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Prerequisite "View Scheduler on the Case Board" must be enabled in "System Settings" for the case manager role, or for any role that requires this feature. This feature must be enabled by the system administrator.
PlanStreet allows scheduling appointments directly within the case file, eliminating the need to schedule meetings separately in the 'My Schedule' module. This feature has the advantage of tracking the specific activity that required the appointment.
Ensure that an email address is entered on the intake form in the Case Details tab of the case file. Only then will the client, the meeting attendee, be automatically added to the scheduled appointment. Scheduling an Appointment Click on the scheduler icon associated with an activity to bring up the 'Event' popup. From here, you can schedule an appointment for the case you manage. Fields on the 'Event' Popup • Title: Enter a title for the appointment. • Time zone: Specify the time zone for the appointment. • Start and End Dates and Time: Set the dates and times for the meeting. • Attendees: The client will automatically be added as an attendee because their email is associated with the case file. This also auto-selects the case workers assigned to the activity. The remaining caseworkers assigned to the case file will be visible in the dropdown menu. • Forms: Attach a relevant form from the dropdown list associated with the meeting for easy access and notification. • Services and Categories: Choose from the multi-select dropdowns to categorize your appointment using values from the 'Appointment Services' under 'Scheduler' in the street admin setting. • Status: Set the appointment status from the options available in the 'Appointment Status' dropdown, where the values are based on the 'Appointment Status' in the street admin setting. • Note: Add details needed for the appointment. • Location: Choose a location for the appointment, with address verification via Google. • Description: Provide a description of the appointment's purpose. • Repeat: "Schedule the appointment to repeat at specified intervals, if necessary." Viewing and Managing Appointments • The start and end dates of the activity are displayed on the card. • Hover over the scheduler icon to view the most recently scheduled meeting for the activity. • The 'Scheduler' tab is adjacent to the 'Forms' tab in the case file, displaying an agenda view by default. • View a list of scheduled appointments, change date ranges, and get detailed views by day, week, or month. • You can edit or view appointment details by double-clicking on the case file scheduler. Sync with Other Calendars Seamlessly switch between the PlanStreet system calendar, Google Calendar, and Outlook Calendar to ensure your scheduling and reminders stay synchronized across platforms. Conclusion PlanStreet's Case File Scheduler makes it easier than ever to organize and track appointments directly within a case file. All appointments will sync with the 'My Schedule' module, allowing you to view all appointments related to all case files. This provides a centralized and efficient scheduling experience for caseworkers and clients alike. |