Staff-Created Appointments
AdministratorsScheduling
Review and manage appointments created by staff from the mobile app.
What Is Staff-Initiated Scheduling?
Staff can create their own appointments from the mobile app when:
- They have gaps in their schedule
- A client requests additional service
- They pivot from an unavailable client
- They want to fill open time
How It Works
Staff Side (Mobile App)
- Staff opens Available Clients list
- Sees clients they're qualified to serve
- Selects client and time
- Creates appointment
Admin Side
| Scenario | What Happens |
|---|---|
| Auto-Approved | Rules pass → Appointment scheduled |
| Pending Approval | Rules fail → Admin review required |
Auto-Approval Rules
Appointments auto-approve when:
- ✓ Staff is qualified for client's service type
- ✓ Client has sufficient units available
- ✓ No scheduling conflicts (staff or client)
- ✓ Within normal business hours
- ✓ Within configured daily/weekly limits
If any rule fails, appointment goes to pending queue.
Viewing Pending Appointments
Dashboard Alert
Dashboard shows:
- Pending Approvals count
- Click to review
Approval Queue
- Go to Schedule → Pending Approvals
- See all appointments awaiting review
- Filter by staff, client, date
Reviewing Pending Appointments
Each Request Shows
| Field | Description |
|---|---|
| Created By | Staff who made it |
| Client | Who they want to see |
| Time | Proposed date and duration |
| Service | CE, SH, etc. |
| Flag Reason | Why it needs review |
Common Flag Reasons
| Reason | Meaning |
|---|---|
| Low units | Client near allocation limit |
| Outside hours | Outside normal business hours |
| Near capacity | Staff has many hours this week |
| First-time pairing | Staff never served this client |
| Manual review | Set to require all reviews |
Approving Appointments
Simple Approval
- Review details
- Click Approve
- Appointment is scheduled
- Staff notified
Approve with Changes
- Click Edit & Approve
- Modify time, duration, etc.
- Save changes
- Staff notified of adjustments
Rejecting Appointments
When to Reject
- Units not available
- Better staff match exists
- Time doesn't work for client
- Policy violation
How to Reject
- Click Reject
- Select reason:
- Insufficient units
- Schedule conflict
- Client preference
- Other
- Add note to staff (optional)
- Confirm
Staff receives notification with reason.
Settings
Configure staff-initiated scheduling:
Accessing Settings
- Go to Settings → Team & Compliance
- Click Schedules tab
- Find Staff-Created Appointments
Options
| Setting | Description |
|---|---|
| Allow staff scheduling | Master on/off switch |
| Require approval for all | No auto-approve |
| Max hours per day | Limit self-scheduled hours |
| Max hours per week | Weekly limit |
| Business hours only | Block outside hours |
"Can't Complete" (Pivot) Flow
When staff arrives and client is unavailable:
What Staff Does
- Taps Can't Complete
- Selects reason (not home, hospitalized, etc.)
- Chooses another client to serve
- Creates new appointment
What You See
- Original appointment: Cancelled (with reason)
- New appointment: May need approval
Tracking Staff Scheduling
Activity Report
- Go to Reports → Staff Activity
- Filter by Self-Scheduled
- See:
- Appointments created by staff
- Auto-approved vs pending
- Rejection rates
Per-Staff View
Team member profile shows:
- Recent self-created appointments
- Approval history
Tips
- Review daily — Don't let requests pile up
- Set reasonable limits — Balance flexibility and control
- Trust auto-approval — Focus on flagged items
- Communicate rejections — Help staff understand
Troubleshooting
Staff can't see available clients
Check:
- They have specialities assigned
- Clients have matching service types
- Feature is enabled for them
Too many pending approvals
Consider:
- Loosening auto-approval rules
- Increasing unit thresholds
- Reviewing settings
Related Articles
- Creating Appointments — Admin-created
- Handling Schedule Change Requests
- Managing Service Units — Unit limits
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