ShadowCal

ShadowCal

What is ShadowCal?

ShadowCal is a solution that allow users to create appointments for their enrollees. The enrollee receives a push notification both when the appointment is created, as well as 24 hours before. Users are able to view enrollee acknowledgements when the notifications are read, and also receive emails as a reminder to add appointments to their personal calendars.

How to create an appointment:

To create and schedule appointments in ShadowCal there are several methods:

Enrollee Calendar:

  1. Navigate to the enrollee's profile and select the "Calendar" tab from the tabs menu.
  2. You can double click on a date in the calendar or select "+Appointment" to create a new appointment.
    1. "Setup a Recurring Appointment" allows you to create an appointment that will repeat based on the recurrence option that is selected. Selecting no will create a one-time appointment.
    2. "Type" depicts the nature of the appointment. This can be selected from the options listed in the dropdown menu. These options are configured at the entity level.
    3. "Duration" depicts the length of time the appointment is to last. You can toggle between hours or minutes. 
    4. "Time Zone" is defaulted to the user's time zone but can be changed. 
    5. "Date" allows you to select from a calendar the date and time of the appointment.
    6. "Description" allows you to create a customized message that will display on the enrollee's calendar. (Ex) "Please report to the district office for your weekly/monthly check-in".
  3. Select "Save".
    1. Once "Save" has been selected, the enrollee will receive a push notification. When opening the notification, the calendar will display within the app showing the appointment date, time and details. 
    2. The officer will also receive an email alerting them of the created appointment. 

Officer Portal (Globe Icon):

The Globe Icon (Officer Portal) can be found both on the enrollee homepage at the end of each enrollee's row, as well as at the top right of the enrollee's profile page:
  1. Select the Globe Icon.
  2. Select the "Calendar" tile.
  3. Double click on any date in the calendar to open the "New Appointment" window.
    1. "Setup a Recurring Appointment" allows you to create an appointment that will repeat based on the recurrence option that is selected. Selecting no will create a one-time appointment.
    2. "Type" depicts the nature of the appointment. This can be selected from the options listed in the dropdown menu. These options are configured at the entity level.
    3. "Duration" depicts the length of time the appointment is to last. You can toggle between hours or minutes. 
    4. "Time Zone" is defaulted to the user's time zone but can be changed. 
    5. "Date" allows you to select from a calendar the date and time of the appointment.
    6. "Description" allows you to create a customized message that will display on the enrollee's calendar. (Ex) "Please report to the district office for your weekly/monthly check-in".
  4. Select "Save".
    1. Once "Save" has been selected, the enrollee will receive a push notification. When opening the notification, the calendar will display within the app showing the appointment date, time and details. 
    2. The officer will also receive an email alerting them of the created appointment. 

"Request" Dropdown Menu

At the top right of the enrollee profile, you will see a dropdown menu labeled "Request"
  1. Select "Appointment".
  2. The "New Appointment" window will open.
    1. "Setup a Recurring Appointment" allows you to create an appointment that will repeat based on the recurrence option that is selected. Selecting no will create a one-time appointment.
    2. "Type" depicts the nature of the appointment. This can be selected from the options listed in the dropdown menu. These options are configured at the entity level.
    3. "Duration" depicts the length of time the appointment is to last. You can toggle between hours or minutes. 
    4. "Time Zone" is defaulted to the user's time zone but can be changed. 
    5. "Date" allows you to select from a calendar the date and time of the appointment.
    6. "Description" allows you to create a customized message that will display on the enrollee's calendar. (Ex) "Please report to the district office for your weekly/monthly check-in".
  3. Select "Save".
    1. Once "Save" has been selected, the enrollee will receive a push notification. When opening the notification, the calendar will display within the app showing the appointment date, time and details. 
    2. The officer will also receive an email alerting them of the created appointment. 

Calendar Tab

Using this method will allow you to select from a list of enrollees, allowing you to schedule the same appointment for multiple enrollees.
In the left Navigational Menu, select the "Calendar" tab
  1. You can double click on a date within the calendar or select "+Create".
  2. The "New Appointment" window will open.
    1. "Setup a Recurring Appointment" allows you to create an appointment that will repeat based on the recurrence option that is selected. Selecting no will create a one-time appointment.
    2. "Type" depicts the nature of the appointment. This can be selected from the options listed in the dropdown menu. These options are configured at the entity level.
    3. "Duration" depicts the length of time the appointment is to last. You can toggle between hours or minutes. 
    4. "Time Zone" is defaulted to the user's time zone but can be changed. 
    5. "Date" allows you to select from a calendar the date and time of the appointment.
    6. "Description" allows you to create a customized message that will display on the enrollee's calendar. (Ex) "Please report to the district office for your weekly/monthly check-in".
  3. Select "Save".
    1. Once "Save" has been selected, the enrollee will receive a push notification. When opening the notification, the calendar will display within the app showing the appointment date, time and details. 
    2. The officer will also receive an email alerting them of the created appointment. 

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".

To View Read Status 

Read status can be viewed from several locations within the platform.
  1. In the enrollee's profile under "History" > "Location" you will see "Appointment Read" along with a date/time stamp as well as location point.
  2. In the enrollee's Calendar, the list to the right will depict the "Read" status as a green check mark or a "Unread" as a red X.

Cancel Appointments

To cancel an already scheduled appointment, there are two ways:
  1. Enrollee Profile Page:
    1. Select the "Calendar" tab in the enrollee's profile
    2. Find the appointment you wish to cancel from the list on the right of the calendar
    3. Select the trash can icon and select "Proceed"
    4. The appointment is now canceled, and the enrollee will receive a notification
  2. Calendar Tab in the Navigational Menu:
    1. Select the "Calendar" tab from the left Navigational Menu
    2. Find the appointment you wish to cancel from the list below the calendar
    3. Select the trash can icon and select "Proceed"
    4. The appointment is now canceled, and the enrollee will receive a notification

Send Notifications to Future Appointments

Notifications can be sent for appointments scheduled in the future. These can be sent for individual appointments as well as mass appointments. Here's how:
  1. Locate the appointment within the Calendar tab that you wish to send a Notification to 
  2. Select "Mass Notification" from the bottom section
  3. Enrollees can be added by selecting the "+Enrollee" button or removed by selecting the trash can icon to the right of their name
  4. Fill out all fields in the "Mass Notification" and select "Save." A notification will be sent to all enrollees included in the configured list. This can also be done from the Calendar in the Mobile Version of the platform.

Filter by User and Appointment Type

Users can view other users' calendars within their entity, as well as filter by appointment type. Here's how:
  1. Filter by user
    1. Select the Calendar tab from the left Navigational menu
    2. Select the dropdown labeled "User"
      1. This will display all scheduled past and future appointments associated to that user. Appointments can be created in other users' calendars by users within their entity. Appointments can also be removed from other users' calendars as well by selecting the trash can icon. 
  2. Filter by Type
    1. Select the Calendar tab from the left Navigational menu
    2. Select the dropdown labeled "Type"
      1. Select the Appointment Type you wish to view appointments for. These can be seen on the calendar as well as listed below the calendar in descending date order. 
        1. Further filtering can be done by using the filtering options below the calendar and above the list. 

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