Using Form Setup: Appointment Form (which you'll find under the "System Configuration" section of the Welcome menu), you'll define the questions that appear on the appointment form.  The appointment form is the form that is filled out when making an appointment.   As with all control panels, be sure to hover over the question mark icons for more information about each configuration option.

Like the registration, client report, and survey forms, the appointment form is limited to a total of twenty questions; however, unlike the other forms where you are limited to a single form across your entire system, you can create schedule-specific appointment forms that are unique to each schedule. For more information on appointments and their use (as opposed to the setup of the appointment form), read the manual entry on "appointments."

Appointment Form Questions

In addition to the questions that you define, the appointment form will always collect the appointment date and time, the schedule, and the client and staff or resource.  In addition, form will collect the appointment type or modality (as set on a per staff or resource basis via the MODALITY option in Staff and Resource Management) and collect file attachments (as enabled via the ALLOW FILE ATTACHMENTS setting in Schedule Management).

To edit an existing question, make changes to the question as it appears within Form Setup: Appointment Form.  To add a new question to the form (up to the twenty question limit), use the NEW QUESTION section located at the bottom of Form Setup: Appointment Form.

Appointment Form Setup Question Field

QUESTION: This field lets you define the question as asked on the appointment form.

POSSIBLE ANSWERS: This field lets you define the type of answers or the answer choices available when answering the corresponding question.  Be sure to review the informational box above the question configuration options for extensive information about the various answer types.  The appointment form offers fill-in, drop-down, checkbox, multiple checkbox, Likert, and large text area answers.

Possible Answers Information

The appointment form's POSSIBLE ANSWERS includes some special functionality that isn't supported by other forms in the system.  Specifically, the "fill-in" answer type supports a response that begins with http:// or https://.  This allows you to ask something like, "Please provide a link to your Google or Dropbox document" and have the client's answer be selectable on the appointment form.  And, as discussed in detail by selecting COLOR OPTIONS from within the "possible answers" informational box, a drop-down or checkbox answer can be used to change the appointment color as displayed to administrators on the Calendar Display.

REQUIRED? This field lets you set whether or not a client has to complete the corresponding question in order to save their appointment.  Note that administrators can make appointments for and in the name of clients without filling in any of the required fields (unless the VISIBILITY is also designated as "administrators only" as described below).

Arrows for Moving Question OrderORDER ON FORM ARROW ICONS: These icons let you change where questions appear on your appointment form.  Once clients have begun making appointments on your system, you'll want to use the these icons to change the question order, as your data is tied to the specific question (Question #1, #2, etc).  For more on why this is important, review our recommendations on making changes to your forms.  To move a question up on the form, select the "up" arrow.  To move a question down, select the "down" arrow.

VISIBILITY: This option allows you to make appointment form questions that are only answered by and seen by administrators.  By default (and if this option is set to NORMAL VISIBILITY, all appointment form questions and answers are visible to administrators and to the client who has the appointment.  If you set this option to ADMINISTRATORS ONLY, then only full and basic administrators will be able to see and answer the question.  

This option might be useful if a center has an administrator that labels appointments for specific purposes (such as for a specific room or to be billed under a specific grant), but doesn't want that information available to or seen by the client.  This option should not be used to collect post-session staff feedback, as that information is typically collected on the client report form.

SEND TO STAFF? By default, the appointment email (configured in Schedule Management) does not include appointment form questions or answers. If you set this option to "Yes" and if a given staff or resource is set to receive copies of confirmation emails (as set in Staff and Resource Management), then the question and answer will be included at the top of the appointment email sent to the staff member.

SCHEDULE RESTRICTION: By limiting appointment form questions to specific schedules, you can create schedule-specific appointment forms.  This might be especially useful if more than one center shares a WCONLINE site.  Each center would be able to create questions that only appear on their schedules, allowing them to collect the data that they need for their center.

If you want a specific question to only appear on a specific schedule or schedules, check one or more boxes for the appropriate schedule or schedules from the list of schedules that appears below this option.  Questions that appear on every schedule are labeled, "This question currently appears on all schedules."  Questions that only appear on specific schedules are labeled, "This question currently appears on specific schedules (as selected above). Add question to all schedules."  Selecting the "add question to all schedules" link will cause that question to be displayed on all schedules.

Sections in this Chapter

SECTION 1: Form Setup: Appointment Form

SECTION 2: Form Setup: Client Report Form

SECTION 3: Form Setup: Registration Form

SECTION 4: Updating Forms: Suggestions and Considerations