Create an Appointment

Create an Appointment

Calendar appointments can be created in various locations within the ShadowtrackONE platform. These appointments automatically send notifications to the enrollee through the EnrolleeApp upon creation, as well as 24 hours before the scheduled appointment. Notifications are also sent to all assigned users to the enrollee as well as the user who created the appointment. These appointments are added to the users' calendars in the ShadowtrackONE platform.

Accessing the Calendar

The calendar can be accessed in many ways.
  1. Calendar Tab located on the main navigational menu
  2. Portal (Globe Icon) located on the Enrollees tab and at the top of the enrollee profile
  3. Enrollee profile>Calendar tab
    1. Allows you to schedule an appointment for one enrollee
  4. User profile>Calendar tab
    1. Allows you to schedule an appointment for one or more enrollees

Create an Appointment From the Main Calendar Tab on the Navigational Menu

  1. Select any day on the Calendar or select the +Create button.
  2. Select From a Template - Yes or No (Using a template auto-populates the appointment description)
  3. Setup Recurring Appointment - Yes or No (Allows for the officer to creating repeating appointments)
  4. Enter the Type (Optional), Duration, Date/Time, and Description
  5. Select the +Enrollee button to select the enrollees
  6. Select Save
  7. You will see confirmation the notification was sent.

Create an Appointment from the Portal

  1. Go to the Enrollees tab, select the Globe icon
  2. Select the Calendar tile
  3. Select the Day on the calendar you would like to schedule the appointment for
  4. Enter the Type (Optional), Duration, Date/Time, and Description
  5. Select Save
  6. You will see confirmation the notification was sent

Create an Appointment for an Enrollee from the Enrollee Profile

  1. Go to the desired enrollee's Profile>select the Calendar tab.
  2. Select the +Appointment button or click on the Calendar.
  3. Enter the Type (Optional), Duration, Date/Time, and Description
  4. Select Save
  5. You will see confirmation the notification was sent.

Create an Appointment for One or More Enrollees From Your User Profile

  1. Select your Name in the upper right corner of the application, next to the main search field.
  2. Go to the Calendar Tab
  3. Select any day on the Calendar or select the +Create button.
  4. Enter the Type (Optional), Duration, Date/Time, and Description
  5. Select the +Enrollee button to select the enrollees.
  6. Select Save
  7. You will see confirmation the notification was sent.

What happens after I schedule an appointment?

  1. The enrollee will receive a push notification via the EnrolleeApp when the appointment is scheduled.
  2. The enrollee can view the appointment along with any other past or future scheduled appointments via the calendar button on the home screen of the EnrolleeApp. For details on the enrollee perspective of viewing the calendar, please refer to the article here
  3. The enrollee will receive a push notification via the EnrolleeApp 24 hours before the appointment date/time.
    1. If your caseload management system is integrated with Shadowtrack, a note will be generated when the appointment reminder is sent 24 hours before the appointment date/time. 

View the Read Confirmation

  1. Go to the Enrollee Profile>Calendar tab
  2. Here, you can view a list of all past and future scheduled appointments for the enrollee
  3. The Read column will indicate a green check mark if the message was read and a red X if it wasn't 

Drag-and-Drop Scheduling

Users can intuitively create appointments by drag-and-drop, allowing the user to visualize the time frame on the calendar while creating appointments.
  1. Open the calendar by either day or week view
  2. Choose a start time – Click on the time slot where you want the event to begin.
  3. Drag to select the end time – Hold your mouse button and drag down to cover the time range.
    1. If the end time crosses over into the following day, simply slide the mouse over to the next day’s column and keep dragging until the desired end time.
  4. Release the mouse – The time block is now scheduled.
  5. You will now input all required appointment information and select "Save".
Notes
VADOC Only: All appointment creations, modifications, cancellations, reminders, and recurrences will be added to CORIS Notes.

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