Group Calendar.

Searching for Clients and Staff

• Search for a client or staff member by utilizing the search fields to narrow down the view of schedules you are looking at, if needed

  • EX: If you want to compare 1 client’s schedule against all of your staff, search for just that one client

Filtering for Clients

• Click on the small carrot to collapse the client view

• Click on the three bars to sort by:

  • Unscheduled Hours: Those with the least amount of hours scheduled that week will show up first on the list

  • Alphabetical: Client's first name in A-Z order

Filtering for Staff

• Click on the small carrot to collapse the staff view

• Click on three bars to sort staff by:

  • Availability: Staff with the most open availability will show up first on the list

  • Assigned to Client: Generates the staff in a list in which the first staff listed has the most clients assigned to them and the last staff listed has the least

  • Alphabetical: Staff’s first name in A-Z order

Percentages

• Client Percentage: IF you have set up the Scheduling Goal in the client’s authorization with a frequency of weekly, then this % will show the amount of hours scheduled toward that weekly goal for the week you are viewing

  • This percentage ONLY WORKS if the scheduling goal in a client's auth is set up weekly

  • If the client doesn't require an auth, that percentage will stay at 0% no matter what is scheduled

• Staff Percentage: Looks at their availability that week and tells you the % of scheduled time on their calendar

  • EX: If a staff is available M-F 8 AM-5 PM and they have appointments scheduled on their calendar M-F 8 AM-5 PM, that percentage would be 100

All hours/Working Hours

In the top right corner of your Group Calendar, if you click:

• All Hours: 24 hours/day will display

• Working Hours: The hours set up in your Settings will display

Staff and Client Filter

• Click on the Staff & Client Filter in the top left of your Group Calendar to filter for certain clients and staff

• Staff Members can be filtered by:

  • Location(s) assigned to their profile

  • Title

    • Assigned to their profile and connects to a certain role which grants them appropriate permissions

  • Service Line

    • This is not frequently utilized

    • Can add to your staff profiles

• Clients can be filtered by:

  • Location assigned to profile

  • Service Line

    • As set up when assigning a funder to a client profile

  • Assigned to

    • EX: Just the clients that are assigned to a specific staff

  • Status

    • Even though your inactive statuses appear in this drop down, the calendar view will only show clients with an active status

• Can filter by certain staff or client name(s). Highlight by using the Shift key to select multiple if needed

• Advanced Staff Member Options:

  • Employee Type

    • Optional to set up in your Settings and assign to staff profiles

  • Supervisor

    • If assigned a supervisor to the staff member

  • Credentials

    • Pulls from the Licenses/Certifications tab on a staff profile

  • Languages, Age Groups, Experience, Can handle Aggression

    • All optional areas on the Attributes tab of staff profiles

  • Assigned to Client

    • If you are pulling by certain client(s) and then select “Assigned to Client”, staff assigned to those clients will populate in the Staff list

• If there are common filters that you like to utilize to view the Group Calendar, you can save those filters:

  • Set up your filters>Click in the “Save Filter” drop down>Name your Filter>Click Submit

  • Going forward, that filter will be in your Saved Filter drop down to select

Availability

• If the availability of the client and/or staff is set up in their profiles, you will see this displayed on the Group Calendar as:

  • White: Available

  • Grey: Unavailable

• This view is helpful to look at availability for multiple staff at once to find last minute coverage