Staff Training - From Within the Calendar

Updated March 21, 2025 00:17

The AWARDS Calendar functionality provides users with a comprehensive scheduling system for staff, client, program, and provider appointments and events that is linked with other parts of the application.

Required Permissions

The Calendar feature is available to all AWARDS users with employee logins (except those whose access is limited by the "Restrict to Aggregate Data View" permission); however, which specific calendars are available within the tool for viewing and data entry is based on the following permission:

Program Chart Access (required to view/schedule appointments for a specific program or client)

In addition, which specific types of appointments/events can be scheduled on available calendars takes into consideration these permissions as well:

Display Any Chart Records Buttons (required to schedule appointments in client records; for example, provider appointments, chart events, etc.)
Display Chart Records Employment Button (required to schedule job interviews)
Display Chart Records Intake Button (required to schedule referral interviews in multi-step intake programs)
Display Chart Records Medical Button - OR - Display Chart Records Profile Button (required to schedule provider appointments)
Display chart Records Services - Group Button (required to record group notes or activity attendance from group activity calendar events)
Display Chart Records Services - Individual Button (required to schedule chart events or program appointments and to record progress notes from program appointments)
Referrals Data Entry (required to schedule referral interviews in multi-step intake programs)
Staff Training Data Entry (required to schedule staff trainings)

Click-by-Click Instructions

Viewing the Calendar - Learn how to view the Calendar and navigate through it using the wide variety of available viewing options.

To access the Calendar, click Calendar from the navigation bar at the top of any AWARDS page:

The Calendar is then displayed, showing you either:

The default settings - Defaults will vary based on how you've configured your Calendar settings. The system default is comprised of your scheduled appointments/events in all agency programs for the current business week and business hours, with weekends reflected if you have turned on that optional setting. Alternatively, you can set one of your saved views as the default. If such a default has been set, it will be displayed the first time you access the Calendar upon logging in.

The last settings you used - If you navigated away from the Calendar and are now returning to it, it displays with the settings you were previously using intact.

From there, you can adjust your view as needed, customizing it in a variety of ways. Read on to learn more!

TIP: See a green bar moving across the top of your Calendar? It's an indication that the Calendar page is in the process of loading.

Calendar Navigation Basics

Understanding the basics of how the Calendar is structured will provide you with the foundation for your work there. The following screenshot highlights some of the key navigation components you'll be working with.

Use the numbers shown in the image above as a way of cross-referencing pieces of the Calendar page with the corresponding detailed descriptions that follow to learn more about what each piece does. Alternately, scroll through the full list of available settings and Calendar actions for a comprehensive look at Calendar navigation. You can also press <Ctrl+F> to access your browser's search feature and enter the name of a setting or action to jump directly to it.

TIP: Not all viewing options detailed here are available to all users; the options you see are limited based on your role and designated access within the AWARDS database. For example, staff without chart access permission to any programs only have Staff and Location views available to them and cannot access Program or Client level data.

Collapse / expand the settings menu - Click the menu icon to collapse or expand the left-hand settings menu pane of the Calendar. This can be helpful in the event that you'd like more screen real estate for viewing purposes.

Select saved view or save your current view - Saved views allow you to have AWARDS "remember" a unique combination of settings so that they can be re-used whenever you need, saving you the time and effort of reselecting them each time they're needed. Using the saved views menu in the left-hand settings pane you can save up to 10 views, replace saved views with adjusted settings, and otherwise manage your saved views (including specifying one that should be used as your default when accessing the Calendar upon logging in).

TIP: When working with saved views, keep in mind the following helpful hints...

Each user is limited to a maximum of 10 saved views.
The saved views list is alphabetized using the names you specified when each view was saved.
Saved views for selected staff or clients may take a few extra seconds to load.
Dates are not included in saved views. The Calendar will always display with current dates, not those in place when a view was saved.
The weekend setting is not included in saved views. The Calendar will always display or hide weekends based on your user settings.
The management of previously saved views (for example, deleting a view or setting one as default) can also be done from your user settings.

Switching to a saved view - To update the Calendar display to reflect the settings of a saved view, click the saved views drop-down arrow in the left-hand settings pane and select the appropriate view. The Calendar is automatically refreshed. If the saved view you've chosen is for selected staff or clients it may take a few extra seconds to load.

TIP: If you select a saved view and make changes to the Calendar setting, the saved view name will be replaced with "Save or replace view" in the saved views list as a heads up that you have made adjustments you may want to consider saving. If you don't wish to save the adjusted view or replace the saved view with these new settings, this can be ignored and you can navigate away from the Calendar as needed.

Saving a new view - To save a view, adjust the Calendar to use all of the settings to be saved for that view. Click the saved views drop-down in the left-hand settings pane and select "Save New View." Specify a name for the view and then click SAVE.

TIP: If the view name you specify is exactly the same as that of an existing view, the existing view will be replaced with the current settings. Be sure to use a unique name unless you prefer to replace the existing view.

