Kalix allows users to be assigned to specific groups known as User Groups. User groups can be used to categorize providers by their specialty area, geographic location, or any other common factor. Similarly, practice locations can be grouped together using Location Groups. For example, you may wish to group together locations within the same area or state.
User and location groups are employed by several different features in Kalix, including:
Filtering the appointment calendar
Creating custom filters for online scheduling,
Generating reports (Appointment, Billing & Payment Reports)
Managing tasks (User Groups only).
Creating, Editing & Assigning User Groups
1. To create, assign and edit User Groups, navigate to your User Management page under Settings (your practice name).
2. Click the three-dot menu icon next to the user you want to assign to a group.
3. Next, select Edit User Groups (as shown below).
4. In the pop-up window, if you have any existing user group/s, you can assign them to the selected user.
5. If you haven't created any user groups yet, want to create new ones or edit existing groups, click the Manage Groups button.
6. The Edit User Groups window will appear. The following actions can be completed here:
Create new user groups by clicking on the plus button (Add Group)
Delete user groups by clicking on the cross.
Edit the name of user groups by clicking in its field.
Note: these changes and new groups will be available for all users in your account.
7. Once you are done, click Save.
8. Kalix will navigate back to the Assign User Groups window.
9. Select the user group/s you wish to assign to the selected user and click Save.
User Groups can also be assigned, edited and created from the General Details section of the My Details page.
Creating, Editing and Assigning Location Groups
1. To create, assign and edit Location Groups, navigate to your Account Settings page under Settings (your account name).
2. Click on the edit icon (pencil) associated with the location you wish to assign to a location group.
3. In the Edit Location window, if you have any existing locations group/s, you can assign them to the selected location via the Location Groups field (shown below).
4. If you haven't created any location groups yet, want to create new ones or edit existing groups, click the Manage Groups button.
5. The Edit Locations Groups window will appear. The following actions can be completed here:
Create new location groups by clicking on the plus button (Add Group)
Delete location groups by clicking on the cross.
Edit the name of location groups by clicking in its field.
Note: these changes and new groups will be available for all locations in your account.
6. Once you are done, click Save.
7. Kalix will navigate back to the Edit Location window.
8. Select the location group/s you wish to assign to the selected location and click Save.
Using Location & User Groups
Several features in Kalix make use of location and user groups. These include filtering the appointment calendar, creating custom filters for online scheduling, in reporting (appointment, billing, and payment), as well as managing tasks (user groups only). The following section will provide an overview of each of these features.
Appointment Calendar Filters
If you have set up groups or location groups, you can filter the calendar based on these groups.
Custom Filters for Online Scheduling
You can use your user and location groups to create customized questions and answers for your online scheduler. This will help your clients find the most suitable practitioners and appointment locations based on their requirements. For example, add custom filters for practitioner specialty, reason for visit, and appointment location.
To create custom filters for your online scheduler, please follow the instructions below:
1. First, make sure you have already set up the location and/or user groups you wish to use as custom filters.
It is important to remember that the names of the location groups and user groups you set up and select for your custom filters will be visible to your clients as the available options when booking appointments through your online scheduler.
As a result, it is important to make sure that you choose appropriate location and user group names that can be used as options to answer your custom filter questions.
For example, if you want clients to be able to filter the available providers by their reason for visit (or medical condition), set up user group names with condition descriptions that the clients will understand, e.g. use Diabetes as a user group name instead of DM.
2. Navigate to the Custom Filters section of the Online Scheduling Settings page.
To do this, click on Appointments on the top menu bar, followed by Online Scheduling.
Now, on the Online Scheduling page, select the Settings tab on the purple page header.
Scroll down to the section labelled Custom Filters.
3. To create a new custom filter, click on the Add button at the top of the section.
4. The settings for a new custom filter will open up. It is made up of a number of different fields, which will be detailed below:
Question Description: Write the instructions corresponding to the custom filters your clients select from when scheduling their appointments online.
For example, if you want clients to select their reason for visit and hence filter the available providers by their speciality area you might enter a question description such as "What is your reason for seeing us."
Required: Turn on "Required" to make the completion of this question compulsory. If it is not required, clients can skip it and proceed to the next step in the scheduling process.
Group Type: Select between using location or user groups as you custom filter answers.
Possible Answers: Select the possible answers to your question using user or location groups.
Click on the button below to learn more about online scheduling.
Generating Reports (Appointment, Billing & Payment Reports)
As part of Kalix's reporting functionalities, you are able to filter appointments, bills and payments by location and user groups.
Click on the button below to see more information about reporting in Kalix.
Managing Tasks (User Groups Only)
Tasks can be assigned to specific user groups, this can make it easier to give a task to multiple users.
For more information about Kalix's task feature, please click on the button below: