Changing Configuration Options
Pro Schedule may be customized to a certain extent by modifying
the many
configuration options. The configuration options are changed in the
configuration screen. To change Pro Schedule Web configuration
options click the Configuration link at the top of the page. The
following screen will appear:
The
Pro Schedule Options Screen consists of ten sections: the
General tab, the Schedule tab, the Date/Time tab, the Security tab, the
Scripts tab, the E-mail tab, the Groups tab, the E-mail scripts tab and the Terms tab.
Program Options
Show client name not ID
Check this box if you want to see the client name on the client pull down lists and schedule items instead of the Client ID.
Reverse client name
Check this box if you want to see the client name on the client pull down lists and schedule items reversed.
Lock appointment edits
If this option is checked an appointment cannot be edited if someone else is editing the appointment.
Session timeout
Indicates the number of minutes to wait before the software automatically logs out.
Schedule
Options
This is what the Schedule Options tab looks like.
Allow double booking
If checked there will no longer be conflict checking when adding appointments.
Allow double booking on holidays
If checked there will no longer be conflict checking when adding appointments on holidays.
Allow double booking on canceled appointments
If
checked appointments can be added even if they overlap with canceled
appointments. Canceled appointments have the status set to C.
Limit people at a glance
If this option is checked the People-At-A-Glance view will only show those resources listed in the PAAG table.
Show topic highlight
If checked the appointment topic will appear highlighted for all appointments in the scheduler grid.
Minimum column width
This
specifies the minimum column width to use in the Week-At-A-Glance and
People-At-A-Glance views. When there are a large number of people, this
setting enables the appointment grid to scroll instead of compacting
the columns.
Minimum row height
This specifies the minimum height of the grid line rows in the scheduler grid. Use a higher number to get larger rows.
Sidebar position
Indicates where on the schedule grid the time sidebar will be shown: on the left, right, left and right or on the top.
Background Color
Determines the background color of the schedule grid.
Date/Time Options
This is what the Date/Time Options tab looks like.
Auto refresh
If the Auto refresh box is checked the schedule window will automatically refresh in the time interval specified to the right.
Appointment Start and End Times
The Start time specifies the earliest time an appointment may be booked on any given day.
The End time specifies the latest time an appointment may be booked on any given day.
Appointment Interval
This number indicates the number of appointment intervals in an hour. For example:
30 - split the hour into two intervals i.e. 8:00 - 8:30
15 - split the hour into four intervals i.e. 8:00 - 8:15
10 - split the hour into six intervals i.e. 8:00 - 8:10
Days in Week At A Glance
Indicates
the days to show in the Week At A Glance view. Highlight the days you
want shown using the mouse and the Ctrl and Shift keys.
Default end date
If this box is checked, the appointment end date will be the default date of 2010/01/01.
Appointment end date
This
is the date that recurring events will stop. To use the default end
date of 2010/01/01 make sure the Default End Date option is checked. To
use a closer end date, uncheck the Default End Date option and enter a
different Booking End Date. Note that after changing the Booking End
Date setting, all old recurring events using the previous Booking End
Date will have their end date extended to the new end date. So if you
don't want these events extended you should archive the old
appointments first.
Security
Options
This is what the Security options tab looks like.
Require appointment approval
If checked, appointments made by ordinary users must be approved by an administrator or superuser before they go live.
Case insensitive login IDs
If
this option is checked, the case used for loginID and password entry is
ignored. That is, "administrator" is seen as identical to
"Administrator".
Users see appointment details
If
this option is checked, ordinary users can see appointment details on
the schedule. Otherwise they only see the time that has been booked out.
Allow others viewing
If checked users are allowed to view the details of appointments others have made.
Allow superuser edits
If checked superusers are able to edit the appointments of others.
Allow user edits
If checked users are able to edit their appointments or ToDo items.
Allow user date change
If checked users can change the schedule date.
Limit booking edits to self
If checked users can only add/edit appointments and ToDo items for themselves.
Limit booking viewings to self
If checked users can only view appointments and ToDo items for themselves.
Limit bookings to category
If checked users can only view appointments of people belonging to the same categories.
Schedule
Scripts
Schedule scripts allow you to configure what is seen
for each appointment displayed in the schedule grid.
Schedule item script
This
script is used for all non-monthly schedule views.
Monthly schedule item script
This
script is used only for all monthly schedule views.
Scripts
consist of text and special macros. The macros are enclosed in percent
marks and represent special fields in the database. For example, the
%Topic% macro represents the appointment topic. When text and a macro
is enclosed within squiggly brackets, the text will not be shown if
that macro value is blank. For example, if we wanted to show the client
field with a descriptor in front of it we could place {Client:
%Client%} in the script. If the client field is empty for any
appointment, the Client: text will not be seen.
Here is a list of available macros:
%Topic% - appointment topic
%Client% - client name
%ClientHomePhone% - client home phone number
%ClientWorkPhone% - client home phone number
%ClientAddress% - client address
%ClientBirthDate% - client date of birth
%ClientNotes% - client notes
%Notes% - appointment notes
%Status% - appointment status
%Items% - appointment items
%Room% - appointment room
%RoomLocation% - location of appointment room
%StartTime% - appointment start time
%EndTime% - appointment end time
%BookedBy% - who booked the appointment
%Person% - person appointment is for
%PersonLocation% - location of the person appointment is for
E-Mail
Options
This is what the E-mail Options tab looks like.
