The Attendance Module

Making and Managing Reservations

 

Overview

A Reservation Service is a specialized type of Housing Service that is attached to a housing "slot." The client can then be marked as either "present" or "no show" for the reservation. 

Notes:

  • A reservation service can be recorded before or after a client is enrolled in a Program (or without an enrollment, if enabled), and this reservation service can be linked to the Program enrollment at any time. 
  • While reservation services can be made from the Attendance Module or the client record, clients can only be marked "present" or "no show" for the service from the Attendance Module. 

Making a Reservation

There are three ways to record reservation services:

  • Through the Attendance Module
  • When referring a client to a program
  • From the agency-level Services tab or program-level Provide Services tab in the client record

Reservation services made from a referral or the Services/Provide Services tab are made for an individual client, where reservation services can be recorded for multiple clients at once from the Attendance Module

 

Making a Reservation from the Services / Provide Services Tab

When recording a service item, if the service is configured as a reservation service and Service Option is enabled, there will be additional reservation options for the service. 

 

Select a start date, the number of days to reserve, and group members (if applicable). Click PREVIEW RESERVATION to view each reservation and select a reservation slot.

You can change the reserved slot or delete one of the days. When you are done, click CONFIRM. If multiple household members were selected, you will click CONFIRM for each household member. 

 

Making a Reservation from a Referral

When recording a direct referral, if a reservation service for the program is configured with Allow Referred Reservation enabled and the program is selected in Program Options, the question "Would you like to make Reservation as well?" will appear on the Refer to Program page.

When this setting is toggled on, the same options will display as when recording a reservation service from the Services/Provide Services tab. There may be more than one service available.

 

Making a Reservation in the Attendance Module

To record reservation services in the Attendance Module, click the launchpad and navigate to ATTENDANCE.

 

Any service item configured with a reservation option will have a RESERVATION link to the right. Click the link.

 

Select the date for which you want to manage reservations. The available slots will display for each day.

 

To begin the reservation process, click a slot. The MAKE RESERVATION box will appear in the right sidebar. Select the number of days to reserve and click SEARCH FOR CLIENT. 

 

Locate the client in the search results and click Select. If you have placed the wrong client by mistake, you can replace them with the correct client by selecting the Change button in the Search Client area.

Click PREVIEW RESERVATION TO view the reservation details.


 

After you click the PREVIEW RESERVATION button, a list of dates will generate in sequential order. The number of dates will correspond with the amount listed in the Days to Reserve field located in the MAKE RESERVATION box above.

The system will automatically ensure that the chosen slot is available for each of these dates. If the slot is not available on a particular day in the list, the system will find the next available slot, and this slot will be applied to all the days thereafter.

After verifying that all information is correct, click CONFIRM to record the reservation.

Marking Clients Present / No Show for a Reservation

A client can be marked as "present" or "no show" for a reservation service in the Attendance Module only. From the reservation page, select the date, then select the slot. In the RESERVED box, you can select one of two options: PRESENT or NO SHOW.  

 

After you make your selection, the screen will automatically update. If you need to make a modification to a slot, simply select the slot, and make the necessary changes in the right sidebar.

Deleting and/or Changing a Reservation

If a client is a "no show", you can place a different client into that slot by clicking MAKE RESERVATION. 

 

This will display, in the Attendance Module, the history of the "no show" as well as the new reservation, as well as keep a history of the original reservation service in the originally reserved client's record.

 

Alternately, clicking the trash can icon will delete the original reservation service.

Calendar View

You can view and modify a particular reservation slot in Calendar View. To do this, click the slot, then click CALENDAR VIEW.

The screen will switch from a date-oriented view to a slot-oriented view that displays all the reservations for the selected slots in both the calendar and in the list below the calendar.

 

Notice that the drop-down in the center of the screen above has changed from dates to slots. This allows you to switch between slots without having to exit the screen.

Viewing Public Alerts 

An alert icon will be displayed if the client has a Public Alert that is active (not expired) and not private.

Hovering over the client name will display a pop-up with an option to view the public alert.



Clicking View Public Alert will open a new browser tab for the client’s NOTES tab, where the Public Alert(s) can be viewed. 

Note: Reservation services can be modified from the HISTORY tab of the client record. You cannot mark a client as "present" or "no show," but you can edit other details of the reservation (slot, date, etc.) or delete the reservation.