Unarchive Appointments (Website-Desktop Only) Tutorial

Set Company Account Permissions

Go to company account>scheduling>

See new option “Allow Staff to unarchive auto archived appointments”.

Open

• Toggle is turned on by default

• Toggle in company account controls if the functionality will be available for the account.

• Staff must be provided permission in Company Account>Roles separately. (see #2)

• If Toggle is turned “off”, no staff regardless of prior permissions will be able to unarchive appointments.

   

Set Staff Role Permissions

Go to company account>Roles> click edit permissions on the role you wish to edit.

Under scheduler permissions, click the “unarchive appointments(Auto Archived Only) checkbox to provide users assigned to the role permission.

Open

• By default Role 4 has the permission selected

• If company account toggle is Off, then the permission will not be visible in company account roles.

• "View Calendar" and "View Appointments" permissions will be auto-selected IF they are not already selected at the time

Manage Unarchive Reasons

In company account> scheduling

Scroll down to section “Unarchive Reasons”

Users can add and edit unarchive reasons, which will be used to explain why an appointment is being unarchived

• Unarchive reasons are required. If a reason is not selected, then the system will provide warning.

• By default, there will be three active reasons: auto archived in error, staff needs to take action on appointment, and need access to connected data that may be edited if desired.

• At least one reason must be active

Unarchive button

In an archived appointment, user with permission will see a button labeled “unarchive”.

• This button is only visible for appointments which have been archived

• Only staff with permission to Unarchive appointments will see this button.

• IF the company account toggle for unarchive feature is turned off, no users will see the unarchive button.

Unarchive Appointments

After clicking the unarchive button, the user will be given two prompts:

Prompt 1: confirm you want to unarchive the appointment

Prompt 2: IF user selects “unarchive”, then user will need to select a reason for unarchiving the appointment

Then click “Apply”

The system will update the appointment to its previous status before it was unarchived

AND

The checkbox for “Unarchived” will be selected with the reason user selected.

• Super Important: When unarchiving appointments you now have the “power” to override any funder scheduling rules that were set to “ Do Not Allow”. The system will inform you when this occurs and you will have the option to not un archive those appointments.

Why is this allowed? So users do not need to send tickets in to request this task be completed by Rethink which could take longer than customers desire.

Unarchived Audit Trail Records

When an appointment is unarchived an “Unarchived Appointment” record will be generated in the appointment audit trail.

Audit Trail Report (Reporting Dashboard)

Identify un archived appointments in the Billing and Payroll Export

In the Billing Export

Un archived Appointments will display with Validation

“uUnarchived-unarchive reason selected”

In the Payroll Export (Timesheet Entries and Non Payable Tab)

Un archived Appointments will display with Alert

“unarchived-unarchive reason selected”

• In billing exports, the unarchived reason can be seen in the Validations column

• In payroll exports, the unarchive reason can be seen in the alert column in the Timesheet Entries and Non Payable tabs.
  
  
  

Filter for Un-archived Appointments in appointment list

In the appointment list, select the new filter “show only un-archived appointments” if you want to only see unarchived appointments in the list view.

Viewing an unarchived appointment on mobile

On appointment details view in mobile browser and app, the user will be able to see if an appointment has been unarchived, along with the reason the appointment was unarchived.

Mobile Browser:

Mobile App:

• Unarchiving feature not currently available on mobile browser and app.