Keep in mind that you are limited to 10 saved views. If you already have 10, you must delete one before proceeding, or replace one of the existing views with new/adjusted settings

Replacing an existing view with new settings - To adjust the settings of an existing view, click the saved views drop-down arrow in the left-hand settings pane and select the appropriate view. The Calendar is automatically refreshed. Make the necessary settings changes, and then click the saved views drop-down once again, this time choosing "Replace Existing View." Click REPLACE to proceed.

Renaming a view - Renaming an existing view is a two-step process: 1) Select the view from the saved views list, and then choose Save As New. Specify the new name for the view and continue. 2) Delete the old version of the view using the deletion instructions below.

Deleting a saved view - To delete a saved view, click the saved views drop-down arrow in the left-hand settings pane and select "Manage Saved Views." Click the ellipse icon to the right of the view to be deleted, and then click DELETE. To complete the process, confirm the deletion on the pop-up that follows.

Setting/unsetting your default view - To set a saved view as your default so that it is always displayed the first time you access the Calendar after logging into AWARDS, click the saved views drop-down arrow in the left-hand settings pane and select "Manage Saved Views." Click the ellipse icon to the right of the view to be used, and then click SET AS DEFAULT. If you previously had another view set as the default, this action replaces that selection. To unset a view as the default and return to the system default, an UNSET AS DEFAULT option is also available.)

Select a Calendar "View" - The View icons are used to adjust which appointments/events are shown on the Calendar, and is the first thing you should specify when working with the Calendar's viewing options as it will impact other selections available on the page. To change which view is currently being used, click the icon corresponding to your preference:

Staff View - When selected, the Calendar only includes those appointments/events scheduled for a staff member or members of your choosing.

TIP: Only active staff members are available in Staff View. To view events scheduled for former employees use an alternate view; for example, Client View for events that also have an active client assigned to them, or the Calendar ReportBuilder.

Client View - When selected, the Calendar only includes those appointments/events scheduled for a client or clients of your choosing, based on your chart access.

Program View - When selected, the Calendar only includes those appointments/events scheduled for a selected program or program group, based on your chart access.

Location View - When selected, the Calendar includes only those appointments/events scheduled to take place at a location or locations of your choosing.

TIP: When making your View selection, keep in mind the following helpful hints...

Staff and Client views are recommended when drilling down into smaller Calendar segments; for example, when looking at the Calendar for a specific person or a small group.
Program view is recommended to view all clients or all staff in a particular program or program group.
For visual and loading purposes, Program view is recommended when there are many multi-attendee events being included; for example, group activities.
List view only displays days where there is an appointment/event scheduled.

Once you've made a view selection the page is automatically refreshed to update several of the other viewing options and the Calendar display based on your choice. You can then proceed with making any other adjustments needed to the Calendar's settings.

Make criteria selections specific to your "View" - The criteria options are used in conjunction with the selected View to further narrow what you see on the Calendar. Once a view has been chosen, the page automatically refreshes to match the two available selection criteria for that view. As a selection is made from the first list, the page is refreshed to match the second criteria's list to your selection. It is from that second list which you will ultimately make the final determination of which staff member(s), client(s), program/program group, or location will be shown on the Calendar.

TIP - Working with multi-select lists... Scope and Selection options are comprised of drop-down selection lists and/or multi-select lists. Currently, multi-select lists are limited to choosing more than one client or staff member in the corresponding Views. (Selection of more than one program requires use of a custom or program grouping.)

When working with a multi-select list, the drop-down remains open after you make an initial choice to allow you to make additional selections. Once all appropriate selections have been made, click the small up arrow to its right to close it. If it's necessary to remove a selection first, click the "x" icon to the immediate right of the staff member to be removed. Clicking the large "x" in the upper-right corner of the client clears all selections at once.

In addition to scrolling through the multi-select list, you can also narrow down the available values by beginning to type in who/what you're looking for.

Setting "Staff Criteria" - When working in Staff view, the criteria selections are Program Selection, from which a single program or program group must be selected, followed by Staff Selection. Staff selection allows you to choose multiple staff members for simultaneous display on the Calendar. Each staff member displays with a unique color band to the left of their name once chosen to allow you to easily see which events on the display belong to which individuals.

NOTE: The Staff selection list is based on the program selected and includes all current staff members who have chart access to that program. If "All Agency Programs" is chosen, the list includes all staff members with logins, regardless of chart access permissions.

Setting "Client Criteria" - When working in Client view, the criteria selections are Program Selection, from which a single program or program group must be selected, followed by Client Selection. Client Selection allows you to choose multiple clients for simultaneous display on the Calendar. Each client displays with a unique color band to the left of their name once chosen to allow you to easily see which events on the display belong to which individuals.

NOTE: The Client selection list is based on the census of the selected program or program group as of the dates currently displayed on the Calendar. When viewing future dates the full current census is available.

TIP: Client View includes any clients that were on the roster at any point during the range of dates displayed on the Calendar. To view events scheduled for former (discharged) clients, adjust the Calendar time period before making your Client selection.

