Calendar Page TAFDC

You can use the Calendar page in the Appointments menu selection of the Home page, to schedule/reschedule, view appointments and print Appointment Letters.

The Calendar page has the following features:

  • Four calendar views
    • Day View
    • Week View
    • Month View
    • Master Schedule
      • The Master Schedule features an Export to Excel icon which can be used to export the day’s appointments for all the TAO case managers to an Excel spreadsheet.
  • A Show calendar icon: Use this to select another date to view any scheduled appointments for that date
  • Time slots displayed in Military Time on the left side of the Day View, Week View and Master Schedule

    • Note: In Military Time, the hours are numbered from 0000 hours to 24000 hours. So, for example, a 9:00AM appointment is displayed as 09:00 and a 3:30PM appointment is displayed as 15:30 on the Calendar page. However, the Schedule Appointment Notice to the client will display regular time.

  • A Client field located in the bottom left corner and SSN field located in the lower right area of the page

    • Note: The name and SSN of the client accessed most recently through the Electronic Case Folder (ECF) are displayed in these fields. This is not necessarily the client for whom you are scheduling an appointment.

  • A New button: Use this to access the Schedule Appointment page to schedule a new appointment for any client in your unit.

The Day View Calendar

The Calendar page defaults to the Day View calendar; however, you can use all the calendar views for managing client appointments. 

To schedule appointments from the Calendar page:

  1. click the New button on the bottom right-hand corner of any calendar view on the Calendar page. The Schedule Appointment page opens
  2. click the popup icon next to the Client field and search for the client by entering the client’s SSN or the Last and First names
  3. click Search
  4. select the client from the Client Search result list. The Client and SSN fields will populate on the Appointment tab on the Schedule Appointment page
  5. click the Worker popup icon and search for and select the appropriate case manager’s name from the list of names displayed
  6. Appointment location will populate with your current DTA location
  7. If you want to schedule the appointment at a different location, click Appointment location popup icon and select the TAO or other location where the appointment will be scheduled
  8. you may enter a note about the appointment in the Additional free form narrative field and click on the Spellcheck icon next to the Additional free form narrative field to check spelling
  9. select the type of appointment scheduled from the Type drop-down box
  10. enter the date of the appointment in the Start field. The Start field defaults to the current date
  11. enter the time of the appointment in the Start time field
  12. enter the time the appointment will end in the End time field (This field is optional for your use. The appointment end time will not appear on the appointment letter
  13. select the Local or Central print location from the Printing location drop-down box

    1. Note: If Central is selected for the Printing location, the appointment letter will be printed centrally and automatically mailed to the client. A Notice Preview is not displayed for you to view when an appointment letter is printed centrally.

  1. click the Save button. The Notice Preview popup page will appear with the appointment letter
  2. select English or Spanish language for the appointment letter language from the Language drop-down box at the top of the Notice Preview popup page. Insert a Multilingual Card with the appointment letter for non-English and non-Spanish speaking clients
  3. click the Print button to print the appointment letter and
  4. if Local is selected, mail the appointment letter to the client. If Central is selected, the appointment letter will be mailed automatically.

When scheduling an appointment if you enter a date that is a holiday or other non-working day the following message displays: “The date you entered is not a working day. Would you like to change it to another day?” Click Yes, and enter another date.

The client’s name will display on the Day View, Week View and Master Schedule calendars in the scheduled time slot. The Month View calendar will display only that you have an appointment with a client.

The Week View Calendar

The Week View calendar displays a weekly Sunday through Saturday appointment schedule. The days of the week and the corresponding dates for the month you are viewing are displayed. To view your appointments for a different week or month, click the Show calendar icon at the top of the Week View calendar. The Calendar View popup icon appears. Click the month and any day, Sunday through Saturday, of the week you want to view.

The Month View Calendar

The Month View calendar does not display the client’s name. This calendar only displays that you have a client scheduled. To view the name of the client, you must click the calendar date to open the Schedule Appointment page. If there are multiple appointments for that day, the word MULTIPLE displays on the calendar date. You must hover over the calendar date and a list of clients with appointments and the appointment times will display.

Related Topics

Appointment Policy and Procedures

Last Update: October 9, 2014