Click the New Room link.
Type in the name of the room in the Room Name field.
Enter the earliest time that the room will ever open in the > Earliest Time box (in 24 hr format, ie 09:00).
Enter the latest time that the room will ever remain open in the > Latest Time box

Note: These two above settings can be varied for different days of the week and different dates of the year (See Special Days and Dates) but you will never be able to open before the earliest time or close after the latest time specified in these settings.

Print > Appointment Card – tick this box to automatically tick Print > Appointment Card when booking appointments into this room. It > can be unticked at the point of booking if required.
Pending Allocation – If you are adding this room to an > Appointment List View and are using the Map facility to show > where appointments/requests are located on a map, tick this box if > you are using this room to record visit requests that have not yet > been allocated to a vet.
SMS > Confirmation/Template. Tick this box if you wish to > automatically tick Send SMS Confirmation when booking > appointments into this room. It can be unticked at the point of > booking if required.
Publish to Assisi Offsite. Tick this box if you are using the > Assisi Offsite App and you wish this room to be synced to a mobile > device for one of your vets
Publish to Vetstoria – This tick box should be selected only if > you are using Vetstoria (see page Error! Reference source not > found.Error! Bookmark not defined.).
Allow Auto Attend options – See page Error! Bookmark not > defined. for notes on Self Attendance.
Click Save.

Multiple Room Appointments

It is possible to book the same appointment in more than one room in the same view, the additional room/s being called Participant/s. A participant, for example, can be another vet, another room or a piece of equipment set up as a room.

Each room in the view should have the options Be a Participant and/or Use Participants ticked accordingly.
Be a Participant – will allow the room to be selected to > participate in an appointment being booked in another room.
Use participants – will allow participants to be selected when > an appointment is being booked in that room.

To Edit a Room

In the same Appointment Book Room Setup Screen, click on the room name to be edited and edit the details.
Click the Save tile.

To Delete a Room

In the Appointment Book Room Setup Screen, click on the room name to be deleted.

Click the Delete tile.
At the Really delete the room prompt? click Yes.
The room will be deleted and removed from any existing Appointment Views.

Views

Click the Views tile to configure the views.

To Create a View

Click the Views tile.

Type the new view name in the Select/New View Name box and click Save.
Click on the new view name in the Views box. This will then display all of the available rooms in the Selectable Rooms box.
To add rooms to the view, click on each room that you wish to include and click the down arrow to move them from the upper to the lower box. Once all of the relevant rooms have been added, you can choose the order in which you wish them to be displayed in the appointment book by clicking on a room name in the lower box and using the up and down arrows to the right to move them into the required order.
Select the default slot length in the View Default Slot Minutes box and click the Save tile.
If you wish to view more of the appointment book on the screen at any one time, you can adjust the row depth and font size accordingly.

The sizes displayed are the default sizes but these can be edited if required. Minor adjustments can be very effective but the best way to view more of the appointment rooms on one screen is to use a larger, high resolution screen.

Horizontal View – select this option if you wish the rooms to be displayed horizontally instead of vertically.
Work List View – select this option if you wish the rooms to be displayed in list format.
Select a Branch for the view from the drop-down list.
Close and reopen the application to active the new view.

To Edit/Delete a View

Click the view to be edited or deleted and:

Make the necessary changes to edit the View and click the Save tile.
Click the Delete tile to delete the View.

Appointment Types

Appointment Types can be defined and specified when booking appointments. Colours can be assigned to these Types, and appointments with that Type selected will be displayed with the selected colour on the top the appointment slot so that you can see at a glance what type of appointment has been booked. This can be used, for example, to highlight appointments for clients bringing in their animals for vaccinations or euthanasia.

Click Appointment Types from the Appointment Books Setup Screen.

To Create a New Type:

Click the New Type link.

Type the name for the new Type in the Type box.
Select a colour for this Type in the Colour box.

4. Blocking

Appointment Types can also be used, not for general appointments, but for blocking off periods of time that you do not wish to make available for general appointments, eg emergency slots, lunch breaks, etc. Click this check-box for such appointment types.

5. Venom Codes

This field is not yet activated. It is optional and should be left blank for the time being.

Venom codes are an industry standard list of terms for recording the best available diagnosis for an animal visit. These codes cannot be edited, therefore. In a future version of the software, it is intended to allow a Venom Code to be allocated to an appointment type which will then be carried through to the consultation.

6. Publish Online

This specifies whether you wish these appointment types to be set up for online booking. Contact our Support Department for further details.

7. Follow-Up Settings

The following settings are for automatic repeat appointments. You should set up a sequence of appointment types depending upon how many appointments are to be booked and how many days apart the appointments should be.

LA Follow Up Days

Specify the number of days between this appointment and the following appointment.

LA Follow Up Type

Specify the appointment type to be used to book the follow-up appointment.

LA Self Repeats

If you use one appointment type to remind for itself, make sure that you specify the maximum number of self-repeats, otherwise you will be booking appointments in a never-ending loop.

Click Save and close and re-open the application to activate the new appointment type.

To Edit or Delete an Existing Appointment Type

Click Appointment Types from the Appointment Books Setup Screen and click the Appointment Type tile.

Click the type to be edited or deleted.
Make the required changes and click the Save tile to edit a > type.
Click the Delete tile to delete the type.
Close and re-open the application to activate the changes.
If you delete an appointment type that has already been used for an existing appointment, that appointment slot will be coloured black until the appointment details have been edited.

