DBN Cal - Tutorial
How to use the DBN CalTM booking system.
To skip to your desired section, click on the appropriate link below. You can skip back to this table of contents at any time, by clicking the button on the bottom right of your screen. For your convenience, you will find similar navigation links throughout this tutorial, particularly in the subtitles.
- Core Features
- 3.1 Settings
- 3.2 Administration
- 3.3 Billing
- 3.4 Appointments
The 1st thing that users should note is their user role. This will determine which page to login, what mode to use, and what options will be available to them. The 2 user roles are: member and staff. Therapists and office owners use the member role. Office owners can also create staff accounts and these use the staff role; staff accounts have access to nothing, except for the visual calendar and that which the office owner allows upon account creation.
1.1 Member Login ^
Users can find the member login linked from the homepage:
1.2 Staff Login ^
Users can find the staff login linked from from the top menu of the member login page:
1.3 User Mode ^
To use the calendar (once logged in), members must initialize the calendar in the appropriate mode. The options are: therapist and office owner.
2. Core Features
DBN CalTM is developed with the KISS principle in mind ("keep it simple & smart"); we want users to accomplish what they need, in as few steps as possible. To this end, the core features (which are used on a day-to-day basis) are intentionally designed with as little variation as possible in order for our users to minimize the time spent learning to use the software.
2.1 Terminology ^
Throughout this tutorial, the terms "object", "command", and " " will be used. Here, we define these terms.
Bookings, cancellations, invoices, receipts, items, offices, clients, communications, and templates are objects. Every object has the following menu of options called the command menu:
The use of angle brackets (">") denotes navigational hierarchy. E.g. Menu > Submenu. Every option in the command menu represents a command:
- Return. Returns to the object's parent menu. E.g. In Appointments > Bookings, this would return the user to the appointments menu.
- Reload. Reloads data.
- View. Shows information about the selected object, e.g. client information.
- Notify. Resends the client an email of the selected object, e.g. a booking reminder.
- Create. Creates a new object, e.g. a new office.
- Edit. Edits the selected object.
- Delete. Deletes the selected object.
2.2 Search ^
To view an object's information, you must select it from the dropdown list. The full list of time-independent objects - i.e. offices, clients, items, and templates - appear in the dropdown list, by default. You can narrow down your options by entering a search term.
However, time-dependent objects - i.e. bookings, cancellations, invoices, and receipts - only show those objects which fit the search criteria. These are the start date, end date, and the search parameter. The latter criterion refers to which object your search should relate to. For example, you can search for bookings by therapist, by client, and so on. Once you have selected your desired parameter, you can edit which specific object to search in relation to, by clicking the blue search parameter button circled below.
When clicking the search parameter button, you will be prompted to select your specific object. Objects whose default search parameter is "therapist" will automatically search by the currently logged in member or, in the case of staff accounts, by the respective office owner.
2.3 Notes ^
Some objects have a "notes" field. As the field name implies, its purpose is to store notes related to the object in question. Depending on the object, the notes field will be used in different ways. See below for the full list of notes fields.
- Appointments > Bookings This is a session note. Below any client's profile, the "Session Notes" buttons compiles the full list of session notes into a PDF file.
- Administration > Clients This note is used as the overview in the session notes' PDF file. This field is the appropriate place to add clinically relevant information, as it is the 1st paragraph text in the PDF. E.g. "Client uses prescription benzodiazepines to manage anxiety, as per his doctor's recommendation."
- Administration > Offices This note is appended to booking notifications. E.g. "Reminder: 24H cancellation policy is in effect", "The building has a parking lot for all clients"
Once initialized, the main menu appears:
3.1 Settings ^
In therapist mode, only Settings > Schedule and Settings > Online are visible. All other options are only visible to office owners:
This is where therapists and office owners can set their weekly schedule, provided that they have already been added to their respective offices. By default, all members are unavailable to book clients, except for the days and times specified here. For every day in the weekday dropdown list, select an office, a start time, and an end time, then click "Save Schedule" when you're done.
This is where therapists and office owners can set their availabilities for online bookings, i.e. when clients want to create their own bookings. By default, all members are set as "Offline" and, as such, do not appear in the list of therapists to book with.
This is where office owners can set their logo (appears on invoices, receipts, and notifications). Choose file, then click upload.
This is where office owners can set the URLs to their legal pages. When clients book online, these will appear as legal notices which link to the URLs specified.
This is where office owners can connect their accounts with Stripe, so that they can collect online payments. If a Stripe account with your membership email does not already exist, it will be created for you as part of the process. Upon completion, Stripe funds are automatically sent to the office owner's bank account, typically within 3 business days.
This is where office owners can define templates, using the command menu. Any object with a "Notes" text area, such as an office, will display a dropdown list of templates. Upon selection, the template will be inserted in the notes field. Formatting options and placeholders are available.
3.2 Administration ^
- 3.2.1 Clients
- 3.2.2 Offices
- 3.2.3 Items
- 3.2.4 Therapists
- 3.2.5 Staff
- 3.2.6 Reports
- 3.2.7 Communications
- 3.2.8 Data
3.2.1 Administration > Clients ^
This is where office owners, therapists, and staff can administer client profiles, using the command menu.
3.2.2 Administration > Offices ^
This is where office owners and staff can administer offices, using the command menu. A therapist must be added to an office's list of therapists in order for that office to be accessible to that therapist. Therapists can only view an office.
3.2.3 Administration > Items ^
This is where office owners and staff can administer billable items (e.g. "Psychotherapy - Individual"), using the command menu. A therapist must be added to an item's list of therapists in order for that item to be accessible to that therapist. Therapists can only view an item.
3.2.4 Administration > Therapists ^
This is where office owners and staff can view therapist profiles, using the command menu.
3.2.5 Administration > Staff ^
This is where office owners can administer staff accounts. For security reasons, password reset emails are sent to the office owner.
- Edit password. Edit a staff account's password.
- Delete. Delete a staff account.
3.2.6 Administration > Reports ^
This is where office owners can generate reports.
3.2.7 Administration > Communications ^
This is where office owners and staff view the communication logs, using the command menu. All notifications to clients are logged for proof of delivery.
3.2.8 Administration > Data ^
This is where office owners can import and export their data.
3.3 Billing ^
This is where office owners and staff can manage invoices, using the command menu.
This is where office owners and staff can manage receipts, using the command menu.
3.4 Appointments ^
3.4.1 Appointments > Daily View ^
This is where users can get a visual calendar display of a particular day or week. This is not the place to make any booking modifications; to create a booking, go to Appointments > Scheduler and for all other booking changes, go to Appointments > Bookings.
3.4.2 Appointments > Scheduler ^
The scheduler is a tool that streamlines the booking process and allows members to add clients to a waiting list.
3.4.3 Appointments > Bookings ^
This is where users can manage bookings. While it is possible to create bookings here, it is recommended to use Appointments > Scheduler instead.
3.4.4 Appointments > Cancellations ^
This is where users can view cancellations.