ClientTrack has two calendar perspectives: the Client Calendar and the User Calendar. The User and the Client Calendars provide configuration options and schedules relative to the current User or the selected Client. Each Calendar view can be switched to a day planner to view schedules on an hourly basis for any day of the month.

User and Client Calendars

The process to schedule events and navigate within the User Calendar and Client Calendar are essentially the same.

To Access the User Calendar

1. Navigate to the Home Workspace and select the My ClientTrack Menu Group, then select Calendar.

To Access the Client Calendar

1. Navigate to the Client Workspace and find the Client in question. Select the Client Management Menu Group, then select Client's Calendar.

Navigating the Calendar

1. This will open the User's personal Calendar. Note the View options in the top right-hand corner above the Calendar itself. These allow you to display either one single day (1), one business week (5), one full week (7), or one full month (31).

2. To change the Calendar month or year, select the Arrows at the top of the page. The same navigation features are available in the mini Calendar in the top right of the page.

Adding Calendar Tasks

1. The Task pad below the mini Calendar on the right-hand side of the screen is where you will add any tasks to your Calendar. Click in the open text box that reads Click here to add a new task.

2. Type a description of the new Task and press Enter on your computer keyboard. The Task will move to the top of the list in the Task pad. 
3. To schedule the Task, select and hold down on the Task, then drag it onto the Calendar to schedule on a specific date. You can also double-click on the Task. This will open a new window that will allow you to schedule the Event.

4. ClientTrack automatically fills the Start Date. Enter an End Date or select the small Calendar icon to select a date. Enter a Start and End Time, then select Save. 
5. The Task will now appear on the Calendar. Note that if the date range spans across multiple days, the Task will appear on each day for which it is scheduled. Hovering over the Task with your mouse will open a small window displaying additional details. 
6. Existing Tasks can be edited by right-clicking on the Task in the Task pad. From there, you can Edit Task, schedule a Recurrence (detailed in the next section), or Delete the Tas

Recurrences

Each Task can be scheduled on multiple days and at multiple times throughout the day. The Recurrences tool allows you to set a pattern that will automatically schedule Recurring Tasks rather than having to create individual schedules for each day.

Setting Up a Recurrence

1. Navigate to the User or Client Calendar. 
2. In the Task pad on the right-hand side of the screen, right-click on the Task you wish to schedule on a recurring basis. A small window will open. Select Recurrence.

3. On the Recurrence form, type a Start and End time and complete the desired recurring Pattern and Range. 
4. Select Save to finish and close the window. 
5. The event will then appear on the Calendar according to the Recurrence schedule created on the Recurrences page. 
6. To modify or delete the current Recurrence, change the Recurrence Pattern and/or the Range of Recurrence as desired, then select Save. 
7. To delete the Recurrence, select Remove Recurrence in the Recurrence window.

Event Management

Outside of the standard calendaring abilities, ClientTrack offers Event Management functionality to create and manage attendance of events held by your Organization

Creating an Event

1. Navigate to the Home Workspace and select the Additional Tools Menu Group, then select the Events Menu Group, followed by Events Management.

2. This will open the Event Type form which displays Event Types that are accessible to your Organization. Each Event Type has one or more Scheduled Series related to that Type. Clients, Users, and other individuals can participate in the Series as scheduled Participants. 
3. This will open the Event Type form which displays Event Types that are accessible to your Organization. Each Event Type has one or more Scheduled Series related to that Type. Clients, Users, and other individuals can participate in the Series as scheduled Participants. 
4. To add a new Event, select Add New Event Type.

5. Enter the Event Name, select a Type of Event from the dropdown list, a Description, and Associated Program or Associated Grant, if applicable.

6. Next, select a Service Code. As noted on your screen, if a Service Code is selected, whenever attendance is recorded for an Event occurrence, a Service Record will be created for the attendee (or an Indirect Service if the attendee is not a Client).

7. Then enter the Event Provider and their Location, if applicable. Enter Default Information such as the required age, event language, minimum and maximum capacity, etc.

8. Lastly, enter any Billing information, if applicable. Select Save to close.

9. Once the Event has been created, it will appear on the Event Type form. You can use the Action button to access certain actions: Event Calendar, Scheduled Series, Edit Event Type Setup, Approve Pending Bills, and Delete Event Type.

Scheduled Series

An Event needs to have a Scheduled Series, even if an Event will only occur on one single date. The Scheduled Series defines the characteristics that allow a Client to be registered for an Event.

1. Scheduled Series are managed by selecting the Action button next to the appropriate Event Type and then selecting Scheduled Series from the dropdown list.

2. Select Add New Scheduled Series in the right-hand corner.

3. On the Scheduled Series form, enter the Series Name, Status, Dates, and verify the requirements set when you created the Event Type.

3. Check the Scheduled Occurrences checkbox to select additional dates for this series to be scheduled on. Use the Plus Sign icon to add a new scheduled occurrence line.

4. Once your Scheduled Series has been added, it will appear on the list under Scheduled Series. 
5. Further action can be taken by selecting the Action button, including: 
   1. Edit Scheduled Series - Opens the Scheduled Series setup form.
   2. Instructors/Presenters - Allows you to view any Instructors listed currently, or Add New Instructors and their associated Provider, if applicable. More than one instructor or presenter can be added, if needed. 
   3. Occurrence Scheduler - Opens a new window allowing you to schedule a Recurrence of this event. For example, you can select a Recurrence of this Event weekly on Mondays and Wednesdays. 
   4. Series Participants - Allows you to Add One Participant or Add Multiple Participants for this particular scheduled Event. 
   5. Scheduled Occurrences - Displays a list of occurrences that have been created for this Event. They can be edited or added from this form as well, as opposed to editing the original Scheduled Series form. 
   6. Delete Series - Removes this series from the list.

Event Attendance

Once your Event has been created, scheduled, and participants added, you will want to record the attendance.

Recording Event Attendance

1. Navigate to the Home Workspace and select the Additional Tools Menu Group, then select the Events Menu Group, and select Record Attendance for Event Occurrence.

2. The Record Attendance for Event Occurrence form will have you select the Event Type, Event Series, and Event Occurrence at the top of the form before the ability to Add Participants appears on the bottom of the form.

3. Once your Event is selected, the individuals that were added as Participants during the setup of the Event will appear at the bottom of the form where you can select the Outcome from the dropdown list indicating their attendance status.

4. You can also select Add Participant to open a new window and enter Participant information. Use the Find icon to locate existing Clients that may not have been added to the list of Participants previously. Once their information has been entered, select Save to close.