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Jun
17
Center Scheduling: Combining Max Appointment Rules
Posted by Jennifer Turley on 17 June 2016 10:22 AM

This is the third in a series of newsletters that will take a closer look at Center Profile appointment rules.  In the previous newsletters, we have introduced the basic settings for Max Appointment Rules specifically related to the number of days to enforce the rule.  We will build off of that information and feature some more capability with your appointment rules.

In this newsletter, we will look into how we can restrict students scheduling appointments based on Subject, Reason, Consultant, Subcenter, Location, Time, and even Group appointments.  Additionally, we will demonstrate how to combine multiple Max Appointment Rules to establish your custom scheduling restrictions.

With the Max Appointment Rules, you may set restrictions based on multiple categories within a specific number of days or a specific date range. The rules also allows you to create multiple sets of restrictions that all have to be followed in order for a student to make an appointment. There are three entries for Max Appointment Rules that may be combined to create more custom and specific restrictions. All restrictions will be enforced in order to schedule an appointment for a student.

 

Max Appointment Rule 1:

For the first example, let's prevent students from scheduling more than two appointments with the same subject and the same consultant in the same day.  This is a simple restriction, set up easily by entering the maximum allowed number of appointments, checking the consultant and subject boxes, and entering 1 for the number of days.  The first Max Appointment Rule would be set up as below.

 Combining Max Appointment Rules

A student will then be blocked ONLY if they meet all of the requirements that you have set. Meaning if the appointment rules are set as above, a student would still be able to schedule more than two appointments with the same consultant as long as each appointment is scheduled for a different subject.


Max Appointment Rule 2:

In the second example, the previous restriction that a student cannot schedule more than two appointments with the same consultant and the same subject in one day remains in force. Now, let's additionally restrict the max number of appointments for a student within a specified number of days. Add a second Max Appointment Rule to restrict students to scheduling only 5 appointments in any 5 day period. Now the student can only schedule those two appointments a day, but they cannot schedule more than 5 appointments in 5 days, regardless of the subject or consultant.

Max Appointment Rule 2

 

Max Appointment Rule #3:

A third Max Appointment Rule can also be added to the settings.  In this example, let's restrict the maximum number of appointments based on a specific date.  By entering a maximum of 15 appointments since 01/01/2016, the number of appointments a student can schedule has been restricted to a total number since a given date.  The previous restrictions by consultant/subject/1 day and within any 5 day window are still in force, but using the third Max Appointment Rule could also add a restriction on the total number of appointments for the semester.

Max Appointment Rule 3

 

The Max Appointment Rules are a powerful tool to enforce rules and restrictions upon students scheduling appointments.  The students may still be given the ability to schedule an appointments but may not overbook or monopolize the consultant schedules.

 

We hope that you find this newsletter helpful and as always if you have any questions on this or any other features please feel free to let us by emailing Helpdesk@go-redrock.com or submitting a ticket.  Enter any comments below.

 

We have completed our look at the Max Appointment Rules but the series continues next week as we dive into Other Scheduling Blocks.

 



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Jun
3

This is the second in a series of Newsletters that will take a closer look at Center Profile appointment rules.

In this article we are using “This Week” and “That Week” with the Max Appointment Rules.

By entering “This Week” and “That Week” with the Max Appointment Rules you are limiting your students to booking a set number of appointments that cannot be exceeded within a Sunday to Saturday for the current week  or upcoming weeks.


Booking Example 1

In the example below we are setting our rule as; Maximum of 2 Appointments since “This Week”

This allows the student to book no more than 2 appointments from Sunday to Saturday in the current week.

The Student has appointments on Monday and Tuesday. The Student would like to book an appointment on Friday but will not be able to since they have already booked two appointments with in the Sunday to Saturday window.

Using "This Week" in the appointment rules.

 

A quick chart to view the rule using "This Week."

 

 

Booking Example 2

In the example below we are setting our rule as; Maximum of 2 Appointments since “This Week” AND Maximum of 2 Appointments since “That Week”

Using "That Week" in the appointment rules

 

The Student has appointments on Monday and Tuesday during the current week and for next week they have booked Wednesday and Saturday.

