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Video: Managing Recurring Appointments

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Video Tutorial Transcript

Irina from Zanda 00:05 Hello and welcome to yet another video tutorial of Zanda. And today let's have a look at how to recur appointments in Zanda. 00:15 We'll talk about recurring client appointments, personal appointments and group appointments, and if there are any differences in how you can do that.

Creating a Recurring Client Appointment

00:25 So let us start by recurring a client appointment. Probably that what we will be doing more. The most frequent. Um, so let us start by creating a recurring client appointment, probably the most frequent activity that you'll be doing. 00:46 So, uh, we'll start by creating a new client appointment in, uh, practitioner's calendar. So we'll select the time block for this appointment and select a client, uh, this will be four. 00:58 And most likely this will be enough. If you want to repair this appointment, create a series of appointment with an invoice already generated for it, you will need to create an invoice on the initial appointment. 01:14 Uh, if not, if you want to invoice, um, each appointment later, when the time comes for this appointment, don't create an appointment on the initial, um, Don't create an invoice on the initial appointment. 01:29 Uh, recur the appointment first and then you'll be able to create an invoice on each appointment, uh, when it's necessary. 01:37 But I'll create an invoice now just to show how that works. Um, so I'll select, uh, and a service to allocate this appointment. 01:47 And now I can save this appointment. So I'll create it. The initial appointment for this recurring series it has an invoice attached to it. 01:58 And all I need to do is to scroll to the top of this appointment panel and click this button. The recurring button and select make recurring. 02:11 So here now I have the recurring appointment pop-up that allows me to set up this recurring series. And the first option is allowing me to choose a recurrent or repeat this appointment in three different ways. 02:26 Either daily, weekly or monthly. So if I select to recur this appointment daily, then I will be able to repeat this every day, every second day, every third day, and so on. 02:42 If I wish to repeat this appointment weekly, I will be able to repeat it every first, every every week, every second week, every third week, and so on, and also I will be able to select on which days of this week I wish to repeat it. 03:02 So every on a Friday, every third week, I can add more days on that week as well. Uh, so, or if I wish to recur this appointment Then I will also be able to repeat it every first, every month, every second month, every third month and so on. 03:25 But also, I have the option, so let's do every month on the day of the month. It means that it will be the date of the appointment or on the day of the week. 03:39 It means on that Friday, right, on the, First Friday of the month or on the second Friday of the month depending on when we created that initial appointment. 03:52 So that's how you can, uh, specify when in the month you want to repeat this appointment. I hope this makes sense to you. 04:01 Uh, alright, so let's repeat our appointment, let's say, weekly on a Friday and every second week. That's how often our client wants to come to their session. 04:14 Then, uh, the next setting is when it starts. Well, by default it sets to the date of their initial appointment. 04:24 And let's leave it like that. I think this will be the most common use case. And then, uh, we will be able, so to set up when this recurring series ends. 04:36 Again, the first option is by the number of occurrences. For, uh, this series, if the client came to you with a referral for ten sessions, for example, we already booked them for one, so we only need to add nine more occurrences. 04:55 Or, um, if they came to you and want to be seeing you until the end of this year, you will be able to select it ends on and then select Uh, the date when you want to end this recurring series, and we can just select 31st of December this year. 05:18 This means that this series of appointments will end by the end of this year. Alright, let's change that back to the nine more occurrences, and now I will save. 05:31 Alright, so the recurring series for our client, uh, In 10 sessions has been created, and now if we jump to the next week, actually two weeks because we're coded every for every two weeks, we'll see this appointment here. 05:47 If let's click it, we'll see that the invoice has been copied as well. But don't worry, if you need to change something, if something's changed, you can always either remove. 05:59 These are, um, remove the service and save, and this will remove the invoice from this appointment completely, if necessary. Uh, we can then also jump to the next appointment, uh, in this series for this client. 06:16 Again, you'll see the invoice copied here with the service, and you can, for example, um, Update the service, if something's changed again, so this is all interchangeable. 06:28 You can edit uh, each individual invoice in this recurring series if necessary. But the appointment will be there for you. 06:36 The invoice will be there for you if you've recoded and there will be something to edit for you. So it's all fixable, it's all editable and it's all there for you.

