Calendar / Scheduler

Calendar / Scheduler

SWOL includes the ability to schedule appointments between athletic trainer, other SWOL Users, and games and practices. When an Athletic Trainer logs onto SWOL their Schedule appears on the left side of the Dashboard. The Scheduling tool on SportsWare does not integrate with any email/calendar programs at this time.




For the highlighted date SWOL shows all of the scheduled Appointments, Games/Events and Tasks.

Scheduling: Set-Up

The scheduler includes the ability for athletic trainers to schedule their appointments with athletes and for athletes to request appointments with athletic trainers. To make it possible for athletes to know when the athletic trainer is available the athletic trainer has to list their available hours.

Scheduling: Calendar Timelines


From the Dashboard select Calendar.

The Calendar timeline options appear in the upper right corner and are Day, Week, and Month. Weekly view is the default option.

Scheduling: Set up Available Appointment Times

To set up the schedule each Athletic Trainer must indicate the available appointment times. The default setting is no available appointment time.
  1. From the Dashboard select Calendar. SWOL will open a Weekly view with all times grayed out indicating unavailable. 
  2. Position the cursor over a starting time, hold down the left mouse button and drag the cursor over the block of time to be set as available. Then release the left mouse button.
  3. With the cursor over the highlighted area press the right mouse button to open the Calendar Menu. Select “Mark as Available.”
  4. SWOL will ask you to define the parameters for the Available Time


Field

Description

Add

Saves the Parameters and adds the available time to the calendar

Cancel

Cancels the available time

Open Time Start

Day and time the available time begins

Open Time End

Day and time the available time ends

Number of Athletes

Limits the number of athletes that can schedule for the same time. If you only see one athlete at a time set it to one. If you can see up to two set it to two and so on.

Auto Confirm

If an appointment is requested in a time greater than this value the appointment is automatically scheduled. If an appointment requested in a time less than this value then the appoint will require confirmation from the Athletic Trainer.


Available time is colored white on the Daily and Weekly calendars.


Scheduling: Schedule a Game/Event

Games and Practices can be recorded on the calendar by Users with Administrative Rights. For each such event Athletic Trainers can be assigned. The events will appear on the assigned Athletic Trainer’s calendar.
  1. From the Dashboard select Calendar.
  2. Go to the date of the Game or Practice
  3. Position the cursor over a starting time, hold down the left mouse button and drag the cursor over the block of time to be set as available. Then release the left mouse button.
  4. With the cursor over the highlighted area press the right mouse button to open the Calendar Menu. Select “Add Game/Event.”
  5. SWOL will then ask you to define the parameters for the Game/Event.

Field

Description

Add

Saves the Game or Event to the calendar

Cancel

Cancels the Game/Event

Subject

Name of the Game/Event

Date

Date of Game or Event

Start Time

Start Time

End Time

End Time

View Available ATs

Displays the available Athletic Trainers

With

Assign Athletic Trainers. Hold down the Control Key to select more than one Athletic Trainer

Description

Additional details.

Sport

If sport related attach to a Sport


Scheduling: Schedule an Appointment with An Athlete or Another SWOL User


To schedule an appointment with an Athlete
  1. From the Dashboard select Calendar.
  2. Go to the date and time for the desired appointment
  3. Position the cursor over a starting time, hold down the left mouse button and drag the cursor over the block of time to be set as available. Then release the left mouse button.
  4. With the cursor over the highlighted area press the right mouse button to open the Calendar Menu. Select “Add Appointment.”
  5. SWOL will then ask you to define the parameters for the Appointment.

Field

Description

Add

Saves the Appointment to the calendar

Cancel

Cancels the Appointment

Subject

Reason for Appointment

Start Time

Date and Start Time of the appointment. Pop-Up Calendar and Clock is available

End Time

Date and End Time of the appointment. Pop-Up Calendar and Clock is available

Athlete

If appointment is with an Athlete select the Athlete.

Athletic Trainer

If appointment is with another SWOL User select them here

Description

Additional details.

 
 

NOTE: This is the same procedure for an Athlete to schedule an appointment with an Athletic Trainer. The Athlete logs onto SWOL and from the dashboard follows the steps listed above.

Scheduling: Confirm, Edit or Delete an Appointment

To confirm, edit or delete an existing Appointments and Games.
  1. From the Dashboard select Calendar.
  2. Go to the desired appointment, game, or event
  3. Position the cursor over the appointment, game, or event press the right mouse button to open the Edit menu. 
 

Field

Description

Confirm

Send confirmation

Edit

Open the original Appointment or Game/Event window for editing

Delete

Delete the scheduled activity

 

Athletes creating appointments with Athletic Trainers

SWOL includes the ability for athletes to schedule appointments their athletic trainers. When an Athlete logs onto SWOL their Schedule appears on the left side of the Dashboard.

Scheduling: Schedule an Appointment with An Athletic Trainer

To schedule an appointment with an Athletic Trainer

  1. From the Dashboard select Calendar.
  2. Go to the date and time for the desired appointment
  3. Position the cursor over a starting time, press the right mouse button to open the Calendar Menu. Select “Book Appointment.”
  4. SWOL will then ask you to define the parameters for the Appointment.
  5. Position the cursor over a starting time, press the right mouse button to open the Calendar Menu. Select “Book Appointment.” If your selected time appears filled in red, then this Athletic trainer is not available at that time.
 

Field

Description

Add

Saves the Appointment to the calendar

Cancel

Cancels the Appointment

Subject

Reason for Appointment

Athletic Trainer

Select who the appointment is with here

Description

Additional details.

 
 

Scheduling: Confirm or Unconfirmed Appointment

Appointments can be auto-confirmed based on the Athletic Trainer’s settings when booked by the athlete.
  1. If the Appointment appears highlighted in bold Blue, then this means its unconfirmed.
  2. If the Appointment appears not to be highlighted, then it has been automatically confirmed on the Athletic Trainer’s schedule for the date and time.

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