity Type. The Calendar will display all of the booked, rescheduled and cancelled entries for that chosen related entity

The physio can view their schedule in week view, or day view and can navigate to alternate weeks/days

Each booking displayed on the calendar can be opened, viewed and edited (if the user has read/write access).

Each booking displayed on the calendar can be opened, viewed and edited (if the user has read/write access).

The record opens, and the user can see the athlete details and review any associated information within the form (this will vary from system to system depending on how your organisation set these up)

You will return to see the Related Entity Calendar. Note that the information displayed here will depend on how your organisation set up the forms and whether any fields pull through as summaries.

You will return to see the Related Entity Calendar. Note that the information displayed here will depend on how your organisation set up the forms and whether any fields pull through as summaries.

N.B. If availability is set up for the chosen Related Entity field, unavaible periods will appear as blocked out.

To book in a new Appointment or Entry, click on the appropriate time in the Calendar

To book in a new Appointment or Entry, click on the appropriate time in the Calendar

This module acts in the same manner as the Calendar module, and you can click on a time to enter in new data. Note that on some system, organisation have set aside dedicated times lots of periods of entry, but these cannot appear on this calendar, for obvious reasons (e.g.,  one record might default to 15 min and another to 30 min and there is no way to display these both here). If you need to book within a specific time frame, you may need to return to the enter appointment module.

Choose the type of entry that you want to enter (Appointment or Schedule Form), and then select the athlete's name it needs to be stored under

Choose the type of entry that you want to enter (Appointment or Schedule Form), and then select the athlete's name it needs to be stored under

The example shows that appointments was chosen in the step above, so a list of the available Appointments appear.

The example shows that appointments was chosen in the step above, so a list of the available Appointments appear.

The new entry will appear to be entered for the selected athlete

The new entry appears for that Related Entity (the data will pull through to the appropriate athlete as well)

The new entry appears for that Related Entity (the data will pull through to the appropriate athlete as well)

There is a limitation that if a Related Entity Name is different to the Name of the Related Entity in the form, and also to that used in other forms, users can ONLY access the forms that a specific Related Entity name appears in

For example, this form uses the Physio Related Entity, BUT it uses it 4 times, and has to name it 4 different names.

For example, this form uses the Physio Related Entity, BUT it uses it 4 times, and has to name it 4 different names.

Unfortunately, if a user selected to view entries for the alternate names (e.g. Physio 1, Physio 2 or Physio 3), when they went to book in new entries and they had the calendar of the Physio 1 open, they can ONLY select forms that have that specific RE field name in them

Unfortunately, if a user selected to view entries for the alternate names (e.g. Physio 1, Physio 2 or Physio 3), when they went to book in new entries and they had the calendar of the Physio 1 open, they can ONLY select forms that have that specific RE field name in them

No appointments have a field called Physio 1

No appointments have a field called Physio 1

BUT, if the user had of selected the "Physio" Related Entity (which is the name used in all other Appointment forms) when entering in new data, the user could have accessed all of the forms with the correct Related Entity Name (as show below

BUT, if the user had of selected the "Physio" Related Entity (which is the name used in all other Appointment forms) when entering in new data, the user could have accessed all of the forms with the correct Related Entity Name (as show below

Any Form with the Related Entity called "Physio" will appear for selection (as long as the user has red and write access to it)

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