Mail Options
Notify Person On Change
If
this option is checked, a notice will be e-mailed to the e-mail
addresses listed in the CC appointment field, whenever an appointment
is changed or deleted.
Notify client on change
If
checked, the client an appointment is booked for will receive an e-mail
notification whenever the appointment is added or changed.
Auto notify
If checked, when an appointment is changed an e-mail notification will be sent immediately without the e-mail window popping up.
Use MAPI
If checked all e-mail will be sent using your default MAPI compliant mail program, like Outlook.
Reminder options
Send e-mail reminder
If checked an e-mail reminder will be sent out a number of days before the appointment is to take place.
Remind person
The person an appointment is booked for is sent an e-mail reminder.
Remind client
The client an appointment is booked for is sent an e-mail reminder.
Range X days
The
number of days before an appointment occurs that an e-mail reminder is
sent. Note that hours can be entered provided they are expressed as a
fraction of a day. For example, to set a reminder interval of 2 hours
enter 0.08333 (2/24=0.08333).
SMTP Server options
Enable Authentication
Check this box if your mail server requires password notification before sending mail.
Authentication Login ID
Enter your SMTP authentication login id here.
Authentication Password
Enter your SMTP authentication password here.
SMTP Mail Host
This
is the SMTP mail host used on your network. Usually it is mail, but
enter whatever you enter for configuring other mail programs. If this
option is not entered correctly, the e-mail features will not work.
SMTP Port
This
is the SMTP port used to send email on your network. Usually it
is 25 but you can enter another port number to get around port 25
blocking.
Domain
The
from field of e-mails sent to others will default to the login id of
the person adding or editing the appointment. If your network requires
a full domain to send e-mails, enter the domain name in this field.
Note that you must include the @ symbol.
Default From E-Mail Address
The
e-mail address here will show by default in the from field of any
e-mails sent to clients or others. If your network requires a full
domain to send e-mails, enter the domain name in this field. Note that
you must include the @ symbol.
Groups options
The
Groups section enables the creation and editing of groups of people.
Groups are simply listings of people. When people have been added to a
group, that group can be booked just like any other person.
When
booking a person, appointment conflicts will be checked within the
group itself, with any people within the group and with any other
groups that contain any of the same people.
This is what the Groups screen looks like.
Enable Groups
If this box is checked, appointment can be made using groups.
Groups
The
Groups box is a tree list showing all entered groups. Use mouse right
click to add or remove groups. New groups will default to having the
name "GroupX", where X is a number. To change this to something else
simply ensure the group is highlighted and then click on the group once
more to enter edit mode. At this point, the text may be changed to
whatever you wish.
People
Lists
all available people. Drag a person onto a group to add it to the
group. Make sure you drag people onto the group name not another person.
Working with Groups
Creating New Groups
To
create a new group enter the new group name in the Group Name
text box. Then click the New Group button. The new group will
appear in the group list to the left.
Adding People to Groups
To
add the selected people to the selected group press the arrow
button to the left of the group list. When added, people will show as sub items of
the group.
Deleting Groups
To delete the selected group, click the Delete button.
E-Mail Scripts
E-mail scripts allow you to configure what is seen for each e-mail that is sent out by the software.
Rejection email script
This script is used for the email sent when an appointment has been rejected by an administrator.
Deletion email script
This script is used for the email sent when an appointment has been deleted.
Request email script
This script is used for the email sent when an appointment has been requested to be booked.
Approval email script
This script is used for the email sent when an appointment has been approved by an administrator.
Changed email script
This script is used for the email sent when an appointment has been changed.
Added email script
This script is used for the email sent when an appointment has been added.
Scripts
consist of text and special macros. The macros are enclosed in percent
marks and represent special fields in the database. For example, the
%Topic% macro represents the appointment topic.
Here is a list of available macros:
%BookingCost% - the cost to make an appointment with the person
%Topic% - appointment topic
%ConflictMessage% - any details relating to conflicts with other appointments
%Client% - client name
%ClientWorkPhone% - client's work phone number
%ClientHomePhone% - client's home phone number
%OldResource% - person's name of previously edited appointment
%Resource% - person's name
%Notes% - appointment notes
%OldStartDate% - appointment start date of previously edited appointment
%StartDate% - appointment start date
%StartTime% - appointment start time
%EndTime% - appointment end time
Term Options
The
Terms tab is used to configure the terms used in the application. For
example, if you use Pro Schedule for scheduling patients in a
doctor's office you might want to change the Client term to Patient.
In this way, wherever the term "Client" appears, it will be replaced
with the term "Patient" everywhere in the software.
This is what the Term screen looks like.
Merchant Options
The
Merchant tab is used to enter the credit card merchant account
settings. These setting are only used if you want to use the software
to allow clients to book appointments and pay for them on-line.
This is what the Term screen looks like.
You will need to setup an account with Sage to accept credit card payment with this software.
When
you have finished changing the options to suit your needs press the OK button to save your changes.