Recurring Personal Appointments

06:47 So I hope you find this feature useful and helpful. Let's jump back to today's calendar and now let me show you how you can recur personal appointments. 06:59 We have a team meeting schedule done every Monday morning for our practitioners and we'd like to actually recur this meeting into every Monday morning for a few months to have it here. 07:15 As a recurring, uh, personal appointment. So what we will do, we will click into an appointment. And here at the top, let's click into the on their recurring options icon. 07:29 Click make recurring. And let's do the repeated weekly, repeat every one week on Mondays. Uh, start on this date on the date of the first appointment that we have created. 07:41 And let's have it for other, let's say, other, um, seven more occurrences so that we have this meeting scheduled for, uh, two months. 07:59 And safe? Alright, so we- If we jump to the next week, we will see that this meeting occurred for one practitioner, but not the other ones. 08:11 So let's jump back to the previous week to the initial week when we have this meeting scheduled and do the same for the other two practitioners. 08:20 Let me show you another way how you can get to that recurring option setting. Instead of opening the panel on the side, you can right-click. 08:31 On the appointment block, uh, to open the context menu and let's click on make recurring, to access that recurring appointment settings and repeat that. 08:42 So we want to repeat weekly, every one week on Monday, for seven more occurrences and save, and repeat it for the other. 08:55 One, where quickly we recurred, This meeting for the other practitioners as well. So this is how you can recur personal appointments for your practitioners for different reasons.

Recurring Group Appointments

09:10 It can be recurring, um, team meetings, so to block out the time on the calendar for team meetings, you can recur, um, Time that was blocked out for annual leave, for lunch break, for any other personal events that need to be repeated on the calendar. 09:32 Let us now try to recruit a group appointment and see if there are any differences and how this appointment would behave. 09:41 So I already created a initial group appointment and I set up a few initial settings on it, such as I added a personal training, a default service to this appointment, I added a flag to it, I added a resource, I set up a number of participants. 10:03 Available, um, and I also added a couple of participants with different appointment statuses, just to show you how these settings would behave when we recur this appointment. 10:15 So, let's go to the top of this appointment panel, find the recurring options button, click it, and make this appointment recurring. 10:25 Uh, I'd love to recur this appointment again weekly, every one week on a Friday for nine more. Acurrences, and let's save. 10:50 So we can see that the name has been copied, the default service has been copied, the flag has been copied, but not the resources. 11:00 This is just to ensure that the resources are available actually at the time of creating this appointment, so you may want to go and have an allocator resource or maybe a different resource to that appointment. 11:16 Uh, the number of, um, participants, um, Has stayed the same. Uh, the clients have been copied as well, but not the status of their appointment, so they have been copied as pending, uh, clients, and uh, that's quite logical, right? 11:34 You can't copy all clients as confirmed, for example, to all 10 appointments. You would want to confirm each appointment separately, so that's great. 11:45 And if we click, uh, each client to have a look at Yeah, the system reminds me that I haven't saved the resource. 11:53 I allocated to this appointment. So let's do that. Uh, let's save this appointment and now if I click, uh, on my group participant to have a look, I will see that the invoice that has been generated by the default appointment service, uh, has been copied as well. 12:10 And I am able to, uh, date it or process a payment and so on. Let's go back to the group.

Identifying Recurring Appointments

12:17 So this is the behavior of a recurred group appointment. Wonderful. So we have created recurring appointments out of three different, three types of appointments we have available. 12:33 Now let's have a look what happens if we want to edit them. There are different ways of editing, um, recurring appointments. 12:41 Let me show you how this can be done. So first of all, how can you easily identify which appointment is the recurring appointment just looking at the calendar screen? 12:52 Well, if you have a look at the screen now with me and you see these circular arrows on an appointment block, that means it's an recurring appointment. 13:03 If you hover over an appointment to open the appointment card, Just to get more information, there's a large icon here that's showing these eros as well. 13:17 That means that's a recurring appointment too. The same for the personal appointments that we created. If we hover over them, you will see that eros as well.

