Appointments Tab Purpose

The purpose of the Appointments Tab is to view, schedule, and manage coaching appointments for the member. 

Appointments Tab Overview

The Appointments Tab can be accessed by clicking on Coach Center > Coach User Search. After locating the member, click on the Pencil Icon and then select the Appointments Tab. 

Here, you can view any existing appointments for the user including the date and time of the appointment, duration (length), type, title, session number, and status for each appointment. If no appointments have been scheduled, then nothing will be displayed here. 

Adding an Appointment

To add an appointment for the member, complete the following steps:

Step 1: Click on Add Appointment within the Appointments Tab. 

Step 2: Enter all required information. Items with an asterisk* are required. 

Step 3: The Type Menu defines how the appointment will be fulfilled: email, phone, or in person.  

Step 4: An Appointment Date & Time will need to be selected for the appointment. This is the date and time the appointment will take place. The Duration is the length of the appointment (5, 10, 15 minutes, etc.).

Step 5: An appointment can be scheduled for many wellness purposes such as biometric screening or coaching session. This information can be chosen in the Wellness Program menu.

Step 6: The Assigned to Coach menu may be used to choose who will be working on the appointment.

Step 7: The Status defines the current status of the appointment: arrived, cancelled, no-show, or reschedule. This is not a required field and can be left as "select" when needed. 

Step 8: The Timezone should be the timezone where the appointment will take place. For example, if the appointment will occur in Illinois, then you would choose the Central Standard Timezone. 

Step 9: The Session Number represents the session number for the appointment. For example, if this is the third session for this member, then you would select 3 here. 

Step 10: Enter the Location and Title for the appointment. 

Step 11: It is important to add the coaching information into the Description, so the user can see this information on their side. This could be the coaches name, contact information, physical address of the session, or any other necessary information to help the user for their appointment. 

Step 12: Once the required information has been entered, click on Save to finish. 

Once an appointment has been added for a member, they will see this information after logging into the system. The appointment will appear as an Upcoming Event under the category Coaching Sessions. The member can also view the event in their Event Calendar and see additional details by clicking on the event. 

Updating Appointments

To update an appointment, click on the Pencil Icon within the table.

Two tabs will be present after an appointment has been added: Details and Documents.

The Details Tab contains all information entered when the appointment was initially added. 

The Documents Tab may be used to upload any document pertaining to the appointment. 

Click on Save once all changes have been made.  

Deleting Appointments

To delete an appointment, click on the X within the table.

Click OK within the confirmation window to finish removing the appointment from the system.

The user will receive a cancellation email when the appointment is removed. 

Uploading Documents & Files

Documents and files may be uploaded after an appointment has initially been added to the system. These can be any documents or files that are related to the coaching session.

To upload a document or other type of file, complete the following steps: 

Step 1: Search for the member and click on the Pencil Icon. 

Step 2: Select the Appointments Tab.

Step 3: Click on the Pencil Icon for the appointment.

Step 4: Click on the Documents Tab.

Step 5: Click on Add New Document.

Step 6: Drag and Drop the file or Click to Browse for the file. The following file types are supported: Image, PowerPoint, PDF, Microsoft Excel, Microsoft Word,  

Step 7: Click Save to finish.