Setting "Program Criteria" - When working in Staff view, the criteria selections are Program Scope, followed by Program Selection. The Program Scope list includes selections for "All Staff and Clients," "All Clients," and "All Staff." (In this context, clients are those on the current roster of a program. Staff are users who have chart access to a program.) From the Program Selection list select the program or group of programs for whose staff and/or clients the Calendar is to be viewed.

NOTE: Program selections are only available for those programs to which you have chart access.

Setting "Location Criteria" - When working in Location view, the criteria selections are Program Selection, from which a single program or program group must be selected, followed by Location Selection. Available selections include each agency-wide location, "All Locations," and "Unspecified." If a specific program or program group was set for Program Selection, the locations list also includes those configured for that program/group using the System Setup module, Agency Program Information, Configure Locations feature.

NOTE: Program selections are only available for those programs to which you have chart access.

NOTE: When "Unspecified" is chosen, the Calendar includes those events to which a specific location is not assigned such as staff events, external provider appointments, and client chart events. Those appointment/event types are also included when "All Locations" is selected.

Select events to display on the Calendar - By default the Calendar displays several common appointment/event types based on the view you have chosen. Once you have made a view selection you can expand or narrow the list of included appointments/events by checking or un-checking one or more of the Events checkboxes, respectively. Appointment/event type selections and the views for which they are available are as follows:

evenT \| view	Staff	Client	Program	Location
Charting Event	x	x	x
Group Activity	x	x	x	x
Job Interview	x	x	x
Plans and Reviews	x	x	x
Program Appointment	x	x	x	x
Provider Appointment	x	x	x
Referral Interview	x	x	x	x
Staff Event	x		x *	x
Staff Training	x		x *	x

NOTE: Exceptions to the detail provided in this table are as follows:

If you do not have chart access, only "staff" appointments/events are available for selection.
Referral Interviews pertain only to programs set up to use the multi-step intake form.
When using Staff view, client provider appointments are only displayed on the Calendar when they have staff escorts assigned to them.
* When using Program view with a scope of "All Clients," staff events and staff are not included in the Calendar display.

Access related functionality - This portion of the Calendar settings provides quick access to key related functionality; for example, the Calendar Events ReportBuilder or the BillingBuilder Dashboard (for AWARDS BillingBuilder customers). Click a button here to navigate away from the Calendar to the corresponding feature.

Return the Calendar to today - Click Today to jump the Calendar from wherever you may have navigated to back to today's date in your preferred viewing period (week, month, day, or list).

Navigate forward and back through time - Jump ahead or back a week, month, or day (based on your chosen viewing period) by clicking the < and > arrows to the right of the Today button.

Adjust the Calendar's viewing dates - The drop-down arrow to the right of the Calendar's current date range information opens a date picker that can be used to navigate to a different period in time as needed. This is especially useful for larger jumps or when it's helpful to get a sense of where in a particular month a specific date or week lands.

Reset the Calendar back to its default settings - Click the refresh icon to return the Calendar to its default criteria and event type selections.

Adjust your individual user settings for the Calendar display - The user settings component of the Calendar allows you a secondary access point for managing your saved views. It also provides access to a set of Calendar Display Options with which you can customize the Calendar to use your preferences for things like color and weekend display. To access these settings, click the gear icon in the upper-right corner of the Calendar page. The Settings page is then displayed. (Click the left arrow icon next to the Settings page heading to return to the main Calendar display.)

Manage Saved Views - Only applicable when you have saved Calendar views.

Deleting a saved view - To delete a saved view, click the saved views drop-down arrow in the left-hand settings pane and select "Manage Saved Views." Click the ellipse icon to the right of the view to be deleted, and then click DELETE. The view will be deleted immediately - there is no confirmation required!

Setting/unsetting your default view - To set a saved view as your default so that it is always displayed the first time you access the Calendar after logging into AWARDS, click the ellipse icon to the right of the view to be used, and then click SET AS DEFAULT. If you previously had another view set as the default, this action replaces that selection. (To unset a view as the default and return to the system default, an UNSET AS DEFAULT option is also available.)

Reviewing view details - To see a read-only list of the settings used for a particular view, click the ellipse icon to the right of the view, and then click VIEW DETAILS.

Calendar Display Options - By default the Calendar excludes weekends and all event blocks are displayed shaded in light green with black text. Both the weekend setting and event colors are customizable. To make changes to either, click on Calendar Display Options to expand that portion of the page. Check the Show Weekends checkbox if the Calendar display should NOT be limited to the traditional workweek. To adjust Event Type Colors, click the text and/or fill icons to the right of an event type to adjust your preferences for it. Each event type is listed separately and is configurable individually. All of the settings adjusted on this page will be saved automatically and remembered even after you log out of and back into AWARDS.

NOTE: When using List view, event blocks are not displayed; instead, any colors you specify in your settings are reflected as a bullet to help you differentiate between event types.

