Events and Group Scheduling How to schedule group events in Open ACU. Create an Event in Open ACU Open ACU allows you to schedule group events with multiple participants. Read on for step-by-step instructions. 1. Create a new event Select your date on the schedule. At the top of the day's page, click Day Tools --> New Group Event: 2. Event Setup You'll now follow the Event Setup steps to enter all the details about your event: Setup On the Setup page, you'll enter: Event Name Start date (see this article for multiday events) Maximum number of attendees (zero = unlimited attendees) Location (you can select your clinic location, a custom location, or an online location such as Zoom) Event image Click the right arrow at the bottom of the page to advance to the next step: Host Host On the Host page, you'll enter: Event Host from a dropdown menu of your clinic's Practitioners. To add a Practitioner, select their name from the dropdown menu, then click the Add Practitioner button. You can add multiple practitioners per event. Click the "Add EHR notes to this event" checkbox if you want to enter and save health records for this event. If you have other event presenters or hosts who are not on the menu of your clinic's Practitioners, you can add their name in the Other Presenters box Click the right arrow at the bottom of the page to advance to the next step: Hours Hours On the Hours page, enter the start and end times for your event: Click on the right arrow at the bottom of the page to advance to the next step: Info Info On the Event Info page, you'll enter more details about your event: Event Description: enter a description of your event so attendees know what to expect Event Details: here's where you'll enter the fine print such as cancellation policy, parking information, etc Click on the right arrow at the bottom of the page to advance to the next step: Price Price On the Price page, you'll enter your pricing for the event. For a free event: Enter your price title and 0.00 for your price amount. Click the Add Price button to save: For a paid event: Enter your price title, amount, and expiration date (if applicable). Then click the Add Price button. You can add expiration dates to a price for an early-bird pricing option. If you want to require prepayment, click the Prepayment Required box (note: you must use Open ACU's Stripe integration feature to enable prepayment for Events). Click on the right arrow at the bottom of the page to advance to the next step: Forms Forms On the Forms page, you have the option of sending forms to attendees, to be completed in advance of the event. Select the forms you'd like to send from your clinic's Intake Form options, Or click the Create a New Form to create a new form for your event. This will take you to your Intake Settings page. You can skip this step if you do not require attendees to fill out a form for this event. Click Save Event to finish the event setup process Next step: Event Notifications Event Notifications You can create notifications for your event by clicking on the Notifications tab on the Event Editor. Click Add A Notification to start: Step 1: Choose Notification Date Select your notification date from the drop-down menu, then click the Add Notification button below the menu: Step 2: Add Email and/or Text Message Details Add your email subject and body text, and/or text message details: Click the Key to Verbiage Codes button to see your options for text message notifications: Click Save when you're finished to save your notifications. Managing Notifications You can add multiple notifications per event. Your saved notifications will appear on the Notifications tab: Editing or Deleting Notifications To edit or delete a notification, click on the notification you wish to edit from your list. The notification details will appear on the right hand side of the page, and from there you can edit and save your notifications, or use the delete button at the bottom to delete a notification: Adding EHR Notes to an Event If your event includes EHR notes, the process is very similar to recording EHR notes for appointments. You'll record your notes on the EHR by Event page, which is on the left-hand side menu: Note: only Users with Practitioner level access can add EHR notes to an Event. Step 1: On the EHR Event page, click your Event title to highlight it and open the list of attendees on the right hand side of the page: Step 2: Once your list of attendees appears on the right hand side of the page, click the pencil icon to record your EHR notes for the event: Note: You will only be able to enter EHR notes after the attendee has been checked in. Step 3: You can then enter your notes and points into the corresponding fields, just like you would for EHR notes for a regular appointment. Once you've entered your notes, you'll click Save to save your notes, then Lock to approve and lock the record. Creating a Multi-day Event Our Events function allow you to create an event that spans multiple dates. Here's how to do that. Event Setup On the Event Setup page, click the box next to "Is this a multiday event?" You can then enter the start and end dates for your event: Note: You'll select individual dates for your event on the Hours tab. Click the right arrow at the bottom of the page to advance to the next step: Host Host On the Host page, you'll enter information about the event host(s), the same as you would for a single-day event: Add Event Host from a dropdown menu of your clinic's Practitioners. To add a Practitioner, select their name from the dropdown menu, then click the Add Practitioner button. You can add multiple practitioners per event. Click the "Add EHR notes to this event" checkbox if you want to enter and save health records for this event. If you have other event presenters or hosts who are not on the menu of your clinic's Practitioners, you can add their name in the Other Presenters box Click the right arrow at the bottom of the page to advance to the next step: Hours Hours On the Hours page, you'll enter the hours for each of your separate dates. Click the box below "Session