The Student would like to book an appointment This Friday or the next coming Friday but will not be able to do so since they have already booked two appointments with in the Sunday to Saturday window for either week.

A quick chart to view the rule using "That Week."

 

We hope that you find this newsletter helpful. As always if you have any questions on this or any other feature please let us know at by going to Helpdesk.go-redrock.com and submitting a ticket.

The series continues next week as we take a look at Combining Appointment Rules in your Maximum appointment rules.


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May
12
Center Scheduling: Making the most of Maximum Appointment Rules
Posted by Jon Halter on 12 May 2016 01:56 PM

This is the first in a series of Newsletters that will take a closer look at Center Profile appointment rules.

The intent of the series is to help you become more familiar with the options you have available in the system.

Over the next few weeks we will be looking at the various setting and options you have in the Trac system and sharing tips and tricks for maximizing your user experience.

Please feel free to submit your comments or suggestions below.


Max Appointment Rules allow you to set flexible rules for student booking while preventing abuse of your scheduling system.

 

In this article we are looking at the Days setting in Max Appointment Rules

Center Profile Prefs

 

By entering in a number of Days you are limiting your students to booking a set number of appointments that can not be exceeded.
The system will prevent booking if any consecutive 5 day period that includes the day booked exceeds the Maximum number of Appointments previously set.

In the example below we are setting our rule as;  Maximum of 2 Appointments in 5 Days

Center Profile Prefs - Max appt Rules

 

This allows the student to book no more than 2 appointments within any 5 day window that includes the date booked. When an appointment is booked your Trac system looks at each 5 day window that includes the day being booked and if the number of appointments found exceeds your rule then no appointment will be allowed to be booked.

 

 

Booking Example 1


The Student has appointments on May 1st and May 7th . The Student would like to book on May 5th.
The Student would be able to book as there are only 2 appointments total in any single 5 day period that includes May 5th.

 Booking Example 1

Booking Example 2

 

The Student has appointments on May 1st, May 7th  and May 9th  and would like to book an additional appointment on May 5th.
The Student would not be able to book the May 5th appointment as there are two appointment booked within a 5 Day window that includes May 5th.

Booking Example 2

 

We hope that you find this newsletter helpful. As always if you have any questions on this or any other feature please let us know at support@go-redrock.com
The series continues next week as we take a look at using phrases (this Week, That Week)  in your Maximum appointment rules.

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Apr
29
New Redrock Website and 2017 Conference Information
Posted by David Booth on 29 April 2016 08:28 AM

The Redrock Software website has a new design! We have been excited about releasing a new look to the site and provide more information for our customers and potential customers. From the new website, there are quick links to the Redrock Helpdesk, submit a Support Ticket, the latest products and modules, and information on the Annual Redrock Conference complete with a registration form. Speaking of the Annual Redrock Conference - the dates for 2017 have been set!

2017 Annual Redrock Conference
April 5-8, 2017

Registration opens Monday, May 2, 2016!

Visit the new website at http://www.go-redrock.com and let us know what you think!



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Mar
24
Conference Registration Ends Friday, March 25!
Posted by David Booth on 24 March 2016 09:19 AM

Conference Registration Ends Tomorrow!

The 2016 Annual Redrock Conference is only 2 weeks away!  Time passes quickly and the conference seems sneaks up on us faster each year.  We are truly excited for our 10th Annual Conference.  We have a lot of information and new features to share with you.  We are featuring over 30 sessions with 8 customer presentations.  Topics range from a demonstration for beginners to advanced preferences and technical configurations.  Customer sessions share experiences and models of how the software can be utilized.  Q & A Sessions offer ample opportunity to get answers to your questions.  One-on-One time with Redrock personnel is in abundant supply during the conference and dedicated sessions are available on Saturday morning.

Registration is closing and Friday, March 25, 2016 is your last chance to register for this powerful training conference.

See http://www.go-redrock.com/conference/info.html for more information and to register.


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