Agenda 

There are two distinct ways of managing appointments with tuOtempO Agenda. This tutorial will introduce you to both.

Where to begin

Log in to the tuOtempO administration zone.

Go to > Tuotempo > Agenda

A. Choose between Search Availabilities and Week View booking

1. Search Availabilities

The Search Availabilities dialogue enables you to find an availability by defining search criteria.

2. Week View

The Week View enables you to visualise the availabilities within a chosen week and click on a slot to make a booking.

3. How to choose

As a general rule, if you are managing appointments:

  • for more than seven resources or
  • with more than two weeks notice between booking and appointment

you will find the Search Availabilities dialogue is the fastest way of finding an appropriate slot and taking a booking.

If you are managing appointments:

  • for less than seven resources or
  • with less than two weeks notice between booking and appointment

you may find the Week View view is the fastest way of taking a booking.

Advice: Try the two methods of taking bookings and decide which works best for you.

B. Taking Bookings via Search Availabilities

Go to > Tuotempo > Agenda > Go to Search Availabilities

The search availabilities view is on the left of your screen.

1. Search for Availabilities

Follow the dialogue on the right hand side of your screen to find an available time slot.

The search availabilities dialogue.

Tip:  The sequence of questions depends on the options chosen in Setup > Online Booking. To change the questions, follow the instructions in the tuOtempO Web Setup Guide

At the end of the search availabilities dialogue you will be presented with a list of availabilities corresponding to your criteria. Click on the availability of your choice.

Choose your availability.

2. Assigning a slot

Either assign the appointment to a New Patient or Search the existing client base.

a) New Patients

Click on the New Patient link and add the patient to your patient list.
Click on the Book button to submit your booking.

b) Existing Patients

Use the Search Client text box dialogue to search for your patient. You can search by any criteria you wish : telephone number, first name, family name, address… once you have typed in the first three letters or digits, the patients corresponding to your search will appear in a list.

Click on the Book button to submit your booking.

C. Taking Bookings via Week View

Go to > Tuotempo > Agenda

By default the remaining days of the current week are shown. Use the Change Date dialogue at the top of the screen to select the week of your choice.

The change date dialogue.

1. Add an appointment

Click on any available slot to add an appointment. A pop-up window will appear.

The appointment pop-up window.

a) Attribute the patient
i. New Patients

Click on the New Patient link and add the patient to your patient list.

ii. Existing Patients

Use the Search Client text box dialogue to search for your patient. You can search by any criteria you wish : telephone number, first name, family name, address… once you have typed in the first three letters or digits, the patients corresponding to your search will appear in a list.

b) Choose a service

Choose a service from the menu available on the right of the pop-up screen.

TipThe services available depend on the options chosen in Setup > Center. To change the options, follow the instructions in the Establishment; Setup Guide

Save your choice to register the appointment.

D. Repeat Appointments

Repeat appointment settings.

To make a recurring appointment, in Week View click on the first time slot of the sequence that is to be repeated. In the pop-up window, click on Repeat Appointment, select the frequency of repetition and the date on which the sequence will end and Save your appointment.

ExampleA patient is to have a series of appointments on alternate Monday afternoons at 2.00pm for eight weeks. Click on your agenda on the first of the four slots, to bring up the pop-up dialogue, select the patient and the service, then select Repeat every 2 weeks from the drop-down menu dialogue, tick On days: Mon; click on Repeat until date and select the date of Monday in eight weeks time. Save your settings.

E. Appointment Statuses

Icons on your agenda show which messages have been sent to the patient

  • Green-Delivered
  • Red-Bad number
  • Yellow-Sent but delivery not confirmed
FAQ - What does the yellow mobile phone icon in the tuOtempO AGENDA signify? Phone number icons are yellow when an SMS has not yet been received.
To send SMS text messages, tuOtempO attempts multiple routes to reach the desired destination and will repeatedly try to send the message until it gets through. It can happen, however, that the message is not delivered. This can happen for several reasons, the most frequent are: the mobile phone is switched off; the phone is in an area where there is no reception; the sim of the phone has changed several times in the same year (multiple changes of telephone operator); at a specific moment in time, a particular telephone operator has reception problems. In rare cases, patients will have received the message despite the yellow icon. But in general you should treat the yellow icon as an indicator that the SMS has not reached its destination.

Need help?

Create a Tuotempo Support ticket

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