Set the calendar viewing period/format - By default the Calendar is displayed for the current work week (plus or minus weekends depending on your personal Calendar settings). Other available viewing periods/formats are "Day" and "Month." Click the drop-down arrow and choose your preferred viewing period to automatically refresh the display.

Toggle between "calendar" and "list" formats - By default the Calendar is displayed in calendar format, with blocks for appointments/events. To instead view a list of scheduled appointments/events only, click the list format icon (right). Use this icon and the calendar format icon (left) to toggle back and forth between the two formats quickly and easily as needed.

Schedule a new appointment/event - To schedule an appointment/event, click the green + icon in the upper-right corner of the Calendar display. A pop-up is then displayed providing you with scheduling options. For more information, see Scheduling an Appointment/Event.

TIP: Clicking on a date/time block on the Calendar when using Week or Day display also opens the scheduling pop-up, and for certain events the selected Date and Start Time (in hour increments) appear as the default on the form. Clicking on a day in the Month display also opens the scheduling pop-up, and the selected Date appears as the default on the form. These defaults apply to program appointments, staff events, and staff trainings.

View and/or Work with existing appointment/event blocks - Existing appointments/events are shown on the Calendar in blocks. To make changes to any of these blocks, click it in the Calendar display. A pop-up is then displayed providing you with options relevant to the appointment/event type. For more information see Making Changes to an Appointment/Event.

TIP: When the Calendar display includes appointments/events for more than one client or staff person, each individual's events display with a unique color band on the left-hand border. Those colors match up with corresponding bands next to each selected individual's name in the left-hand settings menu so that you can easily see which events belong to whom.

TIP: The Calendar includes the following visual indicators for quickly noting the status of existing events:

- Check icon - Displays on event blocks where the status is "Kept" or "Held."
- Strikethrough - Displays on event blocks where the status is "Cancelled" or "No Show."

Any event blocks with neither of the above indicate that the event's Status is currently blank or set to "Planned" (in the case of staff events).

Scheduling an Appointment/Event - Learn how to schedule a new appointment/event using the Calendar.

Making Changes to an Appointment/Event - Learn how to reschedule, remove, or otherwise change an existing appointment/event.

To make changes to a scheduled appointment/event using the Calendar, complete the following steps:

From the navigation bar, click Calendar (or the Calendar icon).
Configure the Calendar viewing options, making sure that the date of the appointment/event you wish to make changes to is now included in the Calendar display.
Click the appointment/event block for which changes are to be made. The appointment/event's details are displayed in a pop-up, with any data entry options available for it shown as icons in the upper-right corner and/or buttons at the bottom; for example:

NOTE: Based on your permissions and/or the appointment/event type, some Calendar items may be read-only and have no data entry options or may not be available for detailed viewing at all. For example, any time you see "(busy)" on the Calendar it is an indication that it is either a private staff event that you are not able to access, or that it is for a client in a program to which you do not have chart access.

Edit - Opens the appointment/event in data entry mode - either within the Calendar itself or in the AWARDS feature of origination - to enable you to make changes; for example, adjusting the meeting status, changing the date, time, and/or attendees, adding notes, and more. If the appointment/event is a program appointment for which the date is today or in the past, opening it in editing mode also allows for the entry of a corresponding progress note. When all changes have been made as needed, click SAVE or UPDATE (depending on the type of appointment/event being worked with).

TIP: For guidance on making changes to recurring appointments/events, see the Calendar Frequently Asked Questions.

View - Provides read-only access to the corresponding record; for example a plan or review.

Delete - Removes the appointment/event from ALL Calendars.

WARNING! When working with staff events where more than one individual is scheduled to attend, please be aware that deleting an event using the delete icon removes that event from the Calendar of ALL attendees, not just yourself. If you only want to remove yourself from attendance, click the edit icon instead, and remove yourself from the Staff Selection list by clicking the "x" next to your name.

Add Activity Attendance / Add Group Note - Available for group activities with dates in the past. Takes you to the attendance data entry page or group note data entry page for that activity, respectively, so that you can enter the group details directly.

The process of making changes to a scheduled appointment/event is now complete.

Using the Calendar Events ReportBuilder - Learn how to generate customized reports of calendar appointment/event information.

The AWARDS Calendar Events ReportBuilder, located in the Reports module, allows you to run reports on each event in the Calendar. You can report on attendees, status, whether documentation is present (for program appointments), recurring information, future events, and more.

