How do client appointments work?
Record client appointments, see who can view them in the Calendar and dashboard, and how they differ from the Communication Book.
Key Points
Client appointments (such as medical or therapy appointments) are recorded in the Appointment Details Form on the client's Details tab. It's a standard Form in every FlowLogic system.
Appointments can show in the Calendar when Show in Calendar is turned on for the Form's date field, and you can run automations off the appointment date.
Staff see an appointment if they can see that client's record. You can't limit one appointment to selected staff or team leaders.
Appointments are different from the Communication Book, which holds notes about the client and doesn't show in the Calendar.
Recurring appointments aren't available. Add each appointment as its own entry.
What appointments are for
Appointments keep your team informed about things happening in a client's life outside rostered support, such as a GP visit, specialist review or therapy session. Recording them in FlowLogic means coordinators and support workers who look after the client can see what's coming up and plan support around it.
Adding an appointment
Open the client's record. See How do I find and open a client record in the Client Section?
Go to the Details tab and find Appointment Details.
Click Add New and fill in the appointment details, including the date.
Save the record.
If you don't see Add New, your Group doesn't have add access to the Form. Ask your FlowLogic administrator. See How do I set permissions on Sections and Forms?
Making it work for your organisation
Appointment Details is one of FlowLogic's default Forms, so you can adjust it to suit how you work:
Show appointments in the Calendar: in the Form Editor, open the Form's date field and turn on Show in Calendar. See How do I use the Form Editor?
Rename it or change its fields in the Form Editor.
Choose who can use it by giving access to different staff Groups. See How do I set permissions on Sections and Forms?
Hide it if you don't use appointments, by removing access for your Groups.
Who can see appointments
When Show in Calendar is on, appointments show in the Calendar for everyone who can see the client's record. See How do I use the FlowLogic Calendar?
The Upcoming Calendar Events dashboard widget shows staff the appointments for the clients they have access to.
Like any other Form, access is set with Section and Form permissions (Read, Edit, Add, Read Own and Edit Own). You can't share one appointment with only some staff, such as team leaders.
Support workers can see appointments in the FlowLogic Workforce app, under Sections in the menu, if their Group has permission to see the Form. See How do support workers use the FlowLogic Workforce app?
Appointments vs the Communication Book
| Appointments | Communication Book | |
|---|---|---|
| Used for | Dated events, such as medical or therapy appointments. | Notes and messages about the client for the team. |
| Shows in the Calendar | Yes | No |
| Who sees it | Everyone who can see the client's record and the Form. | Depends on Section permissions. Staff with read own access only see their own entries. |
Appointment reminders
FlowLogic doesn't send appointment reminders by default. You can set up a record automation that runs off the appointment date, for example to email staff the day before. See How do I create a record automation?
Removing an appointment
Ask your FlowLogic administrator to remove an appointment that was added by mistake. Removed records can be restored from Record Management if needed.