Special Days and Dates

Use the Special Days and Dates rules to modify the times that a room is open where those times vary from the standard open and close times for that room.

Special Days can be added whereby you can specify different start and end times for a room for a particular day of the week. These times would then apply for that day and room for every week.

Special Dates can be added whereby you can specify different start and end times for specific dates as opposed to days. The Special Dates, therefore, are the exception to the Special Days. This option can be used to specify a one-off change of hours from Special Day/s or to record bank holidays and/or annual holidays.

To Add a Special Days Rule

Click Appointment Books from the Appointment Books Setup Screen and click the Special Days tile.

The existing opening and closing times for each day are displayed down the left hand side of the screen. Any day that displays Not Set will remain open for the standard hours for that room.

To add a rule to change the times for a particular day:

Click on that day.

Enter the opening and closing times for that day (24-hour clock in the following format: 09:00 or17:00) and click the Save tile.

Notes:

To close an entire day, set the start time and close time to be the same.
You cannot use the Special Days rule to extend the standard opening hours of a room. If you set the closing time to be later than the closing time of the room, then the Room rule will overwrite the Special Days rule. In these circumstances, extend the standard closing time of the room.

To Add a Special Date Rule

Click Appointment Books from the Appointment Books Setup Screen and click the Special Days tile.
From the same setup screen as for Special Days rules, display the relevant month for the dates that you wish to block off.

Double click on a specific date to which a custom rule is to be applied, enter the opening and closing times for that date and click the Save tile. This will display the opening and closing times on that specific date and overwrite any existing Special Days rule.

This can be included as part of a pattern and copied forward so that you don't need to enter multiple dates, say for annual holidays (see below).

All Day Events

It is possible to put a heading at the top of a room display – for example if you didn’t have a room configured for each vet, then you could put the name of the vets who are working on that day. All Day Events will remain displayed as you scroll through the time slots for that day.

To do so, double-click any slot on that day in the relevant room and click the All Day Event checkbox on the top right hand side of the appointment confirmation screen. Type the message in the Description box and click Save.

You can double-click an All Day Event and edit the description or delete the event.

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They cannot be used in horizontal Views but they can be included in the Copy Block Patterns option described below.

Copying Block Patterns

You can block off set times during the day when you don't wish standard appointments to be booked, ie non-consulting hours, emergency slots, etc. Alternatively, you can block off slots when you do wish appointments to be booked.

Those Appointment Types that have the Blocking box ticked will be available for use in these circumstances.

To book a normal appointment, you would need to define the client/animal/appointment length and appointment type before saving the appointment. However, for those Appointment Types where the Blocking box has been ticked, you can select just an Appointment Type in the Category field and define an appointment length.

You could, for example, create an Appointment Type named Closed with the Blocking box ticked and use this to block off the non-bookable slots. You could also create an Appointment Type called Emergency to define emergency slots.

Alternatively, you can block off slots that are available for appointments. You could have an Appointment Type per vet with each vet having a different colour. When booking appointments into these slots, you could either:-

double book, in which case the blocking off slot and the appointment slot would be displayed side by side; or
you could edit the slot, change the Appointment Type to a non-blocking one, in which case the appointment booking would replace the blocking off slot.

You can set up a pattern of days in a room and copy this forward for a specified number of times.

The pattern should be set up in the live appointment book – either as a 1 or 7 (or multiples of 7) day/s pattern. Multiple day patterns should begin on a Monday. This can be copied to a specified date and repeated a specified number of times, either to the same, or to a different, appointment room.

To Set Up a Pattern

Click Appointment Book from the main Assisi desktop.

Display the first day for your pattern in the relevant room. To make it easier to set up a multiple day pattern, you can create a temporary View that contains only that room (see page 4) and then display the whole week for the room by clicking 1 Week in the time window.

To close allocate slots for that day, double click on the first slot. This will open the appointment confirmation screen.
Click the Blocking box to display the blocking Appointment Types and select the Type that you are using to block off the slots, eg Closed/Not Available or Emergency. Define the length of the zone and click the Save tile.
Repeat this for each day in the pattern.

To Copy Forward the Pattern

Click Copy Patterns from the Appointment Books Setup Screen. This is divided into two sections – the Source window and the Destination window. The Source window will define the pattern to be copied and the Destination window will define to where it is to be copied.

In the Source Window

Select the room name.

Select the start date of the pattern.
Select the length of the pattern (in days).

Block Patterns to Copy

Select the type of block pattern/s to be repeated - in the above examples Closed and/or Emergency.
Click Copy All Day Events if you have added all day events to the pattern and you wish them to be copied forward.

Copy Special Day/Date Rules

If you have a Special Date rule set up that you wish to copied as part of your pattern, tick this box. Otherwise, leave it unticked.

In the Destination Window

Select the room name.
Select the first date in the appointment book to where the pattern should be copied, ie if your pattern is a 7-day pattern, and you wish to repeat it every week, then the destination date would be 7 days after the pattern start date.
Enter the number of times that you wish the pattern to be repeated.
Click the Continue tile to start copying the pattern and click OK when complete.

Removing Previously Copied Block Booking Slots

You can also use the above facility to clear down a pattern previously copied using Blocking Appointment Types.

Set up the Source and Destination windows to reflect the dates in the diary that you wish to clear. All Appointment Types will be cleared.

Click the Eraser tile.