The following frequently asked questions provide details on the most commonly asked about pieces of the Group Schedule Setup feature. Click a question from the list here to navigate directly to the corresponding answer, or scroll through the full list of questions and answers below.
Yes. There is an optional enhancement that can be turned on at the program type level to enable staff members to select a group co-leader when creating a group activity schedule or writing a group note (for either a scheduled or unscheduled group). If you'd like this option turned on, please contact the Help Desk.
No. At the present time there is no functionality in place for scheduling groups that take place on a monthly basis.
If no data has been entered for the group, it should be discontinued and re-entered with the correct name. If data has been entered for the group, please contact the Help Desk for assistance. Be sure to provide them with the name of the program and existing name of the group, as well as the name to which the group should be changed.
Groups that take place more than once a week can be set up in either of the following two ways, depending on whether the group attendees will be set for each meeting or whether they will be different and come from a single pool:
If a single group meets more than once a week and group members may attend any one or more of those meetings - Set up one group and use the Services - Group module's, Group Schedule Setup, Group Schedules feature to enter all of the group meeting times. For example, if my Arts & Crafts group meets three times a week on Mondays, Wednesdays, and Fridays, and there is a single pool of attendees which can choose to go to one or more of those meetings each week, I'd set up a single group called "Arts & Crafts" and enter the following schedule for it:
Monday 3pm to 5pm
Wednesday 3pm to 5pm
Friday 3pm to 5pm
After having set up the group this way, going into Services the Services - Group module's Group Notes feature and selecting Arts & Crafts would result in the same set of default attendees to choose from each time.
If a single group meets more than once a week but the group members are consistent from meeting to meeting - Set up multiple groups and use the Services - Group module's, Group Schedule Setup, Group Schedules feature to enter a single meeting time. For example,if my Arts & Crafts group meets three times a week on Mondays, Wednesdays, and Fridays, but each group always has the same members, I'd set up multiple groups called "Arts & Crafts - Monday" and enter a single schedule record for Monday 3pm to 5pm, "Arts & Crafts - Wednesday" and enter a single schedule record for Wednesday 3pm to 5pm, and so on. After having set up the group this way, going into the Services - Groups module's Group Notes feature and selecting Arts & Crafts - Monday would result in whatever group of default attendees I had scheduled for it, while selecting Arts & Crafts - Wednesday would result in a totally different group of default attendees (assuming no one attended more than one group a week).
Activities cannot be deactivated unless an end date has been entered for the activity under Group Schedule Setup > Configure Activities. The end date must be the same day as, or prior to, the date of deactivation.
This error is received when the start and end date for each item on the group schedule is the same. Typically this results from a user scheduling each instance of a daily or weekly meeting individually rather than on a single line in the schedule. For example, if a group meets every Tuesday, schedule it by entering the first group date as the start date. Leave the end date blank, and set the frequency to weekly. The system will automatically know to schedule the next instance of the group the correct number of days after the start date - you do not need to enter each meeting date separately in the schedule. Likewise, when working with a daily group, enter each day of the week on a separate line in the schedule, but do not enter each day of the week more than once.
The location field under group schedule setup is not tied into the location under group notes. Rather, it is what informs the location information for the group in the Calendar, while the group note location information itself is separate and is only applied to the group notes.
The end date entered for a group under Group Schedules does not automatically get filled in on the Group Member Status list, as that is used for tracking individual membership. The group will still end as of the date you entered under Group Schedules; however, you won't see it on the Group Member Status list. Once you've entered an end date under Group Schedules, you don't need to enter the end date for each member on the Group Member Status List.
Before an activity type is available for selection when writing a group note, it must first be associated with an activity using the Group Schedule Setup module's Configure Activities feature. If you need a placeholder activity created in order to make a new activity type available, please contact the Help Desk for assistance.
We do recommend that you create activity type labels that are exactly the same (i.e. same spelling, punctuation, capitalization, character spacing, etc.) as the service type labels in use by your programs. When activity types are identical to service types, then the service type that matches the activity type for the group will be automatically selected for you when you enter a group note, thus eliminating the need for redundant data entry and reducing data entry errors. You will still be able to change the service type of the group if needed. This functionality applies to scheduled groups only.
When setting up a scheduled group you specify a start date, and if applicable an end date, for that group. If the start date has not yet occurred, or if the end date is more than 15 days in the past, the group will not appear in the selection list when writing group notes.