Who is this support article for?
This article has been created for Associates (Consultants) who provide services for Converge International and have an Adhoc schedule only or are intending to rebook a client into their Adhoc schedule.
You can rebook an existing client via Quick View. This guide will walk you through the rebooking process.
View the video tutorial then follow the step-by-step instructions below:
Step 1: Accessing Quick View actions
After logging in, your default home page is Quick View, which can also be accessed via the left menu, if needed.
Find the clients' last appointment on the Quick View page then click the green “Commence” button from the Appointment Actions column on the right side.
The Quick View page is split into 3 sections - Appointments not started, Appointments in Progress and Appointments recently completed.
Your clients' last appointment will be in the “Appointments Recently Completed” section or, if you haven’t yet commenced the last appointment, it will be in the “Appointments Not Started” section.
Step 2: Review client session summary
Next, a pop-up will appear where you can review information before continuing.
Review the client session summary and the available session count.
Click “Continue to Rebook”
If the client does not have enough sessions remaining, you can request extra sessions. Find out more here Requesting extra sessions
Step 3: Select booking approach
As an associate with an Ad hoc schedule, you’ll be presented with two booking approach options - Manual Booking and Retrospective Booking.
Manual booking is for any future booking
Retrospective booking is for any booking that has occurred in the past but not yet added.
Select Manual, unless you are rebooking an appointment that has already occurred.
After selecting an option (Manual or Retrospective), the following steps are the same.
Step 4: Select a work schedule
After confirming a booking approach in the last step, the booking window will expand to show options for your rebooking.
Before continuing, click the “Expand to select / Update work schedule” banner (teal colored banner) to reveal your work schedule.
2. Next, select the work schedule which matches the desired appointment time with the displayed work schedule. Once you find the schedule to apply the appointment to, click the circle button to the right of the word “Available” to confirm the schedule.
You may have more than one line of work schedules when you have multiple availability times over a week period.
For example, you may work Monday’s and Tuesdays 09:00 to 14:00 (line 1) and Thursdays and Fridays 14:00 to 17:00 (line 2) which would be displayed in two availability lines. If the appointment was at 10:00 on Tuesday, you’d select that schedule for Monday and Tuesdays 09:00 to 14:00 (line 1).
If you also have a Rapid Response work schedule, these may be visible at this step. Make sure you only apply an appointment to the “Ad hoc” schedule (see image above) in the “Calendar Type” Column.
Step 5: Complete booking details
Next, select the:
Modality
Date of Response (the date of the appointment),
Starting Time (in the clients' time zone)
Send Client Notification options (select Yes unless you have your own notification system).
For Video Call modality, select a teleconference platform.
Then, click the blue button “Review Bookings” to continue.
For Video call appointments: For an automatic meeting link to be generated, select Teams (no login or app required to use - we will send you and the client the meeting link). Or select Zoom. If you select zoom, you’ll need to create a zoom meeting and email the client the meeting link seperately.
The time entered is in the clients' time zone
After entering the details of the appointment, you’ll be able to review the appointment time, including a time zone conversion between you and the client.
Next, click the “Review bookings” button to proceed to the last step.
If you see the following message
This means you have not selected a work schedule to apply the appointment to. Please go back to step 4 and follow the steps to select the work schedule (with the circle button on the right side of the schedule).
Step 6: Review Booking
After clicking Review Bookings button on the previous step, you’ll be presented with a review bookings screen.
Review the booking information and if correct, click the “Back” button at the bottom left of the review window.
In the “Client Appointment Attendance” section, select the attendance option that best matches the upcoming session. This is usually Individual.
Leave “Appointment Confirmed” selected
Click “Finalise Appointment” button to complete the booking process.
If rebooking a video call appointment, the Microsoft Teams link for the appointment will be sent to you and the client in the appointment confirmation email. You will need to ensure to keep the appointment confirmation email to find the link and join before the appointment begins.
If you cannot find the email with the link, please lodge a Phoenix Support ticket via http://www.convergeinternational.com.au/consultants and the team will show you how to obtain your link another way.
Answers to common questions
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