Before creating your first support activity in the calendar, make sure you have:
Created your services.
Assigned your services to your location and users.
The difference between an appointment & a support activity
Before you create a support activity it is essential to understand the difference between appointments and support activities to ensure that you choose the correct option, as they enable different features.
Appointments are client-facing services, such as consultations or telehealth sessions. When selected, you can enable features such as provider travel, telehealth, and appointment templates. Appointments also send notifications to clients and can include travel details and charges on invoices.
Support activities are non-face-to-face services, such as report writing or billable communications. These do not send notifications to clients and do not allow you to link travel. Support activities are tracked separately for reporting and billing purposes.
See this article if you wish to create an appointment.
Creating a support activity
To create an support activity:
1. In the columns under the desired location and practitioner, select the time slot you would like to book an support activity for and click Support activity.
2. Enter the client’s name and select the client from your existing clients, or create a new client. If a client has a client alert, such as needing wheelchair access, it will appear on this screen after they have been selected.
Creating a support activity for a client will create a relationship and link that client to that practitioner moving forward.
3. Select your service.
Only services that are enabled for the location and practitioner will be visible here.
4. Link the support activity to an existing case to ensure the session is tracked and allocated correctly for the client.
Can’t see your existing cases in the calendar?
It’s likely the issue or expiry dates on the case don’t match the date of the support activity.
Here’s what you can do:
Create the support activity without linking a case
Head to the client’s profile and update the case dates
Then, link the support activity to the case from there
5. Confirm the date and time. The date and start time are automatically set to the slot you selected on your calendar, but both can be manually adjusted if needed. The end time defaults to the duration set in the service’s settings.
6. Assign a room or resource to ensure the support activity appears in the rooms/resources calendar and helps avoid double-booking.
7. For recurring sessions, customise your repeat rules. If a clash occurs when booking a recurring session, you have the option to fix conflicts before confirming.
8. Add notes to the support activity if required. For support activities with recurring sessions, the note will apply to all sessions in the repeat sequence. However, once the repeat sequence is created, any updates to notes will only be applied to individual sessions.
9. Once everything’s set, click Create to save the support activity. If anything required is missing, splose will prompt you to complete the details before moving forward.