TABLE OF CONTENTS
It's easy to make multiple changes to services in Calendar View.
- Example: You might need to change the time on a dog walk or re-assign all visits when a staff member calls in sick.
If you edit services in Calendar View, the changes you make are simultaneously reflected in the clients service order, staff schedules, client schedules, and staff pay records.
Tip: To make multiple changes to a single client's services, you will want to use the Client's Schedule or make edits from their service orders. See Changing Multiple Services for One Client.
How Do I Edit a Service in Calendar View?
Navigation: Scheduler > Admin Schedules > Calendar View
Step 1
- Simply click the client service you wish to edit
Step 2
- From the Edit Services screen, there are several changes to you can make to a Service.
- Click "Update" when you have finished making changes to the Service.
- Any changes you make are displayed in the Calendar and are immediately updated in the Client Schedules.
What can be Edited for a Service in Calendar View?
The following are descriptions of attributes you can edit on a Service:
Date
Date service is scheduled.
Service Item
Service item scheduled.
Time
Scheduled service time.
Note: The service time governs which schedule column the service is displayed within. See What are the Schedule Columns and Column View Headings?
Timeframe ±
The timeframe defines the window of time the service should be started. For example, if a service should be started no earlier than 15 minutes before the service Time and no later than 15 minutes after the service Time, set the timeframe to 15 minutes. See Service Item Timeframe. If you do set a timeframe for a service AND you set "Display Time" (see below) to "Always," the actual time and timeframe will be displayed in the schedule.
Time Blocks
Sometimes it is not necessary to display a specific service time. For example, if you walk 4 dogs together over lunchtime, it doesn't usually matter if you start at 12:00 or 1:00pm as long as the dogs are walked during lunchtime.
Time blocks allows you to set custom time ranges for a service in Time Type set up that appear in your schedules and also enable clients to choose their time preference for a service in a client portal.
Tip: Time Blocks can be altered in the schedules by an admin/scheduler by editing services. For example, a client requests a dog walk from 11:00am-12:00pm, but your preset time blocks states 11:00am-1:00pm. Change the time block for these services, by clicking "edit" by the Time Block, entering the custom time block, click "done."
Display Time
Some clients request a specific time, such as a visit at exactly 5pm, so the time needs to display on the schedule. " Display Time" has a default setting, which can be set for each service item in Admin > Services > Service Item > Time Blocks / Time. If the default setting for "Display Time" is set to "Admins can choose", you have the option to select the following default settings:
- When "No" is selected, the exact service time is NOT shown in the schedule by default. Instead the time is only be used to govern which schedule column the service is displayed in.
- When "Yes" is selected, the exact service time shows in the schedule by default and the time also governs which schedule column the service is displayed in.
Staff
Assigned staff, which updates the impacted staff schedules.
Quantity
Quantity, if there is more than one item. For example, if you charge mileage at $0.50 per mile, select the "Mileage" service item and enter the number of miles traveled in quantity.
Unit Charge
Each service item has a standard charge, calculated in conjunction with any Price Rules you set. The unit charge can be changed manually when adding a service.
Staff Pay
Each service has a standard Staff Pay rate that you pay your staff. Staff Pay rates are calculated according to Staff Pay Rules you set. This figure can be changed manually when adding a service.
Schedule Ref Override
Replaces "Schedule Ref" on the schedule. For example, if your client has two dogs and their Schedule Ref is "Poppy and Penny" but their repeat service is for Penny only; enter "Penny" in "Schedule Ref Override" to have only "Penny" appear in the Schedule for the service.
Client Notes
If a client adds a note when requesting services from their client portal, Client Notes are copied to Staff Notes, but also retained and displayed when editing services.
Staff Notes
Staff Notes now appear (in red) above Invoice Notes and are displayed in the admin and staff schedules, providing a reminder of special instructions. They do not appear on invoices and are not seen by clients.
Invoice Notes
Invoice Notes now appear below Staff Notes and are displayed on the invoice beside the service description and will be seen by clients. These are different from "Admin Notes" which can be added to an invoice and will appear in the Unpaid Invoice report.
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