Building Schedules - The Calendar Module

The Calendar module is used to actually add appointment slots to the Appointments module using the templates created in the Days module. In addition, the memos added to dates in the Appointments module are stored here. There are several ways to get to this module:

• At the main screen in 1.Office Startup click on Calendar
• Select or enter Calendar in any navigation list and click Go.
• Click on the Calendar button at the top right of the Days module.

Below is the Main Menu of the Calendar module. This module is used as the final step in creating your schedule. Before you create a schedule, your daily templates are first set up in the Days Module.  On this screen you can do the following:



Change the current year
In the middle of the screen is a pop-up menu of years. If you will be building an appointment schedule for next year, change the year in the box to that year. If the year you need is not listed, select Edit and enter the four-digit year. You can also use this feature to remove previous years from this list.

Memos tab
In the Appointments module, there is a block near the bottom of each list where you can add memos that pertain to that particular day. To enter a memo, select the day you want and enter the memo in the memo field.


To view memos already entered, click the Memos button on the front screen of the Calendar module. If there are multiple memos, you will see them listed in chronological order. You can edit or delete any memos here.

List tab
Clicking List brings up the list of all days in the year. You can scroll the dates and add comments.

• Day # is the number of the day from 1 to 365 (366).
• Dates is the date in MM/DD/YYYY format
• Day name, Mo, and Year are self-explanatory
• Day Memo is different from the memo described above. This is information associated with a particular date, like a holiday that happens on the same date every year (New Year’s Day, Boxing Day, etc.). These notes do not appear in the memo field of the Appointments module.
• To change to a different year just change the year on the main calendar screen.

Build Schedule tab
This is one of the most important functions of the Calendar module. After you have set up the daily templates for each provider in the Days Module (office hours, appointment interval, etc. – covered in detail in Days Module chapter), you would click Build to begin building your appointment schedule.

• Make sure the year at the front of the Calendar module, or on the top of the Build screen, is set for the year in which you will be building appointments.
  
  
  
  
  
  
• Click the Build Schedule tab to bring up the screen shown above. There are four steps to the process!
• A - Select the Start month
• B - Select the End month. These months may be the same month if you are building just one month.
• If you need to build appointments from the end of one year to the beginning of the next, you would have to build those months in the current year, change the year to next year, then build the months in the new year!
• Select the group whose appointments you will be building. If you select none all will be used.
• Select the days you want to build. If you do not select any, you will not be able to build.
• Click Start Build and go get a cup of coffee (it takes a few minutes, depending on the detail and the speed of your computer).

When the schedule is built, you will be returned to the main of the Calendar. You should go to Appointments and make sure the slots were added correctly.


last updated 9/4/2004