Scheduling Matrix

This guide will show the user how to use the Scheduling Matrix within NPAWorks and NPAGo. This feature is useful to see scheduled appointments for several staff members or clients for a specified date range at one time. Please note, this feature is to be used on tablets in the horizontal position or on a computer screen. It is not designed for tablets in the vertical position or cell phones.

  1. To access the Scheduling Matrix from NPAWorks, begin on the main screen and click on the Scheduling Matrix button located on the top toolbar.
    1. This will take the user to the Scheduling Matrix Filters page within NPA Go.
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  2. To access the Scheduling Matrix from NPAGo, start on the main calendar page and click on the menu button located on the top right of the screen.
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  4. With the NPAGo menu options displayed, click on the Scheduling Matrix button.
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  6. Once the Scheduling Matrix button has been selected a Filters page will be displayed. There are serveral options that can be set here.
    1. Back Arrow – If you are using the Scheduling Matrix from NPAGo, the Back arrow will take the user to the NPA Go home page.
    2. Information/Help Icon – Selecting this button pops up a help message explaining the Filters page.
    3. STAFF CLIENT – Here you can determine if you want to use the Scheduling Matrix to view Staff or Client Schedules. Click on either “STAFF” or “CLIENT”.
    4. Office – Use this filter to select one or multiple offices to view in the calendar page.
      1. Please note, selecting offices is based on the user’s permissions and accessibility to multiple offices.
    5. Region – Use this filter to select one or multiple regions to view in the calendar page.
      1. Note, the region filter uses the entered data from the city field of the staff’s record.
    6. Date Range options –
      1. Click on the calendar button to display a mini calendar. Here select the date range you wish to run in the Scheduling Matrix.
      2. Today – Click on the Today button to run the Scheduling Matrix for the current date only.
    7. Staff – Select one, multiple, or all staff members to view their schedules.
    8. Client – Select one, multiple, or all client names to view their schedules.
    9. Service – The user can select a specific service to view.
    10. Reset – Click on this button to restore the defaulted filter values.
    11. Run – Click on the Run button to view the data in the Scheduling Matrix calendar page.
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  7. Back arrow – Click on this button to return to the previous page.
  8. Refresh – Click on the Refresh button to reload the information set on the filters page.
  9. Filters button – Click on this button to return to the Filters page.
  10. Help – The Help button will display an informative message about the Scheduling Matrix.
  11. STAFF CLIENT – Either Staff or Client will be highlighted to indicate the user has selected to view either Staff or Client schedules.
  12. Date Range – This displays the date range that was selected in the Filters page.
  13. Time – This displays the time period of the day by hours.
  14. Expand/Collapse buttons – Use the expand and collaspe buttons next to each date to view the appointments for that day.
  15. Staff – This indicates the number of staff that have appointments for that specific day.
    1. Note, if you are viewing the Client appointments, please expect to see “Clients”. This will indicate the number of clients with appointments for that date.
  16. Appointments – Please note, appointments initially display as outlines until the user selects the Validate button at the bottom of the screen.
  17. Total: Day(s): – At the bottom left of the screen the total number of days within the date range will be displayed.
  18. Staff – This indicates the number of staff displayed within the selected date range.
    1. Note, if you are viewing the Client appointments, please expect to see “Clients”. This will indicate the number of clients within the selected date range.
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  19. Validate Appointments – When the Calendar page loads, the appointments appear as outlines.
    1. Click on the Validate Appointment button to validate all appointments for the days that have been expanded.
    2. Once the page has finished processing, the outlined appointments will be filled in based on the color-scheme within NPAWorks.
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    4. Note, while the appointments are being validated the button will indicate the progress being made. It will display the progress as “Processing (x) of (y) days.”
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  20. Validated Appointments
    1. Once an appointment has been validated, the user can click on an appointment to view additional details such as,
      1. Appointment time
      2. Client name for service appointments or the staff member’s name
      3. Subject line for non-service appointments
      4. Location if it has been entered in the appointment.
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    2. Overlapping appointments – If there are overlapping appointments on staff or client schedules, they will be displayed as a light purple appointment. Click on the overlapping appointment to view all overlapping appointments and additional details about each appointment
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  21. Appointment type(s) – Located on the bottom of the screen, use this filter to display one, multiple, or all types of appointments.
    1. Click on The Appointment type button to display the dropdown menu
    2. Simply click on and off each appointment type name to deselect or select appointment types to display in the Scheduling Matrix.
    3. Note, this is only enabled once appointments have been validated.
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You are now ready to use the Scheduling Matrix! Remember you can use this feature to view either client or staff schedules.

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