Skip to main content

Block Scheduling (User Guide)

Lance Radebaugh
  • Updated

Prerequisites

Before using Block Scheduling, confirm that the Appointment System is enabled for your organization and that you have permission to access Block Scheduling, Appointment Types, Schedule Days, Time Slots, and Available Dates should be configured before applicants or clients begin booking appointments.

Overview

This guide explains how to configure and use Block Scheduling. Block Scheduling allows your organization to create appointment types, define schedule days and time slots, generate available booking dates, and allow applicants or active clients to book appointments through the portal.

 

⚠️ Warning: System-level settings, including enabling the Appointment System and SMS reminders, must be changed by PlanStreet Support. Contact Support if these settings need to be enabled or updated.

2. Create Appointment Types

Appointment Types define the types of appointments that applicants or clients can book, such as food pickup, screenings, appointments, or program-specific services.

  • From the Block Scheduling tile, open Appointment Types.
  • Select Add New to create a new Appointment Type.
  • Enter the appointment details.
  • Choose either Active or Allow New Clients (Applicants). Selecting Active means only active cases will have access to this appointment type through the Client Portal. Selecting Allow New Clients (Applicants) means applicants will also have access to this appointment type. Applicants will only be able to view the Appointments and Appointment History tabs in the Client Portal.

  • Select Save.

Block Scheduling tile in Street Admin

Appointment Types Management screen

Appointment Type setup window

Appointment Type Fields

  • Name: Enter the name of the Appointment Type that users will see.
  • Description: Add a short explanation of the appointment purpose.
  • Agreement: Optional, add agreement terms or instructions that may appear during booking.
  • Location: Enter the default location, if applicable.
  • Custom Logic Placeholder: Optional, enter a custom logic value only if your organization uses booking restrictions.
  • Allow New Clients: Select this option if applicants should be able to book this Appointment Type.
  • Active: Select this option to make the Appointment Type available.

 

💡 Tip: Use clear Appointment Type names so clients can easily identify the correct appointment to book.

⚠️ Warning: Only select Allow New Clients for Appointment Types that applicants should be allowed to book before becoming active clients.

 

3. Apply Booking Restrictions, If Custom Logic Is Enabled

Booking restrictions are optional. They are used when your organization needs custom rules to control when or how often clients can book appointments. If no restrictions are required, leave the Custom Logic Placeholder field blank.

When the value StreetWiseCustom is entered in the Appointment Type, the system can enforce custom booking rules based on your organization’s requirements.

Examples of Booking Restrictions

Example 1: Prevent Frequent Bookings

  • Rule: If a client already has an appointment booked, they must wait 6 weeks before booking again.
  • Use Case: Helps manage demand and support fair access.
  • Applies To: Weekday Pantry and Working Family Pantry appointment types.

Example 2: Control Event Availability

  • Rule: Mobile Food Pantry appointments can only be booked 14 days before the 2nd Saturday of the month, starting that Monday at 12 AM.
  • Use Case: Prevents early booking for limited event-based appointments.
  • Applies To: Mobile Food Pantry appointments.

Example 3: Prevent Scheduling Conflicts Around Mobile Food Pantry

  • Rule: A client cannot book a Mobile Food Pantry appointment if they already have another appointment within 2 weeks before or after the Mobile Food Pantry date. This restriction should also apply the other way around.
  • Use Case: Avoids double-booking around high-demand appointment dates.
  • Applies To: Mobile Food Pantry and other appointment types, based on configuration.

Example 4: Prevent Same-Day Duplicate Bookings

  • Rule: A client cannot book multiple appointments on the same day for the same appointment type.
  • Use Case: Prevents duplicate bookings and helps keep appointment availability fair for other clients.
  • Applies To: All appointment types, if configured.

Example 5: Enforce 48-Hour Booking and Cancellation Window

  • Rule: Portal users must book or cancel appointments at least 48 hours before the appointment date and time.
  • Use Case: Prevents last-minute bookings or cancellations and gives staff enough time to manage appointment availability.
  • Applies To: Portal users.

