Event Setup
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Events can be used in Penelope to capture both client contact (time spent with a client whether face to face or on the phone etc) and non-contact time (time spent working on something for a client but the client isn’t directly involved e.g. calling a third party on behalf of a client).


Settings Tab

Event Settings allow you to configure Events for your agency. These are global settings but can be adjusted as necessary when required. You will need to be logged in as a System Administrator to access Event Setup.

Editing Event Setup

1. In the System Setup section select Events.

2. Select the Setting tab.

3. Click Edit.

4.Configure as required. For clients to be able to book events using ClientConnect a Booking Event Type Default must be selected.

5. Click Save.

Important Information

When Allow Double Booking Individuals, Allow Double Booking Blue Book Entries and Allow Double Booking Resources is set to Yes, these entities can be booked into multiple events at the same time (e.g. two events, three events, four events etc).

Call to Confirm (CTC) Label

It is also possible to change the default Call to Confirm (CTC) Label on the Service Event page by selecting the applicable radio button when editing the Event Setup options (see instructions above).

The two available options are:

  • Call to Confirm (CTC) – Displays Call to Confirm when checked or Do not call to confirm when not checked.

  • Has been confirmed (CTCC) – Displays Has been confirmed when checked or Has not been confirmed when not checked.

You can also default the field to checked by selecting Default Call To Confirm (CTC) to checked when editing the Event Setup options.

Field Setup

Information on Event Type and Indirect Type setup can be found by clicking the links below:

Worker Availability Types

Worker Availability Types can be added to allow Workers to assign when they have availability for certain Event Types (e.g. Intake, New clients etc).

Each Worker Availability Type is also assigned a color which can be seen in the Worker’s schedule. There are 7 different colors available for Availability Type (additional colors cannot be added), one of which can be used for ClientConnect availability.

It is important to note that availability needs to be set to ensure the Worker displays in the Agency Schedule. When viewing the Book Event screen a Worker will display even if no availability is set.

Add a new Worker Availability Type

1. In the System Setup section select Events.

2. In the Worker Availability Types section select Add.

3. Enter an Existing Type.

4. Choose a Color.

5. Click Save.

To delete a Worker Availability Type select the minus (-) icon next to the Existing Type name you would like to delete. You will not be able to delete the Worker Availability Type if it is in use.

Intake Availability Types

Intake Availability Types allow you to set a marker to represent an availability type. For example, you may create an Intake Availability Type for New Clients with a marker of ‘N’. When a Worker uses the Intake Availability type of ‘N’ for a specific block of time their schedule will have the letter ‘N’ repeated over the top.

Setting an Intake Availability Type does not prevent a Worker from booking an event of a different type. The Intake Availability Type is just an indicator.

Add Intake Availability Types

1. In the System Setup section select Events.

2. In the Intake Availability Types section select Add.

3. Enter a Marker (e.g. N for New Client, I for Intake Only etc). Markers must be single characters.

4. Enter a Description (e.g. If you entered N as the Marker you would enter a description here for what N stands for; New Client if using the example in Step 3).

5. Click Save.

Deactivate Intake Availability Types

1. In the System Setup section select Events.

2. In the Intake Availability Types section click the minus (-) icon next to the Intake Availability Type (Description) you would like to deactivate.

If the Intake Availability Type is in use it will be moved to the bottom of the list and the dot will change from green to red. Alternatively, if the Intake Availability Type has not be used it will be deleted. The delete action is irreversible but if it has been done in error the Intake Availability Type can be added again.

Activate Existing Intake Availability Types

1. In the System Setup section select Events.

2. In the Intake Availability Types section click the plus (+) icon next to the Intake Availability Type (Description) you would like to activate.

The Intake Availability Type will be moved to the top of the list (in alphabetical order) and the dot will change from red to green.

Edit the Description of an Intake Availability Type

1. In the System Setup section select Events.

2. In the Intake Availability Types section click the Description you would like to edit.

3. Edit as required.

4. Click Save.


User Defined Tab

Event User Defined fields are fields that can be used to capture additional information at the Event level in Penelope where existing fields are not available to capture the required information. The field label, type of field and values can all be configured. There are 10 user defined fields (5 different types) available at the Event level in Penelope.

To setup Event User Defined fields in Penelope you will need to be logged in with a System Administrator account.

Configure Event User Defined Fields

To configure Event User Defined Fields follow the steps below.

1. In the System Setup section select Events.

2. On the Events Setup page select the User Defined tab.

3. Click Edit.

4. Enter the Field Name of the user defined field.

5. Then check In Use to make it active.

6. To make it a Required field check the Required checkbox.

7. Repeat Steps 4-6 for each user defined field you would like to update/use.

8. Click Save.

Update/Edit your Individual User Defined Fields

To update/edit your Individual User Defined fields follow the steps listed above for Configure Event User Defined Fields.

Activate/Deactivate your Individual User Defined Fields

To activate/deactivate Individual User Defined fields in Penelope you will need to be logged in with a System Administrator account.

1. In the System Setup section select Events.

2. On the Events page select the user defined tab.

3. Click Edit.

4. Then check In Use of the user defined field you would like to activate/deactivate.

5. Repeat Step 4 for each user defined field you would like to activate/deactivate.

6. Click Save.

Editing values for User Defined Drop-Downs

1. In the System Setup section select Events.

2. On the Events page select the User Defined/Member User Defined tab.

3. In the Active/Inactive User Defined Fields section find the Drop Down field you would like to edit the values of and click Drop Down located to the right of the Field name.

4. Click the Value you would like to edit.

5. Edit as required.

6. Click Save.

Make a User Defined Drop Down Value Inactive

1. In the System Setup section select Events.

2. On the Events page select the User Defined/Member User Defined tab.

3. In the Active/Inactive User Defined Fields section click the Drop Down field you would like to deactivate values in.

4. In the Active Values section click the minus (-) icon of the Value you wish to make inactive.

If in use the drop-down value will be moved to the Inactive Values section. If the value is not in use it will be deleted. Deleting the value is irreversible but the value can be added again if required.

Make an Existing User Defined Drop Down Value Active

1. In the System Setup section select Events.

2. On the Events page select the User Defined/Member User Defined tab.

3. In the Active/Inactive User Defined Fields section click the Drop Down field you would like to activate values in.

4. In the Inactive Values section click the plus (+) icon of the Value you wish to make active.

The drop-down value will be moved to the Active Values section.


Notes Tab

On the Notes tab you can create a template for Service Events notes. This is a global template and will appear in all Service Event Notes. However, it can be deleted if it is not required by the Worker.

1. In the System Setup section select Events.

2. On the Event Setup page click the Notes tab.

3. Click Edit.

4. Add your template.

5. Click Save.

The template will be saved and will appear in all Service Event Notes. It can be deleted in the Service Event Note if it is not required. It is not possible to turn this feature on and off based on Case Service (Service File).

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