Appointment Scheduling with AccuTrack

AccuTrack can help you manage appointments between your staff and students. The appointments manager module provides you with these advantages:
Automatic matching of students and available staff members based on the service required, date, time, and availability of staff.
Automatic tracking and reporting on no-shows with the ability to freeze appointments for excessive no-shows.
Ability to track appointment cancellations with the ability to freeze appointments for excessive cancellations.
Ability to print out staff schedules and center appointments.
A monthly, weekly, and daily appointment viewer that shows the appointments and availability of staff members.
Ability to notify students and staff members of new appointments and appointment cancellations via e-mail.
Ability to automatically send appointment reminders via email or SMS (cell phone message).
Ability to book a room for the appointment.
Ability to print out appointment confirmation to hand to students.
Ability to allow staff members to adjust their weekly availability for appointments.
Support for one-one-one (exclusive) or group appointments.
Ability to give students and staff access to appointment scheduling via the web (requires the optional AccuTrack WebLink module).
And much more! And much more!

How it Works

You start by entering your staff members, the services they provide, and their schedule. To schedule an appointment, simply select a service and you will see all the open slots. Select one or more open appointment slots and schedule the appointment.

You can set up AccuTrack to automatically send the student a reminder the day before the appointment.

AccuTrack does not stop there. When the appointment time arrives, AccuTrack will monitor whether the student showed up. If not, the software will automatically send a note to the student and will record the no-show. You can set up AccuTrack to monitor the no-shows and even freeze future appointments if the maximum number of no-shows is exceeded.

Special Features

An optional web module that allows scheduling and canceling appointments via the web.
An Appointments Wizard that simplifies the appointments scheduling process. You can use this wizard or have students use it to schedule their own appointments.
Staff schedule can start and end any time (in 5-minute increments).
Staff Scheduler supports multiple off periods for each tutor (e.g. vacation time)
Two types of appointments supported: 1-on-1 or group. You can specify the default appointment type and whether students are allowed to change it.
Appointments Restrictions: For example, you can restrict appointments to students who are registered for the class.
Scheduler can enforce a maximum number of students per staff member in group appointments.
Scheduler can enforce a maximum number of weekly hours per staff member.
Built-in conflicting appointments detection.
Ability to print out an appointment confirmation slip for the student.
Ability to send and email confirmation when appointments are set or canceled to both the student and the staff member.
Ability to enter your center's holidays and other off times to exclude from availability for appointments.
Ability to monitor cancellations and have AccuTrack freeze future appointments for students with excessive cancellations.
Ability to monitor no-shows, enter comments on the no-show, and freeze future appointments for students with excessive no-shows.
A visual viewer of monthly, weekly, and daily appointments and schedules
Automatic conflict handling for recursive appointments.
Ability to print out staff schedules and assignments to post on your announcements board.
And more!

Appointment Reports

Using the appointments and visits data, AccuTrack can generate the following reports:

Scheduled Appointments.
Appointment Open Slots: Shows the open appointments slots during a reporting period.
Appointment no-Shows
Appointments History - Summary
Appointments History - Detailed
Appointment Cancellations
Room Reservation
Daily Appointments List
Staff Weekly Appointments
Center's Weekly Appointment
Staff Roster report: Lists the staff, and for each staff member the report shows a list of services provided.
Staff Assignments report: Lists each staff member and shows students assigned to him or her.
Staff Schedule
Staff Appointment Summary
Staff Work Hours
Staff Work Hours - Weekly Distribution
Staff Weekly Availability
Staff Off Times
Staff Utilization
Students Seen
And more!

Screen Shots

Appointments Report
Appointments Wizard
Monthly Appointments Viewer
Daily Appointments Viewer

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