This section is used to enter NON-availability Dates/Times for Clients and Providers so that it will alert and block schedules as needed.
You will have the option to enter long term and short term NON-availability for Clients.
For Employees, you have the option to enter only long term, as short term is considered vacation time and is entered in a different part of the system by the provider(Submit Leave Tab).
Click Scheduler tab from Navigation Bar and select Availability Management
Zone- “Select Zone” will appear if a zone is not selected. You can also view clients for other zone(s) by changing the zone. The zone is used to organize your list of clients to make it easier for your scheduler to search for clients when scheduling and/or edit sessions. The zone feature is usually utilized by large facilities. Create zones- See Manager Module > Setup Zones Tab.
Assign a zone - See Client Tab > Add New Client > Biographic Section.
- Select Client - Select a client from the drop down menu.
- Client’s Current Non Availability - In this section you will see the list of non availability segments already created for this client. If the client’s non availability changes you are able to delete it and it will no longer alert you for the segment.
- Client Short Term- This option is used to enter short term NON Availability for the client. The short term option is usually used for dates of the year. For example: You would enter a short term if the client is going to be on vacation with their parents from Jan 3rd - Jan 12th.
- Client Long Term - This option is used for long term NON Availability for the client. The Long term option is usually used for days of the week and not particular dates of the year. For example: You would enter a long term if the client is not going to be available for sessions every Wednesday from 2pm - 3pm for a play date or other commitments.
A great example of a long term NON availability for an employee is if the employee also attends classes while working. You would enter the employee’s class schedule as the non availability so that you don't schedule sessions during that time. You also have the ability to upload a document (like a class schedule or letter to keep on file as well)