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Schedule Management

Add or Edit: Client Scheduling Limits

In Schedule Management (which you'll find under "Schedule & Staff Management" in the Welcome menu), selecting ADD A NEW SCHEDULE at the top will take you to the "Add a New Schedule" form where you can add a new schedule. Similarly, selecting EDIT to the right of a schedule's name in the overview will take you to the "Edit an Existing Schedule" form where you can edit the settings associated with an existing schedule. Both forms are identical with the exception that the "edit" form shows the existing settings for the schedule.

The resulting form is broken up into five sections--Introductory Settings, Schedule Options, Client Scheduling Limits, Schedule-Related Emails, and Non-Standard (A/B) Schedules. As with all control panels, be sure to hover over the blue question marks within the control panel in order to find suggestions and more information about each configuration option.


Client Scheduling Limits

These are the settings that appear in the third area when editing or adding a schedule. They set restrictions on appointments that clients can make. Keep in mind that limits only apply to non-administrative users. Basic and full administrators can make appointments for anyone in excess of these limits.  Finally, note that we recommend setting the least number of limits as possible.  For example, if your schedule offers one hour appointments and if you limit clients to one appointment per day, it's not typically necessary to also limit clients to sixty minutes of appointment time per day.

If you want to set a limit that counts appointments across all schedules (rather than just appointments on this schedule), go to the 'Cross-Schedule Limit' section of Global System Settings.  Additionally, by setting the EXCLUDE FROM SCHEDULING LIMITS? setting when editing an account in Client and Record Management, you can give individual clients the ability to make appointments in excess of the per day, per week, per month, or cross schedule limits that you set within this area.  Finally, if you want to restrict a given staff or resource to a specific number of appointments per day or per week that can be made with them (as opposed to implementing restrictions on the number of appointments each individual client can make), use the LIMIT NUMBER OF DAILY APPOINTMENTS and LIMIT NUMBER OF WEEKLY APPOINTMENTS settings in Staff and Resource Management.

Client Scheduling Limits Overview


MAXIMUM NUMBER OF APPOINTMENTS: These four options let you set a limit to the number of appointments that a given client can make per day, per week, per month, or across the entire schedule.  If left set to NO [...] LIMIT, then clients will be able to make an unlimited number of appointments per day, per week, per month, or across the entire schedule (dependent, of course, on the number of openings available on your schedule).  For example, if you set the per day limit to 2 PER DAY and the per month limit to 5 PER MONTH, then a given client will be able to make up to five appointments in a given month, but wouldn't be able to have more than two of those occur on any one day.


MAXIMUM MINUTES OF APPOINTMENTS: These four options let you set a limit to the amount of appointment time that a given client can reserve per day, per week, per month, or across the entire schedule (dependent on the number of openings available on your schedule).  For example, if you set a per week limit of 60, then clients will be able to make up to sixty minutes of appointments during any Monday to Sunday period.  They could do this by making one one-hour appointment to two thirty-minute appointments.


PREVENT BACK-TO-BACK APPOINTMENTS? Normally clients can make appointments for any available time--including making appointments one after another.  If you want to prevent clients from being able to make a second appointment that begins immediately after one of their existing appointments ends, set this option to YES.  Once set, a client who has an existing appointment on a given day at 2:30-3:00pm wouldn't be able to make a second appointment that runs from 2:00-2:30pm or that runs from 3:00-3:30pm with any staff or resource, but they would be able to create an appointment that begins at 3:30 and runs to 4:00pm.


LIMIT SCHEDULING AVAILABILITY? By default, clients can make appointments on any current or future day. This option allows you to prevent same day (or same and next day) scheduling.  If set to YES. DISALLOW SAME DAY APPTS., for example, then WCONLINE won't allow clients to make an appointment for the current day on the current day (or after 11:59pm on the previous day).  Similarly, if set to YES. DISALLOW SAME AND NEXT TWO DAYS, then WCONLINE won't allow clients to make an appointment for the current day, tomorrow, or the day after tomorrow on the current day.  

If you SET CENTER'S LOCAL TIME in Global System Settings, then this option also allows you to set a rolling appointment limit that prevents clients from making appointments on the current day a set number of minutes before the appointment starting time.


PREVENT MULTIPLE APPOINTMENTS AT SAME TIME AND DAY? If set to YES. PREVENT CLIENTS FROM MAKING SIMULTANEOUS APPTS., then WCONLINE will prevent a client from making two appointments with two different staff or resources on this schedule for the same time period. 