To create and save a Calendar Events ReportBuilder report that can be run in the future, to generate a single-use report, or to use and/or update an existing report format to generate a report, complete the following steps:

Click the Reports icon on the side global navigation menu:

The Reports index will display:

Select the Program from the drop-down menu in the upper-right corner. You can also select "All" or a custom grouping in this same menu.
If you previously bookmarked the Calendar Events ReportBuilder it is displayed on the reports index by default; otherwise, from the left-hand menu bar, click All or ReportBuilders under "Show Reports."
Click the Calendar Events ReportBuilder from the index. The ReportBuilder Settings page will display:

Because many calendar events can contain multiple attendees, there is flexibility in how many times a given appointment/event is displayed on the report. Specifically, click one of the Display One Row Per radio buttons to indicate whether there should be a separate row for each event or attendee:
1. Event - Each appointment/event will only be listed once in the report, no matter how many attendees are set for it.
2. Attendee - Each appointment/event will be listed multiple times in the report - one row for each attendee.
If the "Display One Row Per Attendee" option is selected, the report's scope can be narrowed by configuring the following additional fields/options:
1. Limited by Client/Worker - By default the report contents include all client and/or worker attendees. This option can limit the contents to a specific client and/or worker.
2. Client/Worker Date Range - By default, the report contents include appointments/events scheduled for any client or worker active as of today's date. This option will adjust the range of dates to include events for discharged clients and/or former employees, make changes to that default date range using the available From and To fields/date pickers. When doing so, please keep in mind that a two-year period of your choosing is the maximum length of time that can be used for this date range.
3. Client - This option allows you to narrow the report content to a selected individual client.
4. Worker - This option allows you to narrow the report content to a selected individual worker.
By default, the report contents include appointments/events scheduled for today and any of the next seven days. Adjust these dates as needed. When doing so please keep in mind that a two-year period of your choosing is the maximum length of time for which the report can be run.
By default, the report contents include one row for each client-specific appointment event and excludes non-client events such as staff trainings and staff events. To adjust this default to include ALL events in the report, regardless of whether they involve clients, click the Include Staff Events and Trainings checkbox.
Leave the Provide ExportBuilder Options checkbox unchecked. It is NOT relevant to report generation.

NOTE: This option provides access to an ExportBuilder corresponding to this ReportBuilder. AWARDS ExportBuilders are designed for use by individuals who are familiar with export files and formats, their design, and setup. With ExportBuilders, you can create customized data reports as you would with the ReportBuilder itself, and from those reports generate export files of several different types - CSV, TXT, XLS, or XML. Exported files can be saved to your computer, then uploaded into other data collection systems and/or worked with in other applications as needed. Additionally, as can be done with ReportBuilders, ExportBuilder formats can be saved and shared for future use. To learn more about using ExportBuilders, click here.

If you would like the report (both its content and an Excel file version) to be sent to your AWARDS Messages upon its completion, click the Send in AWARDS Message checkbox. When this option is selected, you need not wait for the report to generate, and can navigate away from the ReportBuilder after finishing the configuration process.

NOTE: When using this option the report will remain in your messages for one month, after which time it will be deleted. (The exact date of deletion will be displayed in red at the top of the report message for your reference.) If you know you will need the report content after that time, be sure to download the Excel file (Excel File.zip) or HTML content (Report Content.html) attached to the report message. If you don't download one of these attachments before the message is deleted, you will need to manually re-generate the report if you need access to it in the future.

Use the Select a saved report format option at the bottom of the page to specify whether you will be generating the report from scratch or using a previously saved format. Available choices are:
1. Use a previously saved format - With this option, you can immediately generate the report without changing any settings. Alternatively, you can first review and modify the settings of the format by checking off the available Provide option to modify settings of saved report format checkbox.
  1. Note: The saved report format list includes several built-in formats made available by Foothold Technology. These formats - each prefixed by "Foothold -". Specifically, available formats include:
    
    Foothold Report - Client Summary Report - Displays a summary table listing, per client, the number of program appointments in the selected timeframe and their statuses,
    
    Foothold Report - Staff Summary Report - Displays a summary table listing, per staff member, the number of program appointments in the selected timeframe and their statuses.
    
    Foothold Report - Progress Note Summary - Displays one row per program appointment scheduled in the selected timeframe, including the client, staff, program, date, start time, and whether documentation is present.
2. Start from scratch, without using a previously saved report format - To create your own report format for single-time use or for saving and later re-use, leave the saved report format drop-down blank.
Click Continue.
If you are using an existing report format and have NOT chosen to view/modify the settings of that format, you are now taken directly to the report page.
In all other instances, the Options page is displayed.

This Options page contains a list of checkboxes representing data collected for appointments/events, grouped by type. Click the checkbox next to each variable for which data is to be included in the report, and/or use the available Check All options as needed.

Note: Data variables with an asterisk (*) next to them are those for which there may be multiple values for an individual appointment/event. Corresponding results will be displayed in a comma-delimited list on the report.

Click Continue. The Report Options - Continued page will display.
Configure the options in the "Filter Options" portion of the page as necessary to adjust the scope of the report contents. Set the "Show Individual Detail" and/or "Summary Tables" options to adjust how the contents are displayed.
To save the report settings so that this report can easily be re-run in the future, click SAVE REPORT FORMAT. The Save Report Format dialog box will display.
Configure the fields and options as needed.
Click Save Report Format.
Click Display Report. The report is generated and displayed on the ReportBuilder page.

