Appointments

An appointment is something planned for the participant that is not a support shift: a clinic visit, a therapy session, a family event. Appointments sit on the roster beside shifts so everyone can see what is happening.

Administrators add and change appointments. Everyone with access to the roster can see them.

Add an appointment

1. Open Roster, on the Week tab.
2. Choose Add appointment.
3. Enter a Title, for example Physio.
4. Choose the Date, then the Start and End times.
5. Add a Location if there is one.
6. Under Attending workers, tick everyone who attends. Tick as many as you need, or leave them all unticked if no worker needs to attend.
7. Under Repeats, choose Does not repeat, Every week or Every 2 weeks. For a repeating appointment you can also set a Last day. Leave it empty to repeat until you end it.
8. Add an Admin note if you want one. Only admins and the attending workers can see this note.
9. Choose Add appointment.

Appointments are planned about 12 weeks ahead and topped up as time goes on.

How appointments look

On the Week view and on My shifts, an appointment carries an Appointment badge, its title, time and location, and who is attending: Attending: and the workers' names, or No worker attending. An attending worker sees You're attending, or You're attending with and the other workers' names, and sees the admin note.

An appointment does not count towards coverage, and it does not send a shift email.

If a worker is already booked

If a worker you tick already attends another appointment at an overlapping time, you see a Possible double-booking warning with the other appointment's day, time and title. It is a warning only. You can still save, and the save goes ahead.

When a member is suspended

When you make a member inactive, they are removed from future scheduled appointments and from the default workers of repeating appointments. The preview shows which before you confirm. Appointments that have started, past appointments and cancelled appointments keep them. They are not added back if you reactivate the member, and nobody is emailed.

Change or cancel an appointment

Select the appointment to open it, make your changes, and choose Save changes. As with shifts, once an appointment has started its date and times are locked, but you can still edit the title, location, attending workers and note.

To cancel one, choose Cancel appointment. It stays on the roster marked Cancelled; nothing is deleted. Choose Reinstate appointment to bring it back.

Open the History tab to see what changed and when.

Repeating appointments

A repeating appointment is changed the same way as a repeating shift. When you save a change, you choose between This appointment and This and all following. You see a preview of what will change before you confirm, and appointments you edited individually, cancelled appointments and appointments that have started stay as they are. See Repeating shifts and edit scopes for the full explanation.

• To change the whole series, find it on the Templates tab, choose Edit, and use Apply changes from to say where the change starts.
• To stop a series, choose End series and pick the Last day. Later appointments are cancelled and stay on the roster marked as cancelled.
• A series keeps its weekday. To move it to another weekday, end the series and add a new appointment.