Working within an Extended Care Occurrence

The Extended Care occurrence view for Admin users now includes a better view of the waitlist, as well as some additional new settings. This article goes over the new occurrence view, how to move participants manually off of the waitlist, and some new Client Settings related to Extended Care.

The Occurrence View

1. To get to the Occurrence View, go to the left-hand menu > Extended Care > Sessions > select your session > double click on the Occurrence in the Occurrence Calendar.
   
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2. It will look like this:
   
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   1. 1. The Begin Date Time and End Date Time are pulled from the Recurrence Rules but can be edited. NOTE: Edits will affect this occurrence only, not all Occurences in the Session.
      2. Capacity Options are also pulled from the Recurrence Rules but can be edited. NOTE: Edits will affect this occurrence only, not all Occurences in the Session.
         • IMPORTANT! - If Disable Signups is selected, the Occurrence will no longer be visible on the Portal. If you would like it to still be visible on the Portal, you must go into Client Settings > Extended Care > select "Show Unavailable occurrences in the portal" > Save.
           
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      3. Active or Opted Out Signups are in their own list. This 
      4. Waitlisted participants are in their own list, and are ordered based on the time of being added to the Waitlist. NOTE: Admin users always have the ability to override the  Options by moving participants from the Waitlist to the Signups list. 

Working with The Waitlist and Related Settings

• To move a participant from the Waitlist to the Signups list, select that Participant and click either Move to Signup List or Move to Signup List (With Email). The latter will alert the guardians that the participant was moved from the Waitlist to the Signups list.
  
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• The Recalc Waitlist button can be used to check if someone has been added to the Waitlist via the Portal, as well as force a refresh of the Waitlist when a Participant has been moved to the Signups list.
• To automatically move Participants from the Waitlist to the Signups list when someone on the Signups list opts out, there are a few Client Settings to adjust.
  
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  1. 1. Go into Client Settings > Extended Care > select "Add from Waitlist Automatically After Opts Out".
     2. Input how many minutes before the start of the Occurrence that should be the Cutoff Time for Waitlist After Opt Outs.
     3. Guardians will be sent an email letting them know that their student was moved off of the waitlist and will include basic information about the Session Occurrence, including the date and time. If you would like to include more in that email, this is the HTML box where you can put your message
     4. Don't forget to Save.