Resource Guide. A Guide to Creating, Assigning And Managing Resources in the Software

Transcription

1 Resource Guide A Guide to Creating, Assigning And Managing Resources in the Software

2 I Setting Up Resources Table of Contents Part I Introduction 1 Part II Creating Resources 1 Part III Assign Resources to Categories 2 Part IV Resources on the Calendar 3 1 Assign Resource Categories to Services Require Resource Selection When... Booking 4 Part V Resource Reports 5 1 Calendar Resource List Resource Type List Appointments by Resource... 7

3 Introduction 1 Introduction Resources are rooms, stations, or equipment that need to be available for scheduling appointments. It is best to setup resources if they are shared between employees and if you need to keep track of the availability of these resources when scheduling appointments. By setting up rooms and resources we can limit the number of appointments booked for services requiring those stations to prevent double booking those stations for services. Creating Resources You will want to create a separate resource for each individual room or piece of equipment that is shared and needs to be available for a service to be done. 1. Create a new resource by going to the Appointment drop-down menu and selecting Rooms/ Equipment Resources. This will open the list of resources. 2. Enter information about the new resource you wish to create. You may have similar items, such as Room 1, Room 2, etc. Create a new resource for each room or piece of equipment and select Save towards the upper right of the screen.

4 2 Setting Up Resources Assign Resources to Categories Resources must be assigned to categories to allow selection for a service. 3. Go to the Appointment drop-down menu and select Assign Resources to Categories. 4. Click new to create a category. 5. Enter a resource category name and use the small arrows between the screen to add applicable resources to the category. In the below example, rooms 1 and 2 can be used as microderm abrasion rooms. 6. To change the order that the resources are to be booked, use the small arrows to the right to set the order preference by moving resources up or down in the list. The first resource in the list will be booked first.

5 Assign Resources to Categories Resources on the Calendar Now when booking an appointment, the Envision program will automatically assign which resource will be used by the service being booked. For services which have the resource assigned as above, these will not be changeable at the time of booking. The booked appointment will also show which resource is being used. Assign Resource Categories to Services Resources are assigned to services that use them or to a specific appointment. When you assign the resource Envision will look through the category's list of resources and assign the next available resource. 1. To assign a resource category to a service, go to the Inventory drop-down menu and select Services. 3

6 4 Setting Up Resources 2. Double-click on the service to which you wish to apply the resource categories. This will open the service card. Select the desired resource category in the drop-down field labeled 1st Resource. If needed, designate the second resource in the drop-down field labeled 2nd Resource. Once this is set, select Save towards the upper right of the service card. Require Resource Selection When Booking You have the option to require a resource be chosen for a service when it is booked on the calendar. This allows your front desk personnel to choose the resource category. 1. Go to the Inventory drop-down menu and select Services. 2. Double-click the service in the list for which you wish to require a resource category to be selected when booking.

7 Resources on the Calendar 3. In the service card, select the scheduling options tab and check the check-box to require resource selection. Be certain that there is not a resource category chosen above when this box is checked. Resource Reports Different reports are available, depending on which level of the software you have. 5

8 6 Setting Up Resources Calendar Resource List Resource Type List

9 Resource Reports Appointments by Resource Selecting Appointments by Resource report will offer you several options on a query screen. Before printing a report, you can Preview it by clicking the "Preview" button on the Query screen. This allows you to quickly see if the Query settings you have chosen yield the report you wanted. 7