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Program Management Module Managed Package
Configure Service Schedules

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Configure Service Schedules

Many organizations offer one-time or recurring Services for individuals or groups. For example, your organization might offer classes, mentoring sessions, support groups, community outreach events, or other types of events. Use Service Schedules to schedule and manage these events.

  • Required Setup for Service Schedules
    Service Schedules were released in PMM version 1.17 (11/05/2020). If you started using the product before that date, or if the feature isn't configured in your org, complete these required setup steps. If you already have Service Schedules in your org, you can skip this section.
  • Customize Service Schedules
    Customize the information collected when a user creates a New Service Schedule by clicking New on the Service Schedules tab.
  • Customize Service Schedule Attendance Tracking
    The Track Attendance component on a Service Session lets users create Service Deliveries for everyone who attended or was absent from that session.

Required Setup for Service Schedules

Service Schedules were released in PMM version 1.17 (11/05/2020). If you started using the product before that date, or if the feature isn't configured in your org, complete these required setup steps. If you already have Service Schedules in your org, you can skip this section.

First, add the Service Schedules and Service Participants related lists to the Service page layout.

  1. Click Setup, then click Setup.

  2. Click the Object Manager tab.

  3. In the list of objects, click Service. 

  4. Click Page Layouts, then click Service Layout. 

  5. From the palette, click Related Lists and drag the Service Schedules and Service Participants related lists to the page layout.

  6. Click Save.

Next, if you previously customized the Program Engagement and Contact pages, you’ll also need to add the Service Participants related list to both pages.

  1. Click Setup, then click Setup.

  2. Click the Object Manager tab.

  3. In the list of objects, click Program Engagement or Contact. 

  4. Click Page Layouts, then click the Case Management layout for the object.

  5. From the palette, click Related Lists and drag the Service Participants related list to the page layout.

  6. Click Save.

  7. Repeat for the other object, Program Engagement or Contact, if you also customized that page.

Customize Service Schedules

Customize the information collected when a user creates a New Service Schedule by clicking New on the Service Schedules tab.

To customize the Service Schedule Information fields in the New Service Schedule:

  1. Click Setup, then click Setup.

  2. Click the Object Manager tab.

  3. In the list of objects, click Service Schedule.

  4. Click Field Sets.

  5. Click Service Schedule Information.

  6. Drag the fields to and from the palette and In the Field Set.

  7. Click Save.

To customize the Add Service Participants fields in the New Service Schedule:

  1. Click Setup, then click Setup.

  2. Click the Object Manager tab.

  3. In the list of objects, click Program Engagement.

  4. Click Field Sets.

  5. Click SessionParticipantView.

  6. In the palette, click an object under Program Engagement. For example, click Household Account.

  7. Drag fields to and from the palette and In the Field Set. For example, under Household Account, drag Account Name.

  8. Click Save.

Customize Service Schedule Attendance Tracking

The Track Attendance component on a Service Session lets users create Service Deliveries for everyone who attended or was absent from that session.

Track Attendance is a quick and efficient way to create Service Deliveries for all participants from a single interface. Users must have PMM: Deliver or PMM: Manage permissions to use Track Attendance.  

Customize Track Attendance Fields

By default, Track Attendance collects the following information to include in each Service Delivery:

  • Client: The Service Participant from the related Service Schedule.

  • Quantity: The amount of the service that was attended, labeled using the Unit of Measurement from the Service associated with the Service Schedule. For example, users will see Hours for a Service that uses Hours as the Unit of Measurement. Users can also set a Default Service Quantity on a Service Schedule to automatically populate the Quantity. See Schedule Services.

  • Attendance Status: The status of the Service Participant in the session, which can be Present, Unexcused Absence, or Excused Absence. See Customize Service Schedule Attendance Tracking to edit Attendance Status values.

To add to the information collected using Track Attendance, customize the Attendance Service Deliveries field set.

  1. Click Setup, then click Setup.

  2. Click Object Manager.

  3. Click Service Delivery.

  4. Click Field Sets.

  5. Click Attendance Service Deliveries.

  6. Drag fields to or from the palette and the In the Field Set box. Don't remove the Client or Attendance Status fields.

  7. Click Save.

Customize Attendance Status Values

The default Attendance Status values are Present, Excused Absence, and Unexcused Absence. Present is assigned to all Service Participants by default. Excused Absence and Unexcused Absence default the Quantity of a Service Delivery to zero. 

We recommend keeping the default Attendance Status values and only adding custom values as needed. Keep in mind that custom values will always default the Quantity to zero.

  1. Click Setup, then click Setup.

  2. Click Object Manager.

  3. Click Service Delivery.

  4. Click Fields & Relationships.

  5. Click Attendance Status.

  6. Scroll to the Values section.

  7. Add or edit Attendance Values. Don't change the API Name of the default Attendance Status values.

 
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