Please Note: This guide is only applicable for users accessing our new Express v2 system. If you have not had your system updated to this version of Express you can find information on navigating clients in Express here.
The following guide will go through the settings to customise your diary in Express by adding your own availability, personalising your diary view and adding your appointment types, reasons for non attendance and blocked out time reasons.
Section 1 - Adding Diary Availability
Please Note: Access to this option is only available for Express only users who do not have access to the full PPS system. If you have a PPS system you can find the information for setting up diary availability here.
To add or modify your diary availability select the Settings menu in the top right hand corner of the system and then select Diary Availability.
Select the diary users to update the availability for. Here you'll find availability settings for each day of the week with 3 available diary session. To begin, tick the box beside each diary session that you want to set up for each relevant day of the week. You can then determine the availability duration in the From and To field and set your Appointment Duration. This is the default slot allocated for each appointment but you can alter this at the point of booking for each appointment.
You can set up availability as one session for your full working day or as a series of sessions by ticking the next session and adding the session times. For example, you may set up your morning sessions each day of 9am - 12:30pm and then tick the box for an additional session to add your afternoon sessions of 1pm-4:30pm which will allow a gap in your availability each day.
When set up for one week Save the changes and it will update your diary.
Adding the availability will apply it for the selected user for one year from the current week.
Section 2 - Diary Options
You can access the Diary Options by selecting the Settings menu in the top right hand corner of the system. The Diary Options allow you to select a default diary user and you can change the settings for the view on a mobile device. The other option also allows you to hide the diary for users that aren't available for the selected day when using the multi-diary view.
If you are not a Diary User in PPS, or if you have not selected a Default Diary User from the User Settings > Diary Options screen then you will be prompted to select a Diary User from the drop down list where it says Choose Practitioner. Once you have done so, that user's diary will load automatically.
Or you can select to view more than one user’s diary at a time. Use the Single/Multi User View toggle to view one practitioner's diary for the whole week or multiple diary users for one day.
Section 3 - The Diary View
Use the arrows before and after This Week/Today to navigate forward or backwards on the diary, or click the centre of this button to be taken straight back to the current week/day.
The Date Picker button opens a series of options for finding a diary date based on month, or via a monthly calendar view.
The next button along allows the toggling of Single/Multi User View. Click Choose Practitioners where you will see a list of practitioners to include in the multi user view.
Finally, you can Refresh the diary to view any changes or access Help & Information which provides a reference for all the icons in the Express diary.
Section 4 - Adding Appointment Types
Please Note: Access to this option is only available for Express only users who do not have access to the full PPS system. If you have a PPS system you can find the information for setting up Appointment Types here.
Access your Appointment Type settings by navigating to the System Settings in the top right hand corner of the system and then select Appointment Types.
This section allows you to add, modify or delete different appointment types. Specific durations can be added and you can add a charge amount for the different appointment types. When adding a new appointment you can select one of the appointment types and when completing the appointment the associated charge amount will show to charge the client for the appointment.
The two default appointment types will be showing here to begin with but can be modified and extra appointment types included by selecting Add.
Section 5 - Adding Reasons for Non-Attendance
Please Note: Access to this option is only available for Express only users who do not have access to the full PPS system. If you have a PPS system you can find the information for setting up Reasons for Non-Attendance here.
Access your reasons for non-attendance by navigating to the System Settings in the top right hand corner of the system and then select Reasons for Non-Attendance.
If a client fails to show up for an appointment or cancels ahead you can mark it as DNA (Did Not Attend). This will allow you to keep record of the event while re-opening the slot in the diary should you wish. This section allows you to add, modify or delete Reasons for Non-Attendance. Charge Amounts can also be linked to the reason for instances where appointments might be cancelled late or if clients do not show up for the appointment.
Section 6 - Adding Blocked Time Reasons
Please Note: Access to this option is only available for Express only users who do not have access to the full PPS system. If you have a PPS system you can find the information for setting up blocked time reasons here.
Where a Diary User needs to block out a section of their diary for a particular reason you can use Blocked Slots to act as an indicator that this user is not available for additional bookings at that time. You can add specific reasons in this section for the blocked out time to identify it easily in the diary.