Appointment Book Rules - One off changes

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  • Updated 9 months ago
Something I've been thinking about for a while, but finally decided to post. A really good function would be the ability to alter individual appointment book rules, without affecting the rule as a whole.

For example, a practitioner has their normal hours set up with "unavailable" hours ruled out by appt book rules - then for whatever reason they need to change their hours in one particular week . . . .

If my contractor wants to work later on a Thursday in three weeks time, I have to change the appointment book rule, then manually block off the available hours for the next two weeks, and for about three to four weeks after (depending on online booking Gateway rules etc). And then change it back after that.

I imagine it should be possible to program a "drag to shrink/grow" function, which would require a confirmation pop-up window to stop accidental changes? And ensure this action doesn't affect the ongoing appointment book rule for the future?

Does anyone else think this would be of benefit?
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Ben Kewish

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Posted 9 months ago

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Joyaa Antares

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Hi Ben,
Re. "I have to change the appointment book rule, then manually block off the available hours for the next two weeks, ... and then change it back after that."  ---  yes, this used to be really tedious, but it's become significantly quicker since we have been able to "copy" an existing rule without amending the original.   
So - I just copy the existing rule for the practitioner (which I usually have set up on a day per day basis - i.e. - Fred's Monday, Fred's Tuesday & Wednesday [which are the same], Fred's Thursday etc ...) and set the amendment I want, putting in the start & end dates to the "special" period and off we go.  I call the new rule "FB (Fred Baker) Tue/Wed Special", to differentiate it from "FB Tue/Wed".
Hope this helps.   :)
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Janine Kinahan

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I would love something like this to make it easier. 
 Great Idea 
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Steven, Business Care

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Hi Ben

Thank you for posting your suggestion. If one person's shift changes, you can add another rule for that day to augment the previous rules. Appointment Book Rules have a precedence where rules at the bottom of the list are applied after any rules above them in the hierarchy. You can also set a date range and expiry date to show when this change should end in case it is a temporary shift change.

For quick once-off changes such as an extended lunch or annual leave, you can also right-click and rule out, or create a casual appointment with a message to staff indicating why the space is unavailable.

A detailed guide of Appointment Book Rules can be found here: https://community.smartsoft.com.au/smartsoft/topics/creating-rules-in-front-desk

We are happy to consider your idea and will monitor interest in this post.
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Ben Kewish

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Thanks Steven.

Can the temporary shift change "open up" spaces in a region that is blocked off by pre-existing rule? I've tried what you've suggested above, and even if I ensure that the new rules are "above" the others in the list, the allocate shift time is still blocked out by the pre-existing rule. The issue is when a therapist wants to temporarily move a shift to later or earlier. Currently I have to change the "ruled-out" times, then manually rule out the changes in the intervening weeks until the session  is completed, then change it all back.

Thanks for your feedback and consideration.
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Joyaa Antares

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Ben - the new rule needs to go "below" - and not "above" - the old rule if it is to take precedence.
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Steven, Business Care

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Hi Ben. Yes, you can set a succeeding rule which will open up these times.

Basically, add a rule that allows you to make appointments for the time period required, place it below the general rule that stopped you making appointments, and you will be able to make appointments in this period. I know that sounds long winded, but try it out. If you have any problems, please open a support case: www.smartsoft.com.au/support
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In Stride Health Clinic

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You would still need it recording the rule change somewhere to keep track.   

Not sure this is safe if staff/practitioners can change their diary at any point - especially if they are sharing rooms, etc.  You should always have only one person doing rule changes as it can get very messy otherwise.

we have 20 practitioners/4 modalities sharing 4 rooms across 6 days and two locations with different space requirements... can you image if all the practitioners wanted to extend their time by 1/2 hour at the end or before each shift when there are no rooms available.

it could only be managed with restricted access to change.

Sharon
(Edited)