At this time individual detail and/or summary table content can be hidden or sorted as needed. The report can also be printed or exported to Microsoft Excel. For more information on working with ReportBuilder report contents, please click here.

Note: when working with report data, please keep in mind the following:

When the report includes multiple value characteristics (those with an asterisk next to them on the initial Report Options page), the individual detail for each appointment/event includes a list of the values separated by commas. Additionally, because each appointment/event may have more than one value, the summary table totals information for any multiple-value data variable may not add up to the total number of appointments/events.
When a report is long enough to require you to scroll down the page to view all of its content, the header row of the data table (individual detail and/or summary) "freezes" at the top of the page. Similarly, when printing a report that covers more than one page, the header row of any tables split between pages is shown at the top of each page.

A Closer Look @ Viewing Options

To access the Calendar, click Calendar from the navigation bar at the top of any AWARDS page:

The Calendar is then displayed, showing you either:

The last settings you used - If you navigated away from the Calendar and are now returning to it, it displays with the settings you were previously using intact.

From there, you can adjust your view as needed, customizing it in a variety of ways. Read on to learn more!

TIP: See a green bar moving across the top of your Calendar? It's an indication that the Calendar page is in the process of loading.

Calendar Navigation Basics

Keep in mind that you are limited to 10 saved views. If you already have 10, you must delete one before proceeding, or replace one of the existing views with new/adjusted settings

Staff View - When selected, the Calendar only includes those appointments/events scheduled for a staff member or members of your choosing.

Client View - When selected, the Calendar only includes those appointments/events scheduled for a client or clients of your choosing, based on your chart access.

Program View - When selected, the Calendar only includes those appointments/events scheduled for a selected program or program group, based on your chart access.

Location View - When selected, the Calendar includes only those appointments/events scheduled to take place at a location or locations of your choosing.

NOTE: Program selections are only available for those programs to which you have chart access.

evenT \| view	Staff	Client	Program	Location
Charting Event	x	x	x
Group Activity	x	x	x	x
Job Interview	x	x	x
Plans and Reviews	x	x	x
Program Appointment	x	x	x	x
Provider Appointment	x	x	x
Referral Interview	x	x	x	x
Staff Event	x		x *	x
Staff Training	x		x *	x

Return the Calendar to today - Click Today to jump the Calendar from wherever you may have navigated to back to today's date in your preferred viewing period (week, month, day, or list).

Navigate forward and back through time - Jump ahead or back a week, month, or day (based on your chosen viewing period) by clicking the < and > arrows to the right of the Today button.

Reset the Calendar back to its default settings - Click the refresh icon to return the Calendar to its default criteria and event type selections.

Manage Saved Views - Only applicable when you have saved Calendar views.

Deleting a saved view - To delete a saved view, click the saved views drop-down arrow in the left-hand settings pane and select "Manage Saved Views." Click the ellipse icon to the right of the view to be deleted, and then click DELETE. The view will be deleted immediately - there is no confirmation required!

Reviewing view details - To see a read-only list of the settings used for a particular view, click the ellipse icon to the right of the view, and then click VIEW DETAILS.

NOTE: When using List view, event blocks are not displayed; instead, any colors you specify in your settings are reflected as a bullet to help you differentiate between event types.

Frequently Asked Questions

Can cancelled events be hidden?

Not currently; however, cancelled events will be displayed with strikethroughs on the Calendar so that they are easily distinguishable.

Can I enter Calendar events for pending clients who are not fully admitted into a program?

Yes. When using Client View the Client Selection list contains individuals active in the selected program on the Date specified. If today's date or future date was selected, this includes the current program roster (including pending clients), while selection of a past date reflects the roster as of that date and may include discharged clients.

NOTE: Once a client is admitted to a program, he/she cannot be scheduled for a calendar appointment until on or after his/her admission date.

Can I prevent users from entering Calendar data for dates on which they're not scheduled to work?

No, Calendar access cannot be limited in that way.

Can I write a progress note directly from an appointment on the Calendar?

If you've created a program appointment on the Calendar that has a date of today or earlier and that date is within the program's note editing window, you can write a progress note for it directly from the Calendar. To do so, open the appointment in question from the Calendar by clicking the event block. On the appointment details page that is then displayed, click the edit icon. The appointment is then opened in data entry mode with an Add (or Edit) Progress Note button is located at the bottom.

After clicking that button you'll be taken to the Progress Notes Data Entry settings page, with the date, duration, and start time automatically filled in based on the appointment's details. You then need only adjust the remaining settings, enter the note content, and save. Once the note is saved you'll be taken to a read-only report mode of the note to allow for e-signing if needed. Click the green Back to Calendar bar at the top of the page at any time to return to the Calendar.

Can two events be scheduled for the same time and staff person?

By default, events scheduled for the same time and staff person as a previously created event will be flagged as a conflict. When this default configuration is in place, the conflict error-checking is only ignored if an appointment/event has been designated as canceled (by client, staff, or provider) or "no show." In such instances another appointment will be allowed to be scheduled for the same staff person at that time.

