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Add or Change Appointment Types

Overview

Every database comes with a pre-set list of appointment types (in the Appointments Module, Add window) which includes Individual Appointment, Group Appointment, Intake, Staff Meeting, Training and PTO. You can customize this list by adding or changing appointment types to meet the needs of your agency.

Open the Type Configuration Window

You may get to the Type Configuration window one of two ways:

Approach 1
  1. Go to the Appointments Module.
  2. In the row of filters at the top of the calendar, click the Legend link (to the right of the Color: Type field).
    • The Color Legend window will open.

      Color Legend
       
  3. Click the Edit Types link.
    • Note: If you do not see the link, then you do not have permission to see it.
    • Once you click this link, the Type Configuration window will appear.
Approach 2
  1. Go to the Appointments Module.
  2. Click the Add button.
    • The Add Appointments window will open.
  3. Click the Edit Types link (to the right of the Type field).
    • Note: If you do not see the link, then you do not have permission to see it.

      appointment edit types 7-11-2018.png
       
      • Once you click this link, the Type Configuration window will appear.


         

Add A New Type

  1. Name: Enter the name of the appointment type.
    • Some customers have added types like Supervision or Case Management 
    • It is best to keep the list of types as short as possible.
    • Do not make a type for every group service. Groups are differentiated by Client Groups.
  2. Description: Enter a description, if desired. 
    • This field is optional and it only appears here in this window.
  3. Appointment Requires Availability: Select the option (Yes, No) that makes sense for this appointment type.
    • Yes - If the staff must be marked as Available (based on Staff Availability)
    • No - If you are not using Staff Availability or if availability is not required for this type of appointment
  4. Appointment Requires Client: Select the option (Yes, No) that makes sense for this appointment type.
    • This is for one-on-one appointments only (not for client group appointments).
    • If set to Yes, Procentive will warn staff when they try to save this appointment type without a client.
  5.  Send Reminders For This Appointment Type: Select the option (Yes, No) that makes sense for this appointment type.
    • Yes - Will send an appointment reminder if the client has this set up in the client module.
    • No - Will not send an appointment reminder even if the client has this set up in the client module.
  6. Default: Set this to Yes for the appointment type that is most frequently added by your staff. All other appointments you will leave as No.
    • Procentive will default to this appointment type for all new appointments. (However, you can always select a different option from the Type drop-down when creating / editing an appointment.)
    • Note: You can only have one appointment set to Default. 
  7. Private: Select the option (Yes, No) that makes sense for this appointment type.
    • Yes - Appointment details will be visible only to the person that created the appointment. All other users will only see that the time slot has been blocked off for private reasons. Useful for "personal time" staff appointments.
    • No - Appointment details will be visible to all users with access to that staff's calendar.
  8. Color: Choose the color for the appointment.
    • This will display on the appointments screen when you color the screen based on type.
  9. Click Add add.gray.jpg.

​SJ: include link to Staff Availability help file when available (Step 3 above)

Change An Existing Type

  1. From the list on the left-hand side of the Type Configuration window, click once on the type you want to change.
    • The name of the type you selected should appear in the Name field on the right.
  2. Make any settings changes you desire, including changing the name itself.
  3. Active:  If an appointment type is not currently needed, switch to Inactive.
    • Do this for appointments types that have been used in the past, but are no longer needed for the present and future. Think of it as an alternative to deleting the type.
  4. Click Change change.grey.jpg.

Delete An Existing Type

  1. From the list on the left-hand side of the Type Configuration window, click once on the type you want to delete.
    • The name of the type you selected should appear in the Name field on the right.
  2. Click Delete delete.grey.jpg.

Important Note:  When you delete an appointment type, if you have appointments with that type selected, the Type field will change to [none].

Reporting on Appointment Types

You can search for appointments based on this Appointment Type in Reports 1310 and 3010.

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