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Scheduling Permanent Appointments

Section I - Scheduling the Appointment

If you have classes or Member appointments that you enter onto the calendar for an extended period of time, you can set the 'Perm Appt Alert' to be alerted two weeks before the appointment ends so that you can easily extend the appointment.

  • On the Schedule Matrix, click into the first appointment date and time that the permanent appointment begins.  For example, if the first appointment for the Member or class begins on Monday March 20th @ 7am, click into this timeslot under the appropriate Trainer.
  • Select the 'Appointment For' from the blue section.  If it is a Member, begin typing their last name and select the Member from the drop down.  If it is a class, select Class, then select the class from the drop down in the yellow section.  If there is a capacity, remember to set the capacity for the class.
  • Just below the Workout Length, you will see 'Perm Appt Alert'.  Select 'YES'.
  • Select the number of weeks from the 'Weeks Repeated' drop down.
  • Select the days of the week.
  • Click Add Appointment.Perm_appt.png

**If you do not select 'YES' next to 'Perm Appt Alert', you will NOT be alerted to appointments that are coming to an end.

 

Section II - Extending the Appointment

1.  From the Home Screen 

  • Home Screen
  • Look at the Alert Center on right
  • Select 'Scheduled Permanent Appointments Running Out'alert_center.png
  • In the actions sections on left, select 'Extend Appointment'sched_appt_run_out.png
  • Complete the information on the screen as needed
  • Select add appointment

**Notes on extending permanent appointments:

  • All of the previous form field values should be selected EXCEPT for Weeks Repeated.
  • The Date will default to 1 week from the Last Scheduled Appointment for Date and Time listed on the Scheduled Permanent Appointments Running Out report.  If you are extending the appointment out beyond 1 week, be sure to drop the Weeks Repeated down and selected the necessary number of weeks up to 52 weeks.
  • Class registrants are not copied into extended class appointments and will need to be added manually
  • A Permanent Appointment will remain on this list for two weeks as a reminder unless it is extended in the Scheduler.

 

2.  From Training Reports (This will allow you to pro-actively manage/extend your future appointments)

 

  • Reports -> Training -> Scheduled Permanent Appts Running Out
  • In the actions sections on left, select 'Extend Appointment'
  • Complete the information on the screen as needed
  • Select add appointment

FYI...

If you put an appointment on the scheduler with the Perm Appointment indicator set to yes - the 1-on-1 appointment will appear Yellow.

If you put an appointment on the scheduler with the Perm Appointment indicator set to no - the 1-on-1 appointment will appear Pink.

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