⚠️ Warning: Custom booking restrictions are organization-specific. Contact PlanStreet Support if custom logic needs to be added, removed, or changed.

 

4. Configure Scheduling and Slots

After Appointment Types are created, configure the schedule days, time slots, and available dates that control when appointments can be booked.

4.1 Schedule Days Tab

  1. Open the Schedule Days tab.
  2. Select the Appointment Type.
  3. Assign the days when appointments can be scheduled, such as Monday or Wednesday.
  4. Configure the recurrence pattern, such as weekly or monthly.
  5. Save your changes.
  6.  

💡 Tip: Schedule Days define which days are eligible for booking. Time Slots define the actual appointment times available on those days.

 

4.2 Time Slots Tab

  • Open the Time Slots tab.
  • Select the Appointment Type.
  • Select the Schedule Day.
  • Enter the available Start Time.
  • Enter the Total Slots available for that time.
  • Enter Emergency Slots, if staff should be able to reserve or manually book a portion of the available capacity.
  • Select Allow New Clients if applicants should be allowed to book that specific slot.
  • Save your changes.

Manage Time Slots by Appointment Type and Schedule Day

 

💡 Tip: Think of Time Slots as the appointment blocks clients or applicants see when booking.

⚠️ Warning: Emergency Slots are generally intended for staff-assisted or manual booking workflows using the scheduler module. Use them carefully so regular appointment capacity is not overstated.

 

4.3 Available Dates Tab

  1. Open the Available Dates tab.
  2. Select the Appointment Type.
  3. Select the Schedule Day.
  4. Select the recurrence pattern or schedule interval.
  5. Select the date range to generate, such as the next 3 months, 6 months, 1 year, or 2 years.
  6. Click Generate Dates to create available booking dates.
  7. Use View Available Dates to review the full schedule.

Generate Available Dates

 

💡 Tip: Generate dates far enough in advance so clients can book future appointments without staff needing to update the schedule every week.

 

5. Admin Tools, Reference

The following tools are available in Block Scheduling and do not need to be completed in sequence.

  • Manual Booking: Book appointments on behalf of clients, often using emergency slots.
  • View Appointments: View all scheduled appointments in the system.
  • Cancel Appointments: Select and cancel an appointment. The client or applicant may receive a notification.
  • Booking Bans: Restrict clients from booking certain appointment types for a set period. Existing bookings in the restricted timeframe may be automatically canceled.
  • Reminder Settings: Configure reminder notifications through email and text, when enabled for your organization.

 

⚠️ Warning: Reminder settings and SMS availability depend on your organization’s configuration and subscription. Contact PlanStreet Support if changes are needed.

6. Applicant Portal Access

  1. Applicants submit the Intake Form.
  2. Applicants receive an email with a link to create a portal password.
  3. After logging in, applicants can book appointments if the Appointment Type and Time Slot allow new clients.
  4. Applicants can view their Appointment History.
  5.  

💡 Tip: Use Allow New Clients when applicants should be able to book appointments before their case is moved to Active status.

 

7. Applicants to Active Clients

  1. From the Applicants tab, an admin reviews the applicant case.
  2. If approved, the case can be moved to Active status.
  3. Active clients use the same portal login.
  4. Once active, clients may have access to case details, assigned forms, appointment booking, and appointment history, depending on permissions.

Applicants tab with action menu

 

⚠️ Warning: Portal access is permission-based. If a client cannot see expected portal options, review permissions or contact PlanStreet Support.

 

Summary

Block Scheduling allows organizations to create Appointment Types, configure Schedule Days and Time Slots, generate available booking dates, and allow applicants or active clients to book appointments through the portal. The key setup sequence is Appointment Types, Schedule Days, Time Slots, Available Dates, then portal booking.

 

Need Help?

If you need assistance enabling Block Scheduling, updating system-level settings, configuring booking restrictions, or managing reminder settings, contact PlanStreet Support.

Related articles