Creating Events to Indicate Schedule Changes Overview
HCP Assist is here to handle your calls and convert them into jobs on your calendar. We want to ensure you only get booked during times when you and your team are available, therefore we suggest creating events to block off sick time, holidays, weather closures, etc. to make your availability clear to our HCP Assist agents.
To ensure our agents do not book during times you and your team are unavailable, we recommend creating an event following the process outlined in our recurring event help center article with a few critical adjustments.
How to Schedule a Recurring Event to Indicate Schedule Changes
To schedule a recurring event, first, click on the black New button located on the right-hand side of the navigation bar found at the top of your account (the New button will be to the right of the global search bar) and select Event.
Once Event is clicked, a new window will appear. On the left-hand side of this window, you will see the scheduling and dispatching fields under 'Schedule'. These two fields are mandatory to create the event. Make sure to list EVERY tech that is unavailable on that day. For example, if the Company is closed for a holiday we would list every employee on that event.
On the right-hand side of the screen, you will see the event details fields (Name, Note, Location) Ensure to label each event. For example, Closed, Not Accepting Calls, Sick, Vacation, Etc.
Next, click the edit pencil icon next to 'Schedule' to place this event on your schedule.
The scheduling window will open. If you are creating a recurring event, click the 'Recurrence' icon seen in the upper-right-hand corner of the schedule.
Next, a screen labeled 'Event Schedule' will appear. Only block out the times during after hours AND business hours that you are not available. If unavailable during the entire day, create an event for 1am-11pm on a daily cadence. This will allow for an entire event to be blocked for after-hours service (if applicable).
Next, click the 'Repeats' drop-down. For a weekly recurrence, the day selected will default to whatever day you are creating the job on. Be sure to change the start date if that is not when the event will be taking place.
For a monthly & yearly recurrence, choose a specific day of every month (example: the first Tuesday of every month) OR choose a specific date of every month. Be sure to choose a date that occurs every month (example: the 31st is not available in February, April, June, September, or November).
Pro Tip: Quarterly occurrences take place every 3 months. Every other week repeats every 2 weeks.
Next, choose an end date for this recurring event by selecting a specific date for the recurrence to stop OR setting a number of occurrence(s) that will take place
Next, click 'Done' once you've finished and then click 'Save' at the top right corner of the schedule. Finally, click 'Save Event' on the Event screen.
That's it! You will see your recurring event appear on the calendar.
How to Schedule a Single Event to Indicate Schedule Changes
To schedule a single event, first, click on the black New button located on the right-hand side of the navigation bar found at the top of your account (the New button will be to the right of the global search bar) and select Event.
Once Event is clicked, a new window will appear. On the left-hand side of this window, you will see the scheduling and dispatching fields under 'Schedule'. These two fields are mandatory to create the event. Make sure to list EVERY tech that is unavailable on that day. For example, Ben is sick, so create a single event.
On the right-hand side of the screen, you will see the event details fields (Name, Note, Location) Ensure to label each event. For example, Closed, Not Accepting Calls, Sick, Vacation, Etc.
Next, enter a date and time in the From and To fields.
Finally, click 'Save Event' on the Event screen.
That's it! You will see your single event will appear on the calendar.
Video of Recurring Event Workflow:
Video of Single Event Workflow:
NOTE: If you need assistance with this, please contact HCP Assist Support though the HCP Assist Call Log or via the Blue Chat Bubble.