Setup & Manage Appointment Book Templates in D4Web

Setup & Manage Appointment Book Templates in D4Web

Quote
The appointment templates are created to ensure each Provider has the correct weekly settings such as start/ finish times, breaks, days not available etc.

How to find Appointment Book templates

  1. Click the navigation menu > Appointments > Hamburger menu > Setup all Books 

Create a New Appointment Book

  1. Click ADD NEW
    1. Location: Select if applicable
    2. Description: Enter the name of the book
    3. Optional Settings:
    4. Start At / Finish At: Enter basic start and finish times
    5. Interval: Set the appointment slot duration, minimum of
    6. Copy of: Select an existing book to copy settings and template
      mceclip1.png
    7. Click OK 
  2. Back in the "Setup Appointment Books" window:
    1. Select the book name in the Books list
    2. Click TEMPLATES

Design / Update Appointment Book Templates

Templates in the appointment book cater to: Start and Finish Times, Weekly Meetings, Regular Breaks, Lunch Breaks, Days Off / Not Working Each Week, Pre-Set Slots
Once the New Appointment Book has been created (see above instructions): 
  1. Select the Book
  2. Click TEMPLATES
  3. In the Templates Settings:
    1. Click Add [+] icon to enter the date the template becomes effective
    2. Enter the Start date of the template
    3. Click OK
  4. Right Click Insert New > 
    1. Break: Use to add Lunch, Meetings and to prevent bookings at the start / end of a day
    2. Preset Slot: Use to enter predetermined Preset Slots, such as Emergency Work Only
    3. Nonstandard slot: Use to enter anything less than the standard slot duration, e.g. 4mins
      mceclip1.png
  5. Click Template Parameters: Use to change the start/finish times and slot duration
    1. Enter the new Slot Duration 
      mceclip2.png
    2. Click OK
      NotesRepeat steps for any other days if applicable
      Here you can also select if a day is a Holiday, which is then removed from view when working in the Appointment Book
  6. When finished:
    1. Select Whole Template radio button
    2. Click APPLY TO THE BOOKS DAYS
    3. Click EXIT

Setup Fortnightly / Alternating Weeks Appointment Book Templates

The Fortnightly/Alternating Weeks feature allows the user to customise the book setup for a Week 1 and Week 2 template.
  1. Select the book 
  2. Click MODIFY
    1. Select: Fortnightly - Alternating Weeks from the Recurrence drop list
    2. Click OK
  3. With the selected book still highlighted:
    1. Click TEMPLATES
  4. Add a New Period Start date, this helps facilitate a clean start to your template
    Alert
    Week 1 is determined by the first Monday of a period date. Therefore, if the period start date falls on any other day of the week, It is advised that the period start date is set to the Monday of week 1 otherwise, the new template will commence the following week (Monday). 
  5. Select Week 1 radio button
    1. Click Add icon
    2. Enter the New Period Start Date
    3. Click OK
    4. Commence setup of each day as required. See Instructions Update / Design Appointment Book Template
    5. Select Whole template radio button
    6. Click APPLY TO THE BOOKS DAYS
  6. Select Week 2 radio button
    1. Commence setup of each day as required
    2. Select Whole template radio button
    3. Click APPLY TO THE BOOKS DAYS

A view of Week 1 and Week 2 example templates

Setup Odd and Even Days Appointment Book Templates

The Odd/Evan Days feature allows the user to customise their Appointment book setup for an even day and odd day of the month.
Even and odd days are determined by the date it is in that month, NOT on the principle that the dentist works every alternate day/weekend
Alert
Before proceeding checkout the Setup Fortnightly / Alternating Weeks Appointment Book Templates instruction above to work out if this may be more suitable to your requirements
  1. Select the Book
  2. Click MODIFY
    1. Recurrence: Even/Odd Days Sensitive
    2. Click OK
  3. Click TEMPLATES
  4. In the Templates Settings:
  5. Select Even days radio button
    1. Click Add icon
    2. Enter the New Period Start Date 
    3. Click OK
    4. Commence setup of each day as required. See Instructions above to Update / Design Appointment Book Template
    5. Select Whole template radio button
    6. Click APPLY TO THE BOOKS DAYS
  6. Next, Select Odd Days
    1. Commence setup of each day as required
    2. Select Whole template radio button
    3. Click APPLY TO THE BOOKS DAYS
    4. Click EXIT

