Repeat appointments and classes

Booking a repeat series

In the diary, click an empty slot, choose the patient, service and time, then tick Repeat this appointment. Choose every week, every fortnight, every few weeks or dates you pick, and either how many in all or the last date. Press Check dates: every date is listed before anything is booked. The time stays the same through the clocks changing.

Clashes: skip or move

A date that can't be booked as it is says why: the practitioner has another appointment or a class, it's outside their hours, they're on leave, their diary is blocked, or the room or equipment is in use. Those dates start as Skip. To book them anyway at another time, give the row a new date or time and press Check again. When nothing clashes, press Book.

Home visits

If your clinic does home visits, tick Home visit and enter the address: every date is a visit there, with its travel charges. Each date is also checked for time to travel to and from other home visits that day, in a series at the clinic too.

Packages and memberships

If the patient has a treatment package for the service, choose it under Payment: each date uses a session while there are any left, and the rest are the usual price (the list marks which dates the package covers). A membership's included appointments apply by themselves, as for any booking.

Changing a series

Click any appointment in a series: it says which one it is ("2 of 6"). Choose This one, This and following or All upcoming, then move or cancel. When several move, each keeps its own date shifted by the same number of days, at the new time. If some would clash at the new time you're told which, and can move the others and leave those. Appointments already seen, missed or cancelled are never changed.

Setting up a class

First make the service a class: Settings → Services & prices, Class size (for example 8). Then in the diary click an empty slot and choose that service: the drawer becomes New class. Change the number of places if this one differs, tick anyone else running it, and tick A weekly class to set up a run of them (dates are checked for clashes just as for a series). A class holds its practitioners and its room even before anyone books.

The register

A class shows in the diary as one block with places filled, such as 5/8. Click it to see who's coming, each with their own status (Here, Attended, No-show, Cancel place) and how they're paying. Add people by searching for them; they can use a package session too. Each person can have a note, and the class has one shared note; both are kept encrypted. Someone whose visits a funder pays for shows the funder; when they're marked Attended, their place is charged to the case like any visit.

When a class is full

A full class can't take more. Add people to the waitlist for that class: when someone cancels their place, it's offered to the first people waiting, by text and email, exactly as a freed appointment is. People waiting for the class also show in the register, to add by hand when there's room.

Booking classes online

If the class service is bookable online, patients see the classes coming up with the spaces left, choose one and pay as for any booking. Full classes point them to the waitlist.

Moving or cancelling classes

Open the class and, for a weekly class, choose this one, this and following, or all upcoming. Moving takes everyone booked with it. Cancelling cancels everyone's place too (never counted as a late cancellation) and stops their reminders.