New Scheduler Permission Based on Company Location Assignment

Setting the Permission

1. Log in and navigate to the Company Account>Roles

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2. Select the role you would like to edit

3. Scroll down to ‘Scheduler’ and select the new permission 'Staff: User and Staff Assigned to Same Location/Clients: Assigned to Same Location as User'

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• No role will be assigned this new permission by default

• The new permission is a stand-alone permission and is not dependent on the ‘Client Access’ permission

Searching for Staff/Client in Individual/Group Calendar and Appointment List

• Desktop: When users who have been assigned the new 'Staff: User and Staff Assigned to Same Location/Clients: Assigned to Same Location as User' permission are on the Individual Calendar, Group Calendar, or Appointment List and want to search for staff/client appointments, the staff and client search fields will only display the user, other active staff, and active clients with the same location assignment the user.

• Mobile Browser: When users who have been assigned the new 'Staff: User and Staff Assigned to Same Location/Clients: Assigned to Same Location as User' permission are on the Appointment List on mobile browser and want to search for staff appointments, the staff search field will only display the user and other active staff with the same location assignment the user.

• On desktop, these search restrictions will apply to both EVV and non-EVV views

Viewing Appointments

• When viewing the Individual Calendar, Group Calendar, and Appointment Lists (desktop & mobile browser), users who have been assigned the new 'Staff: User and Staff Assigned to Same Location/Clients: Assigned to Same Location as User' permission will be able to see the following:

  • All appointments assigned to the user even if the appointment is assigned to a client in a different location*

  • Appointments for other staff members who are in the same location as the user if the appointments have no client assigned or are assigned to clients in the same location as the user

• *Admins can still schedule staff for appointments with clients in a different location than the staff member but staff will not be able to open or take action on the appointment. When staff tries opening the appointment, they will see error messaging that says: "You do not have permission to access appointments for clients that are assigned to a different location. Please contact your company admin to request your permissions be updated if needed." 

• When staff is viewing the Appointment List on desktop and tries taking action on an appointment assigned to a client in a different location (using the bulk actions dropdown), they will see error messaging letting them know that they don’t have permission to take action on appointments for clients with a different location assignment

Creating/Editing Appointments

• When users who have been assigned the new 'Staff: User and Staff Assigned to Same Location/Clients: Assigned to Same Location as User' permission are creating or editing appointments, the Staff Member and Client fields will only display the user, other active staff and active clients with the same location assignment as the user.

• If an admin is scheduling a staff member for an appointment with a client in a different location than the staff, admin will be able to save the appointment but will see a warning message that says: "Staff member will not be able to open or take action on this appointment since they do not have permission to access appointments for clients that are not assigned to their location." 

Group Calendar Advanced Filter

• When users who have been assigned the new 'Staff: User and Staff Assigned to Same Location/Clients: Assigned to Same Location as User' permission are setting an Advanced Group Calendar filter, they will see the following:

  • The ‘Location’ fields will only display the user’s location(s)

  • The ‘Choose a specific Staff Member’ and ‘Choose Specific Clients’ fields will only display user, other active staff/active clients with the same location assignment as the user

  • The ‘Assigned to’ field will only display user and other active staff with the same location assignment as the user

• If user had previously set a default advanced filter, they will only see appointments that meet the default filter criteria IF the appointments also meet the new permission criteria (see ‘Viewing Appointments’ section above)

• Any search inquiries made by using any fields within the Advanced Filters pop-up will only generate results for appointments assigned to the user, other staff, and clients with the same location assignment as user

Mobile App

• Appointments assigned to the user that are for clients in a different location will NOT be displayed on the mobile app. The mobile app will only display appointment for the user if the appointment is for a client in the same location as the user or if the appointment has no client assignment.