For an employee to view and manage other employees’ calendars, the organization account, or a user with permission to manage employees’ scheduling permissions (Settings > Manage Employee Permissions), must connect the employees’ calendars in the Scheduling module. To connect employees’ calendars, the employees must first be connected to each other in the Contacts module.

To connect employees’ calendars:

1. Navigate to the Scheduling module and select  Settings
2. Click Employee Permissions
3. Complete the form:
   • Employees Who Can View/Manage: click the checkbox  next to the employee you want to give access to other employees’ calendars
   • Choose Who They Can View/Manage: click the checkbox  next to the employee you want their calendars to be viewed/managed by the employee selected under Employees Who can View/Manage
     • Please note, clicking the Select all in list checkbox will select everyone in the organization, whereas Select all employees will only select the users in the box.
4. Click one of the following to configure the calendar access level of the Employee Who Can View/Manage:
   • Apply view & manage permissions: allow the employee to view and manage other employees’ calendars, with the ability to add, remove, or edit existing appointments
   • Apply view only permissions: only allow the employee to view the other employees’ calendars
5. Click Setup Schedule Permissions

Appointment Types allow organizations to decrease scheduling time by standardizing appointments with specific titles and lengths. Appointment types are created in My Profile in Home. Once created, the Appointment Types can then be shared with other employees in the Sync Appointment Types section in Settings, located in the Scheduling module. All employees can then use the established Appointment Types when scheduling appointments.

To create Appointment Types:

1. Navigate to Home and select Home/My Dashboard.
2. Click the My Profile tab on top of My Dashboard.
3. Click the Settings tab.
4. Click Appointment Types.
5. Click Add New.
6. Enter the appointment name, description and select the suggested appointment length.
7. Click Save.

To share Appointment Types with other employees, so they can use them to schedule appointments:

1. Navigate to the Scheduling module and select Settings.
2. Click Sync Appointment Types.
3. Select Source Employee/Organization: Click the checkbox next to the employee name where the Appointment Types were created. If you want to share all the organization’s account Appointment Types, click the Organization checkbox.
   • To unselect, click the .
4. Select Employees To Set Appointment Types On: Click the checkbox next to the employee name with whom you want to share the Appointment Types created. If you want to share the Appointment Types with all the employees in the organization, click the Select all in the list checkbox.
   • To unselect, click the .
5. Click Sync Appointment Types.

“Reason Codes” are used by employees to report client appointment statuses and need to be created to utilize CentralReach’s Attendance feature. The list of Reason Codes can be located in the Scheduling module. 

To view, create, update, or delete Reason Codes:

1. Navigate to the Scheduling module and select Settings.
2. Click Reason Codes.
3. All of your Reason Codes will be listed.
   • To add a Reason Code, click the “New code” field at the bottom of the screen:
     • New Code: enter the code name or reference number.
     • Code description: enter the code description.
     • Applies to: click the checkbox to define the type of Reason Code – Present, Excused, Un-Excused, or Other.
     • Click the save icon.
   • To view and edit a Reason Code:
     • Click on the Reason Code you want to view or edit.
     • Click the save icon.
   • To delete a Reason Code:
     • Click the trash can icon next to the Reason Code.

Click here to learn about Sandata reason codes.

To hide or unhide CentralReach’s system default Cancellation Reasons included in the “Reasons for canceling?” drop-down when canceling an appointment:

1. Navigate to the Scheduling module and select Settings.
2. Click Cancellation Reasons.
3. CentralReach’s default Cancellation Reasons will be identified with a red System button next to them. Cancellation Reasons with a checkmark on the right hand-side will be displayed in the “Reason for canceling?” drop-down when canceling appointments.
   • Click to uncheck the box and hide a cancellation reason from the drop-down list of reasons when canceling appointments.
   • Click to check the box and display a cancellation reason in the drop-down list of reasons when canceling appointments.

Cancellation reasons can be used to standardize the reasons employees can select to cancel an appointment. Only the organization account with the (Settings > Sync Appointment Types) permission enabled and employees with the (Scheduling > Settings > Manage Cancellation Reasons) permission enabled can set up cancellation reasons. These cancellation reasons are trackable and can later be viewed in the Scheduling grid view to help organize and manage canceled appointments.

To create custom cancellation reasons:

1. Navigate to the Scheduling module and select  Settings.
2. Click Cancellation Reasons.
3. Enter the name of the cancellation reason, or click an existing cancellation reason to edit.
4. Select from the drop-down if this is a Client, a Provider, or leave as Other to define the type of cancellation reason.
5. Click the save  icon.
   • To delete a cancellation reason, click the trash can icon next to it.
6. Your custom reasons will now be available when canceling an appointment.

Organizations and employees with the (Scheduling > Settings > Manage Additional Settings) permission enabled can configure various additional settings in the Scheduling module:

• Customize options and define if Schedule Validation will be enabled or disabled.
• Determine if employees need to enter notes when canceling an appointment.
• Default appointment length based on Appointment Types.
• Show authorization warnings on appointments.
• Disable the ability to edit an appointment after a defined date.

To configure additional calendar and appointment settings:

1. Navigate to the Scheduling module and select Settings.
2. Click Additional Settings.
3. Complete the form.
   • Enable Schedule Validation: select either Yes or No to enable or disable the Schedule Validation feature by default. 
     • Yes: when enabled, users cannot create or edit appointments if the address is not geolocated.
     • No: when disabled, users can create or edit appointments if the address is geolocated or not. 
   • When Updating Appointments: select one of the options from the drop-down, to define if a reason is required when an appointment is changed or updated.
     • Require a Change Note: requires employees to state a reason for changing an established appointment. If a reason is not provided, the appointment cannot be edited or removed.
     • Allow an Optional Change Note: provides the employee with the option to state a reason for changing an established appointment. The appointment can still be changed if a reason is not provided.
     • Don’t Show the Change Note Field: allows an employee to change the established appointment with no option to enter a reason.
   • Show Authorization Warnings Calendar: select Yes for CentralReach to display a warning in an appointment in the calendar if there are not enough authorized hours for the appointment. Select No to not display the warning.
   • Set Appointment Length from Type: select Yes to default the appointment length based on appointment types. Select No, and the appointment length will be set to 15 minutes
   • Schedule Lock Date: select the date when employees’ ability to make changes to their appointments will be disabled. This can only be configured by the organization’s account and users with permission to bypass lock settings (Appointments > Bypass Lock Settings), can then modify appointments after the established lock date.
   • Enable geolocation validation: select Yes in the drop-down to only allow appointments with geolocated addresses to be scheduled. When scheduling or editing appointments with this option enabled, users will be notified if appointment addresses are not geolocated. The appointment cannot be scheduled until the address is geolocated.
     • Please note, appointments without geolocated addresses that were scheduled before enabling this option can be converted to timesheets.
   • Allow Hiding Appointments from Clients: select Yes to display a toggle that will allow a user who is scheduling appointments to enable or disable an appointment from being displayed on clients’ calendars in the Client Portal. Select No to hide the toggle and always display all appointments to clients.
     • If no is selected, and this functionality was previously enabled, users will be prompted to confirm what to do with existing appointments that are currently hidden:
       • Make existing hidden appointments visible: makes the appointments visible.
       • Delete existing hidden appointments: deletes all hidden appointments.
4. Click Update.