Dates" and a drop-down calendar will appear. Click dates on the calendar to select each date of your multi-day event, then click Add Dates: You will then enter the hours for that date. By default, the hours at set to start time 9:00AM and end time 11:00AM. Simply highlight the hours to edit them: To delete a date from your multi-day event, click the X box next to the event date (note: you cannot delete the start or end date of a multi-day event): Click the right arrow at the bottom of the page to advance to the next step: Event Info Event Info Enter your description and details for the event, like you would for a single-day event. Click the right arrow at the bottom of the page to advance to the next step: Price Price On the Price page, you'll enter your pricing for the event, the same as you would for a single-day event. You can add expiration dates to a price for an early-bird pricing option. Enter your price title, amount, and expiration date (if applicable). Then click the Add Price button. If you want to require prepayment, click the Prepayment Required box (note: you must use Open ACU's Stripe integration feature to enable prepayment for Events). Click the right arrow at the bottom of the page to advance to the next step: Forms Forms On the Forms page, you have the option of sending forms to attendees, to be completed in advance of the event. Select the forms you'd like to send from your clinic's Intake Form options, Or click the Create a New Form to create a new form for your event. This will take you to your Intake Settings page. You can skip this step if you do not require attendees to fill out a form for this event. Click Save Event to finish the event setup process Next step: Event NotificationsRegister Attendees for an Event To register attendees for an event, navigate to the event date on the calendar, then click the Attendees tab: If the attendee is an existing patient: If the attendee is already an existing patient in your database, start typing their name into the Patient Search box: Then highlight their name, and click Register Patient - just like you would do for scheduling an appointment: One the patient is registered, you'll see their name on the Attendees list: If the attendee is NOT an existing patient: If the attendee is not already an existing patient in your database, you'll first need to create a New Patient account for them. Click the New Patient button to create a new patient account: You'll then be prompted to walk through the steps of adding them as a new patient. Once they're added to your database, you can then complete the registration steps like you would for an existing patient. See This Article for information on how participants can register themselves for an event via the Event URL on the patient portal.All Events page Your All Events page shows a list of all past and future events. On the left-hand side menu, click Appointments --> All Events: When you click on an Event listing, you'll be taken to the Event date on the calendar: From there, you can edit your event, register attendees, edit notifications, and view reports.Event Waiting List If your event registration is full, you can add people to the waiting list. Add someone to the waiting list To add someone to the event waiting list, open the Attendees tab on your Group Event Editor and scroll down to the Waiting List section. Type a patient's name into the search field, highlight their name, then click Add to Waiting List: You will now see their name on the event waiting list, under the list of registered attendees: Register someone on the waiting list for the event If a spot opens up and you want to register someone on the waiting list for the event, open up the Attendees tab. Click on the plus sign (+) next to the person's name. This will move them off the waiting list and register them for the event: Remove someone from the waiting list To remove someone from the waiting list, open the Attendees tab, then click on the trash can icon next to their name. This will remove them from the waiting list: Waiting list via Patient Portal People can also add themselves to the waiting list via the event URL. If registration is full, the event URL will display a message that registration is full, with a button for people to add themselves to the waiting list: Once they click that button, they'll be prompted to sign in and complete the steps to add their name to the waiting list: The event URL will then show a message that they've successfully added their name to the waiting list. They can click the "Remove Me from Waiting List" button to take their name off the waiting list: Event Report The Event Report tab shows you a list of event attendees, registration and check-in dates, payment amounts and payment methods.Registering for an Event: Patient Portal Participants can register themselves for an event via the Event URL on the patient portal. Step 1: Reserve your spot On the Event URL home page, click Reserve Your Spot in the bottom right hand corner: Step 2: Log in The participant will be prompted to log in to the clinic's patient portal, or to create an account if they don't already have one: Step 3: Confirm info Once the participant logs in, they'll be asked to confirm their information: After the participant confirms their information, the next step will vary based on payment options. Free Events: Here's what happens Paid Events with Open ACU's Stripe Integration: If the clinic uses Open ACU's Stripe integration, event payments will be processed at the time of registration. The participant will enter their payment details on the payments tab. If they have a credit card on file: They'll see options either to use a card on file, or to enter a new card: If they don't have a credit card on file: They'll be prompted to enter their credit card information: Paid Events without Open ACU's Stripe Integration: If the clinic does not use Open ACU's Stripe integration, the participant will see a message that payment will be collected at the time of the event: Final registration step....Collecting Payment for an Event Issuing a Refund for an Event