Insert Regular Breaks into Appointment Template

To insert a break that is repeated every week on the same day at the same time, add the break to the template.
  1. Select the Book
  2. Click TEMPLATES
    1. Right click on required appointment time slot
    2. Insert New > Break

    3. Select Start at, End at and Duration
    4. Choose background colour, Text colour, Work time
    5. Click OK
    6. Click APPLY TO BOOKS DAYS 
    7. Click EXIT

Add Preset (Pre-Booked) Slots to Templates

Pre-booked slots can be added to a template or on an individual day. The below instructions are for a template
  1. Select the book
  2. Click TEMPLATES

    Notes
    If the new slots commence from a preset date, ensure you add [+] a new period date first
    1. Right click on the time to add the slot to
    2. Insert New > Preset Slot
    3. Enter the Start and End time / enter a Duration
    4. Select the Slot Type
    5. Click OK
      mceclip1.png
  3. When finished:
    1. Click Whole template radio button
    2. Click APPLY TO THE BOOK'S DAYS
    3. Click EXIT


Create Appointment Book Stencil Templates

A predefined template created/applied against an Appointment Book is called a Stencil and is used to minimise the time taken to set up Appointment Books. The Stencil must be setup initially, before it can be used multiple times against any appointment book.
For example: A Stencil could be created for new Providers; meaning whenever a new Provider starts, the ‘New Provider’ Stencil is applied to their appointment book.
In the 'Setup appointment books' window:
  1. Select Stencil
  2. Click ADD NEW
  3. In the 'Stencil' Window:
    1. Location: Select the location if applicable
    2. Description: Enter the name of the stencil
    3. Is Active: Used to make a stencil inactive
    4. Start at / Finish at: Enter the default start and finish times
    5. Interval: Enter the minutes per slot
    6. Copy of: Tick to copy an existing stencils' details
    7. Click OK
  4. Back In the 'Setup appointment books' window:
    1. Select the Stencil
    2. Click TEMPLATES

    3. Design the template for this stencil, following the same steps as a Design / Update Appointment book templates
    4. When above steps are completed, click EXIT In the 'Setup appointment books' window

Apply a Book Stencil to an Appointment Book Template

Once a Stencil has been created, it can then be applied to appointment book templates. Stencils can be applied to an individual or multiple books at once.

Apply to an Individual Book

  1. In the 'Setup appointment books' window:
  2. Select Linear radio button
  3. Highlight the Book to apply the stencil to
  4. Click TEMPLATES
    Notes
    To set a New Period Start Date for the changes, add [+] a new period date first 
  5. To apply the Stencil:
    1. Select from the available list
    2. Click APPLY
    3. Select Whole Template radio button
    4. Click APPLY TO THE BOOK'S DAYS
    5. Click EXIT

Apply to Multiple Books

  1. In the 'Setup appointment books' window
    1. Select Stencil radio button
    2. Highlight the Stencil to setup
    3. Click BOOKS
  2. Click ADD for each book that will be included 
    1. Use the drop list to select the Book & Book Period
    2. Click APPLY TO THE BOOK'S DAYS
    3. Click EXIT 
  3. And click EXIT in 'Setup appointment books' window

Inactivate (remove) an Appointment Book

When an Appointment Book is no longer needed, after moving all upcoming appointments to the relevant replacement / other book, make it inactive
  1. Select the Book
    1. Click Modify
    2. Remove tick from Active box
    3. Click OK
      mceclip1.png
  2. If the book is included in an Appointment Book Group, a message will appear
    1. Click OK
      mceclip2.png
    2. Remove the book from the Group
  3. Click EXIT

Reactivate an inactive Appointment Book

An inactive Appointment Book can be reactivated by:
  1. In the "Setup appointment books" window:
    1. Tick Box: Show inactive books as well
    2. Highlight the book
    3. Click MODIFY
  2. In the "Linear book" window:
    1. Tick Is Active box 
    2. Click OK
  3. Click EXIT

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