Referrals: the Availability Tab

Overview

The Availability tab allows users to record information about program availability at their agency that is then displayed during the referral process to users sending referrals to those programs (figure 1). 

figure 1

Viewing and Updating Availability

To access the Availability tab, click Search > Referrals > Availability (figure 2).

figure 2

After clicking on Availability users can switch between Community Queues. This functionality is connected to  How To Setup A Program: Detailed Instructions > Adding a Community Queue to a Program.

The Availability tab displays all Queues assigned to a Program, under each Queue the Programs are visible. 

For each program, you’ll have the option to select “Full Availability,” “Limited Availability,” and “No Availability,” by clicking on the selection (figure 3). 

figure 3

Full Availability

“Full Availability” can be used to indicate the program has multiple openings and does not require a reservation. 

No Availability

“No Availability” can be used to indicate the program has no openings. Note that users will still have the option to make a referral. 

Limited Availability

Selecting “Limited Availability” will provide the option to indicate the number of openings the program has as well as view any reserved openings.

To indicate the number of openings the program has, click Add Single Opening or Add Multiple Openings (figure 4).

figure 4

The Add Openings popup will display. If you clicked Add Multiple Openings, there will be a field to indicate the number of openings (figure 5).

Considerations on Adding/Viewing Openings

When adding/viewing openings, please consider the following: 

• If you are working in a system with multiple Community Queues, for each queue that is connected to a program, if the queues have custom program availability fields, all fields for those connected queues will be visible upon creating an opening. However, when you view/modify a Program opening, only the custom fields related to the specific field viewed will appear on the Program opening popup.
  
  • For more information about Custom Fields within Queues, please read Referral Settings: Community Queue. 
• If a user deletes an opening, the opening is deleted for all connected Queues, when this happens the user is presented with a warning. 
• If a referral is made to an opening, all instances of the opening will be removed from Availability.

figure 4

Select a date for the program opening(s) and record any additional notes you would like to display. If Program Availability Custom Fields are configured in Referral Settings, these will display here as well. 

After saving the program’s opening(s), these will display in the Availability tab (figure 6).

figure 6

If a reservation is made to the program when the referral is re-assigned from the Community Queue, this will display in the Reserved Openings section (figure 7).

figure 7