Manage rooms
Add or edit rooms for use in a particular site.
- You can assign rooms to an appointment through the Room field on the Appointment Details form when adding or editing an appointment.
- Rooms can never be overbooked, regardless of the overbook status of the staff member. Attempting to overbook an appointment where the room is already scheduled will display a message "Room is not available on date of appointment" and the appointment will not be able to be scheduled.
- Room availability is checked across staff, if the room is scheduled for a time by one staff member, another cannot also schedule the room.
- Rooms can be included in recurring appointments for both individual and group appointments.
- Rooms assigned to appointments will also display in the Post Staff Activity Log form.
Prerequisites:
- The registry setting Enable Room Scheduling must be set to 'Y'.
- Go to: Avatar PM > Appointment Scheduling > Site Management
Add or Edit a Room
- In the Add/Edit Room Definition field:
- Select Add to add a new room.
In the New Room Code field, enter the unique ID for the room. This ID must be alphanumeric and cannot contain spaces. - Select Edit to edit an existing room.
In the Existing Room field, search for and select the desired room.
- Select Add to add a new room.
- In the Room Type field, select the category this room belongs to.
- In the Room Description field, enter the searchable name or description of the resource.
- In the Site field, select the facility where this room exists.
- Click Submit.
Resources
Assign facility resources to individual rooms. These resources will populate automatically when appointments are scheduled for the room.
- In the Select Resource field, search for and select each applicable resource.
- All selections will appear in the Selected Resources list.
- To remove a resource, search for and select the already-selected resource again. The item will be automatically removed from the list.
Deactivate a Room
Rooms cannot be deleted, but they can be deactivated. Appointments already scheduled with the the room assigned at the time of deactivation will not be impacted.
- Deactivated rooms will not display in the select list in Scheduling Calendar - Add New Appointment.
- Deactivated rooms will not be included in the Room field on the Scheduling Calendar.
- In the Add/Edit field, select Edit to edit an existing resource.
- In the Existing Room field, search for and select the desired room.
- In the Deactivate Room field, check the Yes box.
- Click Submit.
Report on Rooms
- Click the List All Rooms button to launch the Room Definition Report.
- ► SQL Tables
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- SYSTEM.