REQUIRE A SPECIFIC APPOINTMENT STARTING TIME? If set, WCONLINE will require that client make appointments that begin on specific starting times (such as requiring that all appointments start on the whole hour).  For example, if you set this option to YES. REQUIRE :15 OR :45 STARTING TIMES, then clients will be unable to make an appointment unless their appointment starts on :15 or :45 (such as 1:45pm or 11:15am).  This option can also be set on a staff or resource-by-resource basis via the REQUIRE A SPECIFIC STARTING TIME? setting in Staff and Resource Management.


LIMIT EACH CLIENT'S ACTIVE APPOINTMENTS?  By default, clients can make unlimited numbers of appointments unless limited to a specific number of appointments or minutes of appointment time per day, per week, per month, or per schedule (as set above). This setting allows you to further limit clients to a specific number of active appointments. In other words, if you set this option to YES. LIMIT TO 1 ACTIVE APPT. then clients will be unable to make another appointment until their existing appointment has passed. This setting requires that you SET CENTER'S LOCAL TIME in Global System Settings.


LIMIT NUMBER OF DAYS AVAILABLE FOR SCHEDULING: By default, clients can see your entire schedule--from the schedule's starting day through the schedule's ending day.  If you would prefer that clients only be able to see a specific number of days in the future, then set this setting to the number of days that clients should be able to see.  For example, if you set this to YES. CLIENTS CAN ONLY BOOK 7 DAYS AHEAD, then clients will only be able to see today and the next six days on the schedule.  Administrators will continue to be able to see the entire schedule.

As you set up a new schedule, keep in mind that if you set this setting and if your schedule has a starting date that is in the future, then it's possible that clients won't be able to see any days when they first log in.  For example, assume that today is February 1 and your schedule is set to start on March 1.  If you set this setting to allow clients to only book 7 days ahead, then they won't see any days on your schedule until February 22--when March 1 will show up as available.


LIMIT WHEN APPTS. CAN BE CANCELED OR MODIFIED: If set, clients will be unable to cancel or modify their appointments within the specified number of minutes before their appointment's starting time.  For example, if you set this to YES. CLIENTS CAN CANCEL TEN MINS. BEFORE APPT., then a client won't have options to cancel or modify their appointment if it's less than ten minutes to the appointment's starting time.  This setting requires that you SET CENTER'S LOCAL TIME in Global System Settings.

This setting is useful if you want to prevent last minute cancelations, for example.  With this option set, a client wouldn't be able to cancel their appointment at the last minute.  If they didn't show, they would accrue a no-show and be penalized through your no-show policy (as set in Global System Settings). Keep in mind that this setting will also prevent clients from being able to attach a file to their appointment within the specified number of minutes before the appointment's starting time.  If you want clients to be able to attach files at any time regardless of this setting, set the ALLOW UPLOADS AT ANY TIME setting in the File Upload-Specific Settings in Global System Settings.


Schedule Management

SECTION 1: Schedule Management Overview

SECTION 2: Add or Edit: Introductory Settings

SECTION 3: Add or Edit: Schedule Options

SECTION 4: Add or Edit: Client Scheduling Limits

SECTION 5: Add or Edit: Schedule-Related Emails

SECTION 6: Add or Edit: Non-Standard (A/B) Schedules

SECTION 7: Holiday and Closure Management

SECTION 8: FAQ (Email Delivery, Blank Schedules, Setup, and More)

WCONLINE Product Manual

The product manual is available completely online. Choose a chapter from the list below or use the search tool to perform a keyword search.

CH 1: Welcome

GENERAL INFORMATION

CH 2: Data Collection & Forms

CH 3: Access, Access Levels, and the Schedule

CH 4: Synchronous Online Meetings

WELCOME MENU/CONTROL PANELS

CH 5: Update Profile & Email Options

CH 6: Client & Record Management

CH 7: Schedule Management

CH 8: Staff and Resource Management

CH 9: Starting Availability Management

CH 10: Blackout Times Management

CH 11: Announcement Management

CH 12: Mass Email Tool

CH 13: System Data Export

CH 14: Report: System Statistics

CH 15: Report: Master Listings

CH 16: Report: System Utilization

CH 17: Global System Settings

CH 18: Form Setup: System Forms

CH 19: Module Setup: Early Alerts & Flags

CH 20: Module Setup: Survey

CH 21: Module Setup: Time Clock

FAQs

CH 22: Frequently Asked Questions

This manual applies to the current version of WCONLINE® and is constantly updated as new features are released.