Scheduling / Settings Employee Permissions to View and Manage Calendars

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
  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

Dashboard / Profile / Scheduling / Settings View Employee Calendar Permissions

After establishing an employee’s permission to view and manage calendars, you can review and edit who has access to the employee’s calendar within the employee’s Profile.

  1. Navigate to the  Contacts module and select Employees & Co-Workers
  2. Click the name of the employee you want to review calendar permissions for
  3. Click the Profile tab on top of the Dashboard
  4. Click the Settings tab
  5. Click Calendar Permissions
  6. All employees who have view or manage access to the employee’s calendar will be listed
    • To give access to another employee to view or manage this employee’s calendar, enter the employee name and select from the drop-down the level of access the employee should have to this employee’s calendar
    • To edit the level of access employees have to this employee’s calendar, click the drop-down next to the employee’s name
    • To remove the access level of any employee to this employee’s calendar, click the trash can icon next to the employee’s name

Scheduling / Settings Sync Appointment Types

Appointment Types allow organizations to decrease scheduling time by standardizing appointments with specific titles and lengths. Appointment types are created in My Profile in the  Dashboard module. 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 the  Dashboard module 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

Scheduling / Settings Reason Codes

Reason Codes need to be created to utilize CentralReach’s Attendance feature in the Scheduling module. Reason Codes define a default list of reasons to be used by employees to report clients/students appointment attendance and absences.

To view, create, update or delete Reason Codes:

  1. Navigate to Scheduling module and select Settings
  2. Click Reason Codes
  3. All your Reason Codes will be listed:
    • To add a Reason Code:
      1. New Code: enter the code name or reference number
      2. Code description: enter the code description
      3. Applies to: click the checkbox to define the type of Reason Code – Present, Excused, Un-Excused or Other
      4. Click the Save icon
    • To view and edit a Reason Code:
      1. Click the Reason Code you would like to view or edit, and edit the information as necessary
    • To delete a Reason Code:
      • Click the trashcan  icon next to the Reason Code you would like to delete

Scheduling / Settings Hide/Unhide CentralReach Default Cancellation Reasons

To hide or unhide CentralReach’s system default Cancellation Reasons included in the Reasons for canceling? drop-down displayed 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 check-mark  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

Scheduling / Settings Create Custom Cancelation Reasons

Cancelation reasons can be used to standardize the reasons employees can select to cancel an appointment. Only the organization account with the permission Settings > Sync Appointment Types enabled has the ability to set up cancelation reasons. These cancelation reasons are trackable and can later be viewed in the scheduling grid view to help organize and manage canceled appointments.

To create custom cancelation reasons:

  1. Navigate to the  Scheduling module and select  Settings
  2. Click Cancellation Reasons
  3. Enter the name of the cancelation reason, or click an existing cancelation 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 cancelation reason
  5. Click the save  icon
    • To delete a cancelation reason, click the trashcan icon next to it

Your custom reasons will now be available when canceling an appointment.

Scheduling / Settings Additional Settings

Organizations 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 cancelling 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 one of the following options to enable or disable the Schedule Validation feature by default
      • Always: automatically enables Schedule Validation for all appointments. Users cannot disable validation
      • Disabled by default: automatically disables Schedule Validation on all appointments. Users can enable it, as needed
      • Enabled by default: automatically enable Schedule Validation on all appointments. Users can disable it
    • 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 your appointment types. Select No, and the appointment length will be set to 15 minutes
    • Schedule Lock Date: select the date when you will disable employees’ ability to make changes to their appointments. 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
    • 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, you will be prompted to confirm what you want 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