Diary Setup Overview

To further explain and demonstrate the Diary Sync functionality, refer to the Diary Sync simulation in your eLMS. The practice must email the help desk (support@wealthaxis.com.au) to get the diary sync URL added to system settings.

Where to go for Help

Support is available in eLMS . There is a video simulation which shows the steps involved in with Diary Sync.

Diary Templates

Purpose

The purpose of this lesson is to provide instructions on how to access and set up Diary Templates. Diary templates can be created for use in scheduling frequently held events.

XPLAN has been set up with Diary Templates that reflect MLC requirements around the financial advice process. XPLAN Champions have the capability to create new diary templates for the practice. Other users will not have this capability.

You will note that XPLAN Champions cannot edit or remove the existing diary templates. This functionality has been restricted.

Templates

To create diary templates follow the following steps: 

1. From the Diary screen, click Admin and select Templates.

Current Diary Templates

The template manager will display and any current diary templates will appear. These templates are all based on the financial advice process. You should not have to create diary templates around the advice process.

In this example, we will create a template for a Fund Manager Briefing. When staff from your office are invited to attend a Fund Manager Briefing, it may be useful to have a diary template to reflect this. Note - this is an example for illustration only, and it is not compulsory for you to create this. 

To create a new diary template click Add.

Diary Template Screen

Enter all details for the diary template in the initial Details tab. These details will pre populate each time you use the diary template when scheduling an appointment or meeting without having to reselect them each time a diary event is created.

• Details
  • Description: Write a description of the Diary Template. - eg Fund Manager Briefing 
  • Category: Select a Category for the template. Priority: This defaults to normal - can be changed
  • Permission: Select who is allowed to edit and view
  • Outcome: Not required
• Client Email Template
  • Template - Use default
• Shared/Thread
  • Shared - Shared with my groups would be the most appropriate 
  • Owner Edit Only: This setting outlines if only the creator or other users are able to edit the Diary Template. - Yes would be most appropriate
  • Thread Template: Choose if this will be linked to a Thread Template
  • Make Available to Referrer: Choose No

Other Tabs

Other Tabs that can be used for a Diary Template are:

• Attendees/Resources: Select attendees from the practice, resources required and meeting location specifications. 
• Clients: - Select clients to attend
• Outcomes: - Select what outcomes would happen following the diary event
• Attachments: - Attach documents
• Notifications: - Notify attendees, clients or users when created, or changed
• Email/SMS Reminders: - Notify attendees, clients or users when created, or changed 

For the purposes of this Fund Manager Briefing Diary Event Template, the only Tab that would be required would be Notifications.

Notifications

Notification settings control which entities are notified when a diary event is created, changed or removed.

To ensure attendees are notified when an event is created or changed, in the Notifications Tab:

1. Tick notify attendees when created.
2. Tick notify attendees when changed.

Diary Template Colours

Diary events can be colour coded for ease of identification. The colours that are reflected in the XPLAN diary for various events can be allocated to each Category or Location i.e. if based on category all Review Meetings might be shown as green and Phone Review Meetings as blue.

Alternatively if colours are selected based on location, Meeting Room A might be green and Meeting Room B might blue. These options make viewing the diary easy to determine certain factors relating to the meeting at a glance based on the pre determined colours.

Creating a Diary Template Requiring Outcomes

The Diary Templates in XPLAN have been created to ensure that when the Diary Event occurs, the user is required to record the outcome of the event, and is normally prompted to do a task, or an action and record this in XPLAN. This could be write a file note, start a thread etc.

A deep understanding of how the existing Diary Templates are set up is required before you attempt to create Diary Templates for your practice.

The same process as shown in the Fund Manager Briefing Diary Event Template should be followed when creating a Diary Template, with all Tabs given thorough consideration.

Diary Locations

Additional Locations for Diary Events (as shown in the example provided) can be added to suit your practice. You will be required to contact the Helpdesk to add additional locations as required for your practice.

Diary Resources

Additional Resources for Diary Events (as shown in the example provided) can be added to suit your practice. You will be required to contact the Helpdesk to to facilitate adding additional locations as required.