Appointments can be Auto Archived for 4 reasons:

1. Staff Assignment is changed- Assigned Appointment Status- “Archived -Staff Change”

2. Client Assignment is changed-“Archived -Client Change”

3. Staff and Client Assignment is changed- “Archived -Staff/Client Change”

4. Appointment is Deleted on Website AND users syncs data for the appointment that was deleted on website AFTER it was downloaded to users APP-

“Archived -Deleted Prior to App Sync”

• These scenarios may not occur but if they do our system is ready to handle them

IF the Client, Staff or Client/Staff change is made on the Website BEFORE user downloads appointments on Rethink APP THEN:

Users will see an Archived Appointment that will display with:

• a grey exclamation icon

• an Archived label with the specific change reason

Open

• Archived appointments can be opened but no action can be taken on them.

• Changes to Appointment Series will not have auto archived appointments created

IF Client, Staff or Client/Staff change is made on the website AFTER user downloads appointments onto their Rethink APP THEN:

Since the appointment change will not be updated to the APP users can take action on the appointment and upon syncing will receive a message informing them that:

• The client/ and or staff was changed

• Their data will be saved to the Archived Appointment

• If you did not make changes to the appointment on the website please contact the person who manages your schedule.

• Archived Appointments will not by default pull into your company’s Payroll Export or Billing Export

• You can view archived appointments on the Individual Calendar or the Group Calendar of the website by checking the ‘Show Archived Appointments’ check box.

IF Appointment is DELETED AFTER user downloads to the Rethink APP THEN:

Users can take action on the appointment and sync data.

The system will “undelete” the appointment on the Website and create an “Archived” appointment.

Data will be saved to that Archived Appointment and they will receive the following message:

“The appointment was deleted on the website after you downloaded it to your APP.  Don’t worry!  We saved your data to an Archived Appointment so it will not be lost”

(add screenshot after iOS is updated)

The Appointment Status for the undeleted appointment will be Archived - Deleted Prior to Sync

• If you did not make changes to the appointment on the website we recommend you contact the person who manages your schedule.

• Archived Appointments will not by default pull into your company’s Payroll Export or Billing Export

IF Appointment Date is modified on website AFTER appointment is downloaded to the Rethink APP THEN:

User takes data and completes verifications on APP then syncs.

Upon syncing user will receive a message that their data did sync but that the Appt Date was changed.

• Data and verifications will sync to the appointment date that was modified on website

• Only applies to single occurrence appointments NOT in a series

Example: User downloads appointment dated 4/29/21 on App.

On Website the appointment date is changed to 4/28/21 on website.

After syncing the data will be connected to the appointment dated 4/28/21.

IF Service is modified on website AFTER appointment is downloaded to the Rethink APP THEN:

Upon syncing user will receive a message that their data did sync but that the Service was changed.

• The service that was changed on website will override the service that was synced from the App

• User will see updated appointment details on APP after logging in again.

IF Appointment Type is modified from Billable to Non Billable on website AFTER Appointment is downloaded to the Rethink APP THEN:

On App user can take data, complete session notes and verifications and upon syncing the data will be saved to the updated appointment on website which is now Non Billable.

A message will pop up informing user that the data is saved and that the Appointment Type and Appointment Status has changed.

• If a parent verification was captured on the app for the billable appointment it will not display on the website since parent verifications do not display for non billable appointments.

• If a session note was completed, it will be saved to the Billable Session Notes folder in the client filing cabinet since the note was completed within a Billable appointment on the APP before syncing.

IF Appointment Type is modified from Non Billable to Billable on website AFTER Appointment is downloaded to the Rethink APP

On App user can take data, complete session notes and verifications and upon syncing the data will be saved to the updated appointment on website which is now Billable.

The following message will appear:

• If a session note was completed, it will be saved to the Non Billable Session Notes folder in the client filing cabinet since the note was completed within a Non Billable appointment on the APP before syncing.