PPS Diary Events allow for single bookings that contain multiple attendees. They can be used to demonstrate that a room or practitioner is booked for a class, meeting, or event. Events allow you to easily view and modify attendees and bill them individually. Alternatively, a single client can be set to be used for billing purposes.
Creating an Event Type
Like with appointments, setting Event Types allow you to allocate particular charges, durations and activities to a form of diary booking. To set a new Event Type go to Tools > Look Up Tables. From here, double click on Appointment Type which can be found under the list of Appointments Diary Tables.
Press Add to create a new Event Type, or double click on an existing entry to modify it.
From the modify screen you can give your Event type a name, a Department and a category. Be sure to assign the Type as "Event" to make it available when adding events to the diary. In the Default Charge Code dropdown you can select a charge code to associate to the event. This is the charge that will be brought through when billing attendees of the event. From here you can also set confirmations, reminders and follow-up activities to be sent out to the event’s attendees. You can also assign default duration. Expanding the screen using the More button presents options for making the event available in Online Booking. You can also restrict which practitioners/locations the event is available for.
Creating an Event
Once you have created your Event Type you are ready to start adding events to your appointments diary.
Press Event at the top of the screen to open the window where you can create your event. If you have a slot in the diary highlighted then this will be populated in the date and time field. If not, this can be input manually.
From the Diary Event screen you have the ability to create a name for the individual event as well as assigning your Event Type. You can also alter the practitioner, location, department and room that the event slot is assigned to, if applicable.
If you’d like to assign one client to be responsible for the billing of the event then they can be added here, along with any notes you may require.
When creating an event you have the option to set a minimum and maximum attendance. When both of these are set the number of places remaining will appear alongside minimum threshold in the diary slot itself.
To add attendees to your event enter all or part of the client’s surname or client number in to the relevant fields and press Search. This will open up the PPS client search window to allow you to select the relevant client. To expand the search press the search button without entering any name or number information.
You can also press the client icon to add the client you already have selected. Once the name of your chosen attendee appears under Attendee Name press Add to List to add the client to the list of attendees.
To remove an attendee highlight the name in the list and choose Remove from List.
Repeating an Event
If the event is one in a series then you can repeat it through the diary using the Repeat function. Press Repeat in the bottom left corner of the Event. From here you have the option to repeat the appointment as required for as many instances as is necessary.
When repeating an Event with attendees already listed you will be asked if you would like to also repeat the attendees for all subsequent events.
Billing an Event
Like with standard appointments, double clicking on the client name in the list of the attendees will open up the Client Appointment options. From here you can set attendances statuses, mark as DNA or issue activities and labels. Using the Complete this Appointment option you can open up the standard Complete screen where you can bill the client, make subsequent bookings and schedule follow-up contact.
Extra Information: If you're viewing your diary in List Style then double click individual attendees to access the Appointment Options menu. If you're using Diary Style then double click the event to access the event screen and double click individual attendees from there.
To access Cash Desk for individual clients within the event screen highlight their name and press the Cash Desk button. If you have selected to have one client be responsible for the billing of the entire event then highlight the event in the diary and choose either Create a Charge or Cash Desk. The selected client and any standard charge for that Event Type will be brought through.