<< Click to Display Table of Contents >> Navigation:  HearAid On-Line Help > Work Areas > Calendar

The Calendar provides scheduling functions. The HearAid Calendar can simultaneously display appointment and task lists for any number of Resource and can be shared across a network

The Toolbar:

•The Search menu allows the user to search for

oAppointments containing user-specified text in the Subject

oSearching for Cancelled appointments so that they can be recycled

oFind Available Appointment times

•Confirm Appointment provides three ways to send a confirmation message to the client linked with the currently selected appointment/event

oThe Send Letter item and menu allows the user to print appointment letters. The list of letters can be extended by creating letter templates in Rich Text format and saving them in the ..\HearSoft\HearAid\Reports\Forms folder
 

oEach Calendar Resource can have its own Default Letter assigned in Lists|Resources, but the default selection can be overridden by making a different selection from the Letter list

oSMS and Email confirmations use ..\HearSoft\HearAid\Reminders\Confirmation Message.txt to generate the message; that file can be modified to suit your own preferred content using Tools|Editor

•The Reminders menu allows users to send appointment reminders to clients via email or SMS or both. Once reminders have been generated the status of affected appointments on the Day Sheet will change to Email Sent or SMS Sent as appropriate

oAll will generate email and send reminders for clients with an email address, as well as for clients with a mobile phone number entered in either Phone #1 or Phone #2 in Client Details

oEmail will generate and send reminders only for clients with an email address

oSMS will generate and send reminders only for clients with a mobile phone number. This option requires that the SMSAdvantage program software be installed on the computer being used to generate the reminders

oSMS and Email reminders use ..\HearSoft\HearAid\Reminders\Message.txt to generate the message; that file can be modified to suit your own preferred content using Tools|Editor. The Send Reminders window will also allow you to select a different message e.g. Cancellation Message.txt, and users can create additional messages: the only requirement is that messages are plain text files. The following merge fields can be included in messages:
 
<<Client Name>> the client's given and family name
<<FName>> the client's given name
<<LName>> the client's family name
<<Email_Address>> the client's email address (only used for email reminders)
<<Time>> the time of the appointment
<<Day>> the day of the appointment
<<Date>> the date of the appointment
<<Resource>> the Trading Name of the active Practice/Provider
<<SPhone>> the Site/clinic phone number to call
<<SAddress>> the Site/clinic address
 
So, as an example, here is the default Message.txt demonstrating how to use the merge fields:
 
<<Client Name>> has a hearing appt at <<Time>> on <<Day>> <<Date>> at <<SAddress>>. Please reply Y to confirm or call <<SPhone>> to change or cancel the appointment
 
and after merging it would appear as
 
Lindsay Symons has a hearing appt at 9:00 on Monday 01/01/2025 at 55 Edward Street, Shepparton. Please reply Y to confirm or call 5821 6600 to change or cancel the appointment

oReset Status cancels the reminder status from Email Sent or SMS Sent and sets it back to Appointment

•Show Work Time Only hides times outside the Day Begins/Day Ends range set in Tools|Calendar

•Show Calendar Hints will display a hint showing the full content of the event (some content may not be visible in the normal view)
 

•Show All-Day Events in Sheet moves all-day events that are normally displayed at the top of the events column, down into the body of the sheet
 
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•Show Event Time will display the event time and duration at the top of the event - this is really useful when there are more than one resource
 
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•Gradient Colours changes the way appointments are coloured from "solid" colour to "gradient" colour:

•Highlight Selected Event changes the event border colour to make it easier to see which event has been clicked on; newly-added or -edited events will be automatically selected, which is useful when making use of the Confirm Appointment functions
 
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•Allow Events to Overlap allows more than one appointment to occupy a time-slot; if this option is unchecked appointments are not allowed to clash

•Group by Resource, Group by Date and No Grouping control how the resource columns are grouped. No Grouping will display all appointments in a single column

•Display Events for Single Resource the Appointment Calendar can now be viewed with all future appointments for a single resource, as an alternative to appointments for all resources in a specified date range

•Archive Calendar Events will move old appointments/events into an archive table

•View Archived Events hides active events and allows users to inspect archived appointments/events but not to modify them

•Un-Archive Calendar Events returns archived events to the active calendar table

•Export to MS Outlook will push events from the currently selected resource, for the currently selected date range, into MS Outlook

•Export to iCalendar File will export events for the currently selected resource and currently selected date range to a standard file format that can be imported into Google or Apple calendars

•Import from iCalendar File allows an exported file in standard format to be imported into the currently selected resource in the Calendar. This function may have particular use for users who have an on-line booking system that they would like to integrate with HearAid

•Refresh refreshes the appointment sheet by forcing a re-read of the data, and ensures that appointments which may have been entered at other network workstations are displayed. The Appointment sheet automatically refreshes itself every minute when idle i.e. an appointment or task is not being added or edited

•Set Bookmark stores the currently selected calendar date

•Go to Bookmark quickly returns the calendar to the Bookmarked date

•Go to Resource appears whenever the number of visible resources in the Day Sheet is less than the total number of resources available. You can scroll quickly to a particular resource by selecting it from the drop-down list

•Today scrolls to today's appointments

•The blue 2, 4, 6 and 8 buttons scroll to 2, 4, 6 or 8 weeks ahead from the currently selected sheet date

•The green 3 and 6 buttons scroll to 3 or 6 months  ahead from the currently selected sheet date

•1, W and 7 change the appointment sheet view from 1-day per page to work week  or 7-days per view. Saturdays can be included in the Work Week view by selecting Saturday is a Work Day in Tools|Options|Calendar

The Work Area:

The Work Area consists of five panes:

1.The Day Sheet, which contains columns for each Resource. There must be at least one resource! Use Lists|Resources to create resources. Appointments are added and edited using the Appointment Editor

2.The Time Bar. Time intervals and Day Begins/Day Ends times can be set in Tools|Options|Calendar but can be changed temporarily by right-clicking on the Time Bar and selecting an interval from the pop-up menu. The Time Bar also displays a coloured horizontal band indicating the current time

3.The Clients Waiting list. This list can be hidden/shown by right-clicking on the list or the Task List and clicking Show/Hide Waiting Room List on the pop-up menu

4.The Month Calendar

5.The Task Pad. Tasks are added and edited using the Task Editor. Tasks that are due "today" will have a pale yellow background while overdue tasks will have a pink background

•The Clients Waiting and Tasks lists will display either just the clients and tasks for the selected resource it the Selected Resource tab is clicked, or will show the complete list of waiting clients and tasks for all resources if the All Resources tab is selected

To Add or Edit an appointment:

1.Double-click on an Appointment cell, or right-click a cell and choose New, New All Day Event or New Recurring Event from the pop-up menu; to edit an existing event just double-click it

oAll Day appointments display in the grey area at the top of the resource's column; double-clicking in the All Day area will automatically set up the Appointment Editor to create an All Day event

oHolidays or Special Days will be displayed as All Day events

oShared appointments are those where more than one resource share and appointment e.g. an appointment made with a clinician resource is also shared with a test booth resource

oRecurrent Events, created using the Recurrence Editor, will be indicated by , while an exception to a recurrent event is indicated by

2.Fill in the Appointment details using the Appointment Editor

3.Save the Appointment

•Appointments can be moved by dragging and dropping onto the Day Sheet or Month Calendar

•Appointments can by Cut/Copy/Pasted by right-clicking and choosing from the pop-up menu

To Add or Edit a task on the Task Pad: