This article explains how the auto-link recurring appointment feature works in Easy Employer. It is designed to automatically match and link recurring appointments (also known as sessions) from your client management system (CMS) with rostered shifts, based on a recurrence ID.
The feature uses a look-back threshold and several matching rules to identify suitable shift-session pairs, reducing the need for manual linking across roster periods.
Contents
- Overview
- Requirements for recurring appointment auto-linking
- Threshold for automatically linking recurring appointments
- How to use the auto-link recurring appointment feature
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Video Overview
This video demonstrates how to use the recurring appointment auto-linking feature in Easy Employer:
Overview
The auto-link recurring appointment feature is accessed through the roster interface. It automatically links recurring appointments (also referred to as sessions) based on a recurrence ID sent from a connected client management system (CMS).
- Appointments and sessions are interchangeable terms within Easy Employer.
- This feature is not enabled by default. To enable it, your Easy Employer organisation owner must contact support@easyemployer.com.
When auto-linking recurring sessions, the system checks the recurrence ID and looks back through appointments within the same chain over a defined threshold period (default is 4 weeks). If a suitable match is found between a previous appointment and a current shift, the system automatically links them — provided all other suitability conditions are met.
Requirements for Recurring Appointment Auto-Linking
- Your client management system (CMS) must send a valid recurrence ID for each recurring session.
- Roster templates must be used for recurring shifts to ensure auto-linking works in each roster period.
Threshold for Automatically Linking Recurring Appointments
A threshold determines how far back Easy Employer will search (in weeks) to find matching recurring sessions. The default threshold is 4 weeks.
To change this setting:
- Click Organisation in the top navigation bar.
- Click Settings.
- In the sidebar, select Settings.
- Click Appointments settings.
- Edit the Threshold for automatically linking recurring sessions to shifts and enter your preferred value.
How to Use the Auto-Link Recurring Appointment Feature
The auto-link recurring session feature is available in the Roster interface. It automatically links recurring sessions to matching shifts based on recurrence ID and similarity criteria.
To use the feature:
- Open the Roster for the required site(s).
- Load the required roster template(s).
- Complete standard rostering tasks, such as resolving shift conflicts and filling unassigned shifts.
- Click the Actions button in the roster toolbar and select Auto link recurring sessions.