Guidelines for Editing Group Appointment Status

The scheduler provides flexibility in tracking the arrived and seen times for the individual members of group as well as the group appointment itself. The following rules will help you to understand how status changes at the group level affect the individual member status. As you manage group status, keep in mind that changes at the group level will have different effects depending on whether the status of individual members has been modified previously.

Keep in mind that although a group appointment is composed of individual members, the group appointment must be checked in to complete the appointment. The group appointment is the primary tier, and the member’s appointment information is secondary. Therefore, it is important to track the status of the group appointment, as well as each member in the group.

• In this regard, as soon as the status of all the individual members of a group appointment are identically marked (e.g. all confirmed, or all marked Arrived or Seen), a pop-up confirmation similar to the following will appear:



Click OK to continue, Cancel to abort the change to the group appointment. Users can enable the preference Automatically match group appointment status with status of all members to bypass the message altogether.

Conversely, if the group and all the members of the group have a status of Pending and the group is subsequently marked Arrived, then the members will be marked Arrived for the same time as the group. The same holds for Seen: If all are Pending/Arrived and the group is marked Seen, then the member will be updated to Seen with the same time.

• Once the status of a group appointment is greater than Pending or the group has been confirmed, changing an individual's status back to Pending or reversing the confirmation of an individual will not affect the group status.
• If the status has not been set for the group or individuals, the most efficient way to set the Arrived and Seen times (if they are the same) is to type the appropriate time at the group level. The group members will inherit the status and time stamp of the group. Once the status is set, further changes will not affect the Arrived or Seen times.
• Once an individual member’s Arrived or Seen time has been set, modifying the group’s Arrived or Seen time will not affect the members’ times.
• If the drop-down is used to set the status for the group or group member, the program will enter the system time.
• If you change the group's status from Arrived to Pending (only Arrived times are indicated), then the group status is changed to Pending. If any member has been marked as Canceled or No-show, that member will retain his or her status.
• Any edit to the group's Seen time causes a corresponding change to each member's Seen time as long as he or she has a status other than Cancel or No-show.
• If you change the status of the group from Seen to Arrived, the status of the members is changed to Arrived as long as the individual members are not marked Canceled or No-show
• If you change the status of the group from Seen to Pending, then the status of members is changed to Pending.
• If you change status of Group to Arrived in which individual members have different status levels, then the members whose status was Pending are changed to Arrived. All others retain their higher status.