Editing Recurring Appointments (Drag-and-Drop / Right-Click)

13:28 That's a recurring appointment. So that's how you can quickly identify if it's a recurring appointment or not. Now to edit them. 13:37 Again, two options. If you just want to change, um, the time or the practitioner of the appointment, you can do it two different ways. 13:49 So one is to, um, drag and drop the appointment into a different time slot on the calendar. So for example, one appointment can be moved to a different time. 14:00 So for example, Amy here wants to have her appointment earlier. Here, uh, one hour earlier. On the same day, we can just drag it to the different time slot. 14:16 Uh, first of all, if you have enabled this confirmation on your calendar display setting to confirm the appointment moves, you will see this pop-up asking you to confirm this appointment. 14:28 Let's click, yes, we want to move that. And then this confirmation for updating recurring appointments will show up. It will ask you if you want to apply this change to this particular appointment only, to this appointment and all following appointment in the recurring series, or all appointments in 14:50 the series starting from the initial appointment up to the very last one. Uh, so you choose how you would like to change this, um, This appointment series. 15:01 So I want to change this one only and this one only appointment will move. So this logic applies to all types of appointments personal, um, client and group appointments as well. 15:17 Another option is to, um, right-click the appointment. Let's do it for the lunch appointments. For the personal appointment, but it applies to all of them, all types of appointments, as I said. 15:31 I will right click to open the appointment, um, context menu, select edit recurring, to open the, uh, appointment, recurring appointment settings. 15:44 Uh, and for example, I want to update something on these settings here. So for example, I want to edit to the Wednesdays as well. 15:56 And save. Uh, so this will update my series of recurring settings, and it will add one more, um, appointment in the series here for me.

Deleting and Restoring Recurring Appointments

16:10 So you can edit any appointment this way. So for example, you can add more appointments to this series as well. 16:23 It will just create more appointments. But as I said, you can add anything. You can change anything in this recurring series by using this settings panel for the appointments. 16:36 Now, if you want to delete an appointment or some appointments or all appointments in this recurring series, you would do the same. 16:46 So let's find another recurring appointment like this one. Uh, again, open the panel here, click delete, or right click the appointment, click delete, whatever works better for you, and then again use delete this one only, this and all following or all appointments in the series, whatever you need to 17:08 do, select the option, and the system will perform this activity for you. And to finish off this video, let me show you how you can restore a deleted recurring appointment. 17:22 If it was done by mistake and you want to see it back on your calendar. Uh, so the first way I would like to show you is to look up first the client, uh, whose recurring appointment has been deleted. 17:39 Um, so if you remember that client, just look them up here on the So the quick search bar, go to their profile. 17:51 And let's go to the appointments list. And here at the top let's select show deleted appointments. Uh, let's go to the date of those appointments that have been deleted. 18:07 Quite a lot of them we have created, right? Uh, and let's Click, uh, on the cog wheel in the actions column and click restore. 18:22 So read carefully this pop-up that shows it provides you the information about what will happen to this appointment. And it specifically will say that if it's a part of a recurring series, all appointments in the series will be restored. 18:36 Well, in our case, this is exactly what we want to happen. So we will click OK and The appointment and all appointments in the series and all associated invoices should be restored. 18:52 So, if we go back to the calendar, to the week we have been working on, we will see that the appointment and all the other appointments in the series have been restored. 19:04 Uh, if you don't remember the client but you remember or if you can't find Exactly when this happened or, um, other details, please use the reports system, uh, deleted appointments report that will help you to specify, um, get more details about what appointments have been deleted in the time frame that 19:30 you think when the appointments were created. So for example, you may have a look at the appointments that have been created from the beginning of this month. 19:40 Run the report and you will see, um, the appointments that have been created for those clients. If there are too many, don't forget that you can group the report by a column. 19:54 So if we group a report, By the client, we'll see that there have been a number of appointments for this client, so maybe this is the recurring series that we have deleted, right? 20:08 And then we can jump quickly to our client profile, go to the appointments and show deleted and restore it that way. 20:20 So two ways of finding those deleted appointments and restoring them. So this is what I wanted to tell you about recurring appointments, how to create them, how to manage them. 20:33 I hope this has been a useful video and you learn something new and that this will make you, um, more efficient at your job and that you will be using this feature. 20:46 I will see you another time.