If your agency's workflow allows for the scheduling of overlapping/conflicting appointments and you would like that to be allowed in AWARDS as well, we can accommodate that using behind-the-scenes optional settings. Please contact the Help Desk for assistance with this request.

How can I see which program appointments have corresponding progress notes?

The Calendar Events ReportBuilder provides you with the ability to see at-a-glance which appointments have corresponding notes. The Documentation Present data variable available for inclusion in Calendar Events ReportBuilder reports displays "yes" or "no" in the report contents to indicate whether a progress note has been written for each appointment.

How can the program appointment type list be customized?

If you are an AWARDS administrator and would like to set up the Program Appointment types list for the first time, or to make changes to the existing types list, complete the following steps from the AWARDS Home screen:

NOTE: In order to complete the steps outlined here you must have the ListBuilder permission assigned to you within the Permissions Maintenance feature.

Before beginning the configuration process, work with your agency's leadership team to determine which Program Appointment types should be available for use in the Calendar. Keep in mind that all programs at the agency will share the same list, so consensus and/or a list of shared guidelines for when to use each type may be helpful for staff once use of this list is rolled out.
Once your list is set, click Administration from the left-hand menu in AWARDS, and then click Builders & Tools. The Builders & Tools fly-out menu is displayed.
Click ListBuilder. The ListBuilder index page is displayed, showing all existing lists.

Confirm whether or not there is an existing "Program Appointment Types" list available. If the list DOES exist, click it to open it for data entry. If the list DOES NOT exist, click the add new icon from the action bar above the lists table. In either instance the ListBuilder data entry page is displayed.

Configure the fields/options on this page as follows. Any fields/options not specifically referenced here can be left as is.

Name - In this field type "Program Appointment Types" as shown in the screen shot above. This name must match EXACTLY in order for this custom types to be applied.

Category - In this field type "Calendar."

Enabled - Click this drop-down arrow and select "Yes."

Category - In this field type "Calendar."

Value / Code / Enabled / Order - To add an item to this list, configure the following fields/options, and then click Add Item:

Value - A unique program appointment type. Displayed as a selection in the list.

Code - A code corresponding to the value. Can be a placeholder but must be unique to this list item.

Enabled - Must be set to "Yes" in order to be included in the Calendar's selection list.

Order - A number representing the item's order in the list. Auto-populated but can be changed.

IMPORTANT! When using this custom list for program appointment types, new appointments will default to the first type in the list. Please keep that in mind when setting your list's order.

Enable "Other" option - Click this check box if "Other" should be included as a list selection.

To make changes to an existing list item, overwrite the current values in these fields, and/or make new selections as needed.

To delete a list item, click the Remove check box to the right of that item. When the record is saved the deletion will be applied.

TIP: See ListBuilder for additional guidance on using this tool, including more in-depth descriptions of the available fields/options and frequently asked questions.

Click Save to apply your changes.

The process of configuring the Program Appointment types list is now complete.

How do I delete a program appointment with a date in the past?

The delete button in program appointment records is available to users when the appointment data and time are still in the future. Afterward, only users who have been assigned the "Delete Past Program Appointments" exception override permission (under System Setup > Permissions Maintenance) can delete them. If it is not necessary to have the appointment deleted entirely, the appointment status can be set to "Canceled" instead.

How do I make changes to a recurring appointment/event?

Deleting a single event - To delete a single event in a recurring series, click the event to open the pop-up window, click the Trash icon, and then click OK to confirm the deletion. Only that event is deleted and the remaining events in the series remain.

Deleting all future events - To delete all future events in a recurring series, click the first event to be removed to open the pop-up window, click the Trash icon, and then select Also delete all future events before clicking OK to confirm the deletion. That event and all future instances are deleted.

Editing a single event in a series - To edit a single event in a recurring series (i.e., update the date from a Tuesday to a Wednesday, update Start Time, Duration, Method, etc.), click the event to open the pop-up window, then click the Pencil icon to open the data entry form. Complete any updates needed, and then click SAVE. On the Edit Recurring Event pop-up that is then displayed, click This event, and then click OK.

Editing multiple events in a series - To make a change that carries forward into future events of a series, click the first of the events that is changing to open the pop-up window, then click the Pencil icon to open the data entry form. Complete any updates needed, and then click SAVE. On the Edit Recurring Event pop-up that is then displayed, click This and following events, and then click OK.

TIP: When editing recurring events changes to Status are exempt from the "this" or "this and following" selection. Status information only ever applies to the single event being updated.

How do I print the Calendar?

The Calendar can be printed in any View, though List View is recommended. We encourage you to collapse the left-side settings menu pane once the correct Calendar details are displayed, and then use your browser's print option or the print option found in the AWARDS navigation bar in the user drop-down.

TIP: In some instances using the print setting's Landscape mode may be beneficial and allow for more user-friendly printouts.

Alternately, the Calendar ReportBuilder can also be used to generate a list of events for a specific period of time and can be useful if you want to generate a printout for a time frame not allowed by the Calendar (for example, the quarter).

