Learn how to set up and show conflicts when an Athlete is double booked
Athletes can be added to a number of different types of events and entries in the system. In some instances an athlete may be being double/triple booked across appointments, schedules or different events entered on the same day and time, and previously there was not way to detect these conflicts. Builders can now set up any Event Form type to show when an athlete is busy and a conflict will appear if they are being double booked. Because not all Event Forms need to be used for conflicts, a new form property has been set up that allows an organisations to set which appointments, schedule events and normal entries are used for conflicts.
There is now a new Advanced Form property is called "Can Cause Conflict". This allows builders to designate whether a form will conflict (e.g. a Physio appointments, Rehearsal, Team training, etc) where the athlete (e.g. the user for whom the event is entered) should only be in one place at one time. It also provides an organisation the ability to enter in as many other entries for other event form that do not need to conflict, and not conflicts will appear (e.g. for reports, statistic forms etc).
Note that a conflict will appear for an Athlete entering data or an athlete having data entered for them via normal entry (e.g. click on enter data and select an athlete), the select Single Athlete field and the select multiple Athlete fields from within an event form.
CRITICAL INFORMATION: The conflict checks are done based on all forms the user entering in the data has READ access to. The check can ONLY be done against the forms a user has access to,simply for data protection sake. However, note that regardless of whether or not a form is mobile enabled, when entering in data on iOS or m.html, if the user has READ access to a form entered on the main system, this will still show conflicts on mobile applications.
ADDITIONAL INFORMATION: If you set up conflicts on a form that has a Date Override set it in, remember that Date Override time of entry ALWAYS defaults to 12:00, so regardless of what time it is entered during the day, the entry time cannot be changed, and it will always conflicts against 12:00. You should consider only using conflicts on forms without a Date Override.
Forms of any Event Type can be set with "'Can Cause Conflicts". By default it is set to No.
Once this is set, the system will be able to detect and display conflicts for the athlete, single athlete and multiple athlete fields when a conflict arises when entering in data across multiple Forms that a user has access to
For example, an entry is made for the athlete called Richie Jones on the 17th December at 11:45 to 3:00 pm using a form set to cause conflicts
Another entry is then made for the same athlete during the time when the other event was booked using a different form that is also set to detect conflicts
Conflicts appear for the athlete if they are already book at that date and time.
For the Multiple Athlete field, if an athlete/s are busy, a list of busy times appear in the form, and they also appear underneath each athlete's name when selecting the athlete in the multiple athlete selector
Group Entry will show a generic conflict for the time for the entire group, but not individual changes to times.
The example here shows a group entry being done. If there are no conflicts based on the time and date at the top of the page, none appear.
However, if the time is changed and it clashes with another entry, the busy times appear underneath the date.
Note that if time is altered for a single athlete from WITHIN the table, the conflicts CANNOT detect this. The conflict check is ONLY done using the date and time at the top of the group entry table.
If the time is changed for ONE athlete from within the table, the system cannot check for conflicts against this change of time. It only checks at the top of the event form.
Note that as this entry will now no longer be a part of the group entry (e.g. because it occurs at a different time to the others), if you reopen this single entry, any conflicts can appear for this (as shown in the images in the steps below).
Once saved, if the individual record that was changes is opened, any conflicts will appear within that record.
Note that the conflicts do NOT appear as a specific list anywhere in the system. The conflicts only appear during entry or when opening entries. However, you can always view an athlete's Calendar Day or Week view to see Appointments or Events which may overlap.
Conflicts will appear on m.html and on iOS Online ONLY (e.g. they will not check during offline entry)
Conflict times appear on iOS for forms that have a conflict status
The calendar on the right shows the events that appear as conflicts on iOS.
N.B. Conflict checks are done not just against forms that are mobile enabled, but checks occur based on all forms the specific user has access to (NOT all forms on the system) which are set as conflict forms.
The conflict still appears against that form.
The conflict checks are done based on all forms the user has READ access to, so regardless of whether or not a form is mobile enabled, the conflict will appear on iOS or m.html if the user has access to the form entered on the main system (and the form is set to conflict).