Enter a Schedule

Overview 

A schedule allows you to place clients in a facility where they may receive services at different times.  Certain facility types require a schedule for enrollment. These include Attendance Facilities, Agency Schools, Family Day Care Centers, and Groups.

Example scenario for a school schedule:

• If your agency runs a school, you may have students that attend on a part time basis. You can create two schedules, one for full time, M-F 8:30 - 3:00, and one for part time students, MWF 8:30 - 12:30.

Example scenario for a support group schedule:

• A therapy group may be conducted either Mon, Wed, and Fri for two hours each day, or Tues and Thurs for three hours a day. Both schedules last for a total of six hours per week, but because of possible conflicts, clients may only be able to attend on certain days.
• By default, when you create a new facility that has schedules, the system will create a default schedule for you. This is because these facility placements require the assignment of one and only one schedule. If your facility does not require a schedule, simply edit the default schedule.

Create a Schedule

Note: This schedule is a sample Attendance Facility Schedule. Support Group schedules are entered in the Group's General Information form and do not include Start Time, End Time, or Duration.

1. Navigate to the appropriate path.
2. In the toolbar, click Select School or Select Institution.
3. In the toolbar, click New Manual Event.
4. Complete the following fields as appropriate:

• Schedule Description - Enter a name that describes the schedule.
• Start Date - Start date of this schedule.  Clients/People cannot be placed in this schedule before this start date.  For Groups, Clients/People cannot receive services before their schedule's start date.
• End Date - End date of this schedule. Clients/People cannot be placed in this schedule after this end date. For Groups, Clients/People cannot receive services after their schedule's end date.
• Daily Start Time - The start time that will automatically be filled in when tracking attendance in the Attendance Tracking Module. Support Group schedules do not use a Start Time.
• Daily End Time - The end time that will automatically be filled in when tracking attendance in the Attendance Tracking Module. Support Group schedules do not use an end Time.
• Duration - The Duration is the Start Time minus the End Time. The field is read-only. This is automatically filled in after saving the schedule.

Note: Agencies can configure the system to use Start/End time OR start time and duration. (You can configure that here: Setup > System > EvolvCS System Setup > System Settings/Preferences: tab: service related settings. Field: Groups Services: display end time instead of duration.) 

• Is Active - Notes whether the schedule is currently active.
• Holiday Schedule - Allows you to include the holiday schedule for the agency in the Attendance Tracking Module's tracking area.
• Day of Week Flags - Sunday through Saturday flags that allow to choose the days this schedule is in effect.