How do I view or work with appointments/events scheduled for former (discharged) clients?

Client View includes any clients that were on the roster at any point during the range of dates displayed on the Calendar. To view events scheduled for former (discharged) clients, adjust the Calendar time period before making your Client selection.

How do I view or work with appointments/events scheduled for former staff members?

The Calendar's Staff View is limited to active staff members. To view events scheduled for former employees, use an alternate view; for example, Client View for events that also have an active client assigned to them. The Calendar ReportBuilder also provides access the appointments/events of former staff members.

Should appointments/events I schedule for others be displayed on my Calendar?

Appointments/events you schedule will only be shown on your Calendar if you have selected yourself as an attendee; however, you will be recorded as the "Author" of those events in all cases.

What determines which locations I see in the location selection lists?

The locations available for selection are those that have been configured using the System Setup module, Agency Program Information, Configure Locations feature. If that feature has been used to create agency-wide locations, they are always included in the Calendar's Location drop-down lists. If you are scheduling an appointment/event for a specific program to which you have chart access, the locations list also includes any locations configured for that program.

What happened to the "reason for consultation" notes from my old program appointments?

Reason for Consultation has been merged with other program appointment notes into a single "Notes" text box in the new Calendar available as of September 2020.

What happens if I delete a program appointment that has an associated progress note?

You are not prevented from deleting a program appointment when there's a note written against it, nor are you prevented from going in through the progress note index (under Services-Individual > Progress Notes) and making changes (such as changing the date). If any of these actions is completed, the note itself will not be removed, only the association with the Calendar appointment. Conversely, if a corresponding program appointment is added AFTER a matching note, that appointment and note will be linked automatically.

What happens if I edit the notes on a recurring appointment? Does it change them for all?

Editing the Notes on a recurring appointment/event only affects the event in which you are saving the updated note. Events previous to and/or following the edited event are NOT updated in these instances. To make an edit that carries forward into upcoming events, a new recurring series should be created. (You may need to remove the remaining event of the original series first.)

What happens to future appointments scheduled for a discharged client?

When discharging a client, all future program appointments will be removed from the Calendar (recurring and non-recurring). For recurring appointments, the client's discharge date will be listed as the End Date of the recurring series. If, at a later time, the Undo Discharge feature is used, removed events will not be restored and will have to be manually re-entered, or the End Date of a recurring series edited as needed.

Why do I get warnings about conflicting program appointments that aren't in the program I'm working with?

In this case, the conflicting program appointment is scheduled within another program. AWARDS checks for conflicting program appointments across all programs, not just the program selected when scheduling a new appointment.

Why do I see more provider appointments in client view than in staff view?

Provider appointments are only included on a staff member's Calendar when that individual has been set as the appointment's Staff Escort. Staff members selected as the appointment's designated Provider but NOT the staff escort do not have the appointment included on their Calendar. Because Staff Escort is not required but Provider is, you may see more provider appointments in Client View where the Staff Escort assignment is not a requirement for inclusion rather than in Staff View where it is.

Why do I see staff events for programs other than the one I selected when using Program View?

Staff events are not associated with a particular program. (The program selection made when scheduling staff meetings only determines which staff members are available for attendance purposes, it does not associate the events with that program.) As a result, if you have the option to include staff events on the Calendar, they will display no matter which program you have selected.

Why do some appointment/event blocks show "(busy)" rather than details?

Any time you see "(busy)" on the Calendar it is an indication that it is restricted in some way; specifically, it is either a private staff event that you are not able to access, or that it is for a client in a program to which you do not have chart access.

Why isn't a new appointment/event I scheduled displaying on the Calendar?

As with existing appointments/events, newly scheduled appointments/events will only be displayed on the Calendar if set to do so in your Calendar viewing options. For example, if your viewing options are currently set to show only program appointments and you schedule a staff training, that training will not display when you return to the Calendar after completing the scheduling process. In order for it to appear you would need to adjust your viewing options to include the staff training event type.

Why isn't a provider appointment showing up on my Calendar as expected?

In order for a provider appointment to be included on your Calendar, you must have been set as a staff escort for that appointment. Simply being the designated provider does not pull that appointment in.

Training Films & Demonstrations

Calendar: Navigation Basics (6 mins)

Calendar: Scheduling Program Appointments (4 mins)

Calendar: Writing a Progress Note From Calendar (3 mins)

Calendar: Writing a Group Note From Calendar (5 mins)

Calendar: Creating and Managing Saved Views (3 mins)

Calendar: Adjusting User Settings (2 mins)

iKnow: Calendar (1 hr) - March 2023

Calendar: Scheduling a Charting Event (5 mins)

New Calendar - Features Sneak Peek (3 mins) - This short video showcases some of the features you'll see on the new Calendar.

New Calendar - Features & Navigation Demonstration (20 mins) - A look at the basics of navigating in the new Calendar, adding new events, and working with existing ones.