# Customer Service Management : Creating Group Appointments On Comm.care, an appointment is an instance when a service is scheduled to be delivered to a person/group. In order to create a group appointment, you have to add the [Group Service](Set%20up%20Group%20Services.md) to all related [participants' roadmap](Add%20Group%20Support%20Services%20to%20Roadmap%20-%20Day%20Programs.md) first. Creating appointments from Circle's calendar isn't an option since you'll schedule one appointment for an entire group. That means you have to do it from the **Organisation Calendar**. # Create a Group Appointment Go to **My Organisation > Calendar > Add Group Appointment**, then select the group service from the drop-down list.  Now you need to complete the new appointment form: - **Title**: Name the appointment. A good option is to call it something meaningful like Lego. - **Date:** Select the date and time of the appointment for the group. - **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. - **Service:**: This has been auto-populated already. - **Circles**: This has been auto-populated based on the circle's roadmap. This means if the 'Lego' service is already added to the circle's roadmap, the circle will be auto-populated in the group appointment for 'Lego'. You can remove any participants who are no longer part of the group; in this case, you might need to update Apportioned Pricing in the [Group Service](Set%20up%20Group%20Services.md). - **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 Group Progress Note later.  - **Support Item**: You've created the support items based on apportioned pricing following the tutorial [Add Group Services to My Organisation](Set%20up%20Group%20Services.md). To add those line items to the group appointment, click **Add Support item** and select from the drop-down list. Match it with the correct claim type (Direct service or Non-face-to-face). - **Non Billable:** This item is available for all appointments or 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, and you can enter time, quantity and price.  As you can see from the the above example: - **Direct service (F2F):** For the Lego service provided - **Preparation (NF2F)**: For the preparation time of Group service - **Centre Capital Cost**: Capital cost for the duration of the location where the service is conducted - **Activity-Based Transport**: To charge the travel transporting participants to and from the activity, based on kilometres (km). It is a good practice to charge as per set kilometres across all the participants to make it easy for you to claim. For more information, you can read this [Charging Activity Based Transport in NDIS tutorial](How%20to%20invoice%20Activity%20Based%20Transport%20in%20Comm.care.md). - **Repetitive**: Toggle on this option if the appointment is a recurring one. Then you can set up the repetition rule based on you preferences. ([See more details](Create%20or%20Delete%20Appointments.md)).  - **Attendees**: Select from the list to assign an attendee(s) providing the service. Only mutual attendees will be listed in a group appointment to ensure the privacy of each circle's information. - **Save**: You can **Save Only** to save the appointment without notifying the staff, or **Save & Notify** to both save the appointment and inform the staff. Congratulations! You have created your first group appointment. Now you can click the appointment to see more information about it. While you can see the group appointment's information on [your Calendar](About%20My%20Calendar.md), Circle's Calendar, or [Organisation Calendar](About%20Organisations%20Calendar.md), you can only edit it by opening it from the Organisation Calendar. 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 have completed Progress Notes will have a green page instead. Next, let's see how to create [Group Progress Notes here](Documenting%20Group%20Progress%20Notes.md). # Duplicate from an Existing Group Appointment Duplicating a group 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 rostering. Here’s how to duplicate a group appointment: 1. Open the group appointment you want to duplicate on Organisation Calendar. 2. Click the Duplicate button at the bottom-right corner.  3. Edit the details of the new group appointment as needed. 4. Click **Save & Notify** or **Save Only** to finalise. *****The duplicated group appointment will: - Have the Date automatically set to the current day. - Not have any repeat rules from the original appointment (if any)