[Feature Setup Doc – only available for service-based reasons/appts]
Quantity Based Tandem Setup:
A service that is setup as a quantity-based tandem allows the user to set the number of staff required to be in each appointment.
Based on the number set for Quantity based tandem the system will find a timeslot that has X number of staff members available to make that appointment a bookable option for the client.
To add a Quantity based tandem service you will go to settings > services and classes > add new service > on the add new service form you will add the name of your service > select the staff members that offer this service > To enable the Tandem function for this new service the user will check the box for the field labeled “Tandem Appointment” (1) > once the checkbox is selected the user will be presented with a dropdown menu labeled Tandem Booking Method – select Quantity (2) > then enter the number of staff members needed to perform this service in the Tandem Quantity field (3).
Final step to complete the add new service form is to add the appointment duration and click the add service button.
Booking a Quantity Based Tandem Appointment from the Backoffice [Staff side]
Appointments > Add appointment > select Add Tandem Appointment
On the add Appointment form you will only see your Tandem service options in the Service and Class dropdown. And for Quantity Based Tandem services the form will display the quantity required for the service - you are unable to edit the quantity from this page below.
The user will select their service > add the client they are booking for > select the date and time > click save appointment.
When the appointment is booked you will see there is a primary staff member listed (randomly selected) in the Staff field on the left side of the Appointment detail page and the remaining staff members are listed in the additional staff field on the right side of the page:
On the calendar view you will also see an appointment event listed for each staff member assigned to the tandem appointment:
Role Based Tandem Setup:
This is for appointments that need to be based on the staff’s role. These roles can be created under settings > staff you'll see we have added a new tab on the far right of the staff table labeled Roles. To add a new role the user will click the Add New Role button:
And in the text field the user will type in the name of the role they want to create (ex. Doctor) > click save. Repeat process to add additional Roles to the account.
Once you have your staff roles added to the account next the user will click on the active staff tab > click view into an individual staff profile > on the staff profile click the edit button and you will select a Role to assign to this staff member by clicking the Role dropdown menu > click save. Keep in mind that the Role assignment is independent and has no connection to the security roles assigned.
Adding a Role Based Tandem service:
To add a Role based tandem service you will go to settings > services and classes > add new service > on the add new service form you will add the name of your service > select the staff members that offer this service > To enable the Tandem function for this new service the user will check the box for the field labeled “Tandem Appointment” (1) > once the checkbox is selected the user will be presented with a dropdown menu labeled Tandem Booking Method – select Role Based (2) > then select your primary role for this service type – this will be the role that is assigned as the main staff member for the appt (3) > You will see a prompt to “Add New Role” click that text for the field labeled “Roles required for this service” (4) > you will assign both a quantity and a role for the roles required section – click the blue check mark to save that role and if more roles are needed click the “Add New Role” prompt again.
*internal note - Where I see these primary and additional staff assignments coming into play is for any virtual appointments that we're pulling a zoom link for or a Teams URL that will pull from the primary staff profile and then include that into the appointment notifications for the client and the additional staff to all join that same room.
Booking a Role Based Tandem Appointment from the Backoffice [Staff side]
Appointments > Add appointment > select Add Tandem Appointment
Again on the add appointment form you will only see your Tandem service options in the Service and Class dropdown. For the Role based Tandem it will automatically show the roles assigned to the service and offer up the times available.
The user will select their service – Home Visit > add the client they are booking for > select the date and time > click save appointment.
Additional items to consider while setting up Tandem on an account:
- Add the %OTHER_STAFF_EMAILS% tag to the “To” field of appt emails