Appointment Setup

Concepts

LOCATIONS represent the physical location appointments will be held.  If you have a single central registration location you will only need a single location created.

REGISTRAR APPOINTMENT BLOCKS represent a set of appointment times for a location. At least one is required.

You may have multiple Appointment Blocks for a Location.   Each Appointment block contains a set of appointment times.

For example, if your Location offers two appointments every hour that run simultaneously, you will need two Appointment Blocks:

SETUP

• At least one location and registrar appointment block must be created in order to create appointments
• At least one location must be created in order to create a registrar appointment block
• These are added on the Registration>Appointments>Setup screen.
• Go to Open Reg>Setup>Appointments to enable appointments in Open Registration

Locations

The purpose of locations are to tie registrar groups to specific grade levels/schools.

So, when a parent goes through Open Registration the only appointments that will be shown to them are those that match with Grade + School

These are the physical locations parents will come to register their students.

Each Location will be assigned its own set(s) of Registrar Appointment Blocks.

• Displays location name, school codes, grade levels, and sequence

• Associated schools are taken from Registration>Open Reg>Setup>Setup>Select School Drop down list options
• Blank/No school option allows appointments at a location to be shown if the school value in open registration is not selected
• Associated grades are taken from Registration>Open Reg>Setup>Setup>Grade Levels that will appear
• Add address/directions which are displayed during the open reg process depending on the settings in Registration>Open Reg>Setup>Appointments

Blocks

Each Registrar Appointment Block is a set of appointment times that belong to a Location you have created.

A Location may have multiple Registrar Appointment Blocks assigned to it.

• These appointment blocks can have a location and teachers attached to it. Attaching a teacher allows the View screen to default to the correct registrar when a staff member goes to it
• Registrar Appointment blocks are what appointments are attached to. When an appointment is selected, its location is determined by the Registrar Block it is attached to.
• A Registrar Appointment Block cannot be deleted if they have attached appointments.
• Registrar Appointment Block locations cannot be changed if any of the appointments are taken.

FAQ

Q: Do I need to create both a Location and a Block to create appointments?

A: YES. One is required at a minimum for both. 

LOCATIONS represent the physical location appointments will be held. If you have a single central registration location, you will only need a single location created.

REGISTRAR APPOINTMENT BLOCKS represent a set of appointment times for a location. At least one is required.

Q: Can we create overlapping appointment blocks if we want 2+ parents to select the same date/time?

Yes.  You would need to create 2+ overlapping blocks - you can create them with the same time/dates. 

For example, you can have Block A, Mon-Fri, 9AM-1PM and then Block B, Mon-Fri, 9AM-1PM. 

With 2 created, separate parents will be able to pick the same exact slot 2 times until it shuts other users out. 

Mr. Smith can select 9AM on March 5th and then Mr. Adams can select 9AM on March 5th.  But a 3rd parent would not be able to select that same exact slot, since you only have 2 blocks etc.

Q: Is there a built-in report to pull this info?

Yes. It's report 31500.