For an introduction to Advanced Scheduling, please visit the How to Understand Concepts within Advanced Scheduling page. |
You can assign SPs to your scheduled Events if you are not planning to use simulators in your scenarios.
Make sure that you have an SP group assigned to your Activity. |
There are 5 options located at the bottom of the Activity Scheduler page that can help you with SP scheduling:
Generate Assignments: Assigning SPs to the Cases of your event takes place here. You can use the collected appointment requests too if SPs already submitted their availability through the on the Date Availability Emails.
In Case you haven't used Date Request Emails or you haven't received appointment requests from all of your SPS —or any of them at all—the system generates assignments randomly. |
Click on Date availability emails in the SP column:
You will be redirected to the Scheduling (SP Date Availability Emails) page where you can set up your email and send it out to your SP group.
Select a from address in the Email From drop-down.
To set up further from addresses, go to the Emails tab in System Manager.
Edit the message body of your email in the Message field.
If the SP availability email template was set up in System Manager, you may notice that the message body contains snippets of text surrounded by hashtags and curly brackets:
#{FIRSTNAME}# | #{TITLE}# | #{REQURL}# etc. |
These snippets are referred to as merge tags in the system. Merge tags personalize the emails you send out to your recipients: |
You can set up the response deadline relative to the start date of the entire Activity— not the event.
This option can be useful while you are planning upcoming (not yet running) Activities. |
Optional: Check the Send only to those who have not responded yet box.
Apply this option if you are sending out date availability emails repeatedly and some of the SPs have already responded. |
Click Send to send out your email.
After you have sent out the date availability emails, the system will log the time and date of sent emails:
The system also counts the number of SPs who have responded to your request. |
On the Review availabilities page, you can only view the cumulative list of SP requests submitted so far. To assign SPs to the event according to Cases, go to Generate Assignments. |
Click Save or Save & Return to save your assignment settings.
With Save & Return you will be redirected to the Activity Scheduler page.
To send confirmation to assigned SPs, go to Notification emails. |
You will be redirected to the Scheduling (Review SP Assignments) page where you can check the round assignment of each SP.
By default, SP assignments are sorted by the Event dates and times. Select the respective radio buttons to sort the assignments by Cases or SPs. |
Select a from address in the Email From drop-down.
To set up further from addresses, go to the Emails tab in System Manager.
There are two kinds of emails to prepare for your SP group:
For valid email setup, prepare the contents of both kinds of emails. |
One for the SPs whose application for the event was confirmed; only those SPs receive the message who were assigned to one of the scenarios of the event.
You will find the template of this email under
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One for the SPs who were not assigned to the event; only those SPs receive the message who didn't get assigned to the event.
You will find the template of this email under
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If the SP notification email templates were set up in System Manager, you may notice that the message body contains snippets of text surrounded by hashtags and/or brackets:
#{TITLE}# | #{FIRSTNAME}# | #{CASE_PATIENT}# etc. |
These snippets are referred to as merge tags in the system. Merge tags personalize the emails you send out to your recipients: the system automatically replaces the merge tags with the corresponding unique data of your recipient once they receive your message. To apply merge tags, set them up and save them in the default email templates in Emails—click on the System Settings button at the bottom of the page to be redirected. |
Click Send to send out your emails.
No need to select a recipient group—each message will be sent out to the right SPs based on the assigment information of the event. |
After you have sent out the notification emails, the system will log the time and date of the sent emails.
For further information, visit our Advanced Scheduling pages, and view our Activity Manager Training Videos. |