# Customer Service Management : Create or Delete Appointments In Comm.care an appointment is an instance when a service is scheduled to be delivered to the person/Participant. In order to create an appointment for that person, their Circle first needs to have the relevant service added to the Roadmap - see [Add your services to Roadmap](Add%20Support%20Services%20to%20Roadmap.md). The **Circle Calendar** shows the Participant's appointments, including yours and your colleagues. > _**Note:** Comm.care revolves around the idea of person-centred care and so you can only create appointments based on the Circles and not staff._ There are three ways to create appointments for the Circle in Comm.care. - [From My Circle's Calendar](Create%20or%20Delete%20Appointments.md) - [From My Organisation's Calendar](Create%20or%20Delete%20Appointments.md) # 1. From My Circle's Calendar Click on **My Circles** **>** **Select the Circle** > **Calendar** > **Add Event > Add Appointment** on the top right or scroll through the time-slot in the calendar _(refer to the image below)._  Complete the new appointment form. - **Title**: Name the appointment. A good option is to call it something meaningful like Assistance with Daily Activities. - **Duration:** By default, this value is 60 (mins). You can enter another value here. The duration of the appointment doesn't necessary needs to match the total time of of the support items. - **Related Services**: Select the service that will be provided in this appointment. If you can’t find the service listed it is because the service is not active in the Roadmap. - **Default Progress Notes Template:** Select a default template from the list of your organisation’s Progress Note Templates. This will save you time when creating the Progress Note later. - **Support Items**: Select 1 or more support items provided for the service delivery in a single appointment. E.g, you can select Community participation = Direct service + Provider travel + Activity-based transport, with correct time and quantity in the appointment itself, and it will pre-populate the fields in the Progress notes. The system will automatically populate pre-agreed travel time when you select the correct line item. To know more on how to invoice Provider Travel using multiple lines, see: [How to invoice Provider Travel in Comm.care](How%20to%20invoice%20Provider%20Travel%20in%20Comm.care.md) - **Non Billable:** Select a Non Billable item from the list if you want to include it. This item is available for all appointments and progress notes of NDIS-funded services, though it is neither linked to the service nor used for invoicing. Here it is used for internal purposes, like you need to pay your staff for expenses that won’t be charged to your clients. It has a fixed Claim Type as Non billable.  - **Attendees**: Select the staff member/s that will be present at the appointment, this way the appointment will also appear on the attendee's calendar. - **Date**: At what time will the support services be delivered? Don’t set the period of time the service will be repeated over, you have done that already when you added the service. This is just one appointment. You will set the repetition option on the next field. - **Instructions**: Leave any handy instructions for the person providing the service like; _Social outing to Cultural Center - Mike, disability taxi driver picks up 10:30 returns approx 11:45._ - **Repetitive**: Switch on to set up a recurring appointment. - **Location**: Where will the appointment take place? Pro-tip: Are you NDIS Funded? Set up the line item within the appointment, then all the related Progress Notes will have that line item. This is perfect for support workers, as the risk of them making a mistake when selecting line items during Progress Note creation is virtually eliminated! With the smart filters, you can now view the Circle's appointments as per the Roadmap and the attendees.  # 2. From My Organisation's Calendar Now you can create multiple appointments for multiple Circles in a single place and can have a single view of all the appointments. Click on **My Organisation > Calendar > Click on Circle's tab on the right > Add Appointment**  ## Create Appointments using Staff Availability > **Note:** This feature is only available for enterprise plan users. ### Step 1: Create appointments for the clients. Once you know which staff members are available, switch to the ‘**Circle**' filter and create appointments for your clients.  ### Step 2: Assign available staff members. When creating appointments for the Circle, Comm.care will take into account the time and duration of the appointment and show you the available staff members to roster as shown below:  > **Note:** If a staff member has not mentioned their availability or their availability field in their profile is blank, they will be shown as available at all times by default. ### Step 3: Save the appointment After assigning an available staff member to the appointment, be sure to save the appointment and/or notify the assigned staff member by clicking ‘**Save & Notify**’. > **Note** > > - Because you have multiple Circles here, please be sure of the Circle you select and add an appointment for. > > - Once you create the appointment, don't forget to **Save** (Save Only or Save & Notify) > > - In case of **Save & Notify**, the attendee will receive an email notification. > > - Attendees can now click on **'Reply to'** once they receive the notification to confirm or to request any changes to the appointment. > # Duplicate from an Existing Appointment Duplicating an appointment allows you to quickly create a new appointment with nearly all the same details. This saves you time by pre-filling repeated information, like line items, when scheduling new appointments. Here’s how to duplicate an appointment: 1. Open the appointment you want to duplicate. 2. Click the Duplicate button at the bottom-right corner.  3. Edit the details of the new appointment as needed. 4. Click **Save & Notify** or **Save Only** to finalise. *****The duplicated appointment will: - Have the Date automatically set to the current day. - Not have any repeat rules from the original appointment (if any) # Set up a Recurring Appointment Toggle on the option **Repetitive** to set up repeating rules for the appointment. Select the type of repetition: **Hourly, Daily, Weekdays, Weekly, Monthly.** Each type has different options, which are designed to help you quickly automate the process. For example: - To set up an Appointment that repeats every Tuesday and Thursday, select: - Repeat: Weekly - Every: 1 (week) - Weekdays: Tuesday and Thursday - You can also **set an end date** for the recurring appointment.  - To set up an appointment that repeats on the second Monday of each month: Select - Repeat: Monthly - Every: 1 (month) - On the: Second Monday. - You can also **set the numbers of occurrence times** for the recurring appointment.  Once done, don't forget to save changes. Comm.care gives you two options while doing that: 1. **Save Only:** To save the appointment created but do not notify the staff 2. **Save & Notify:** To save the appointment and notify the staff about it. Choose the best option for you and Congratulations! You have created your first appointment. Now you can add all the other appointments related to the other active services. Click on an appointment to see more information about the specific appointment. You’ll notice that there is a red page next to your appointment. This red page means that the Progress Note for that appointment has not yet been completed. Appointments that do have completed Progress Notes will have a green flag instead. See how to create [Progress Notes](Progress%20Notes.md). # Update a Recurring Appointment After you update an appointment that’s a part of a series (recurring appointments) and click Save, you will be prompted to select how the changes should be applied.  ## (1) Save all fields or only the updated fields: This option is meaningful if you select ‘The whole series’ or ‘All future occurrences’ in step (2) below. Ticking on the checkbox means you will overwrite ALL the fields of other appointments with the current appointment’s fields. If you don’t tick, you’re overwriting only the updated fields. **For example:** You have two appointments, named One and Two, which are part of the same series. Currently, Appointment One has Attendee: Staff A, while Appointment Two has Attendee: Staff B. Both appointments have a duration of 60 minutes, and their other fields are identical. When you update the duration of Appointment One to 120 minutes and select ‘Save all fields’, applying the changes to Appointment Two will result in the following: - Duration: 120 minutes (updated from Appointment One) - Attendee: Staff A (overwritten from the Appointment One’s existing field) ## (2) Apply the changes to: - **This Appointment Only:** Applies changes to the current appointment. - **The Whole Series:** Applies changes to all past, current, and future appointments in the series. - **All Future Occurrences:** Applies changes to the current and all future appointments in the series. Updating the appointments does not affect the linked progress notes. # Delete appointment/s **Open the appointment > Edit > Delete** If the appointment is repetitive (part of a series of recurrent appointment), you will need to select if you want to delete: - This appointment only - The whole series - All future appointments  # Avoid time clash with staff availability  When an appointment is booked with the Circle, apart from the available staff shown while rostering, Comm.care also shows a message box to give you a warning if the assigned staff is already booked. It enables the organisation to avoid scheduling conflicts and manage staff availability smarter. You still will be able to save the appointment in case of Group services or other cases where the worker has multiple appointments.