How To Setup Your Calendar

Estimated read time: 4 mins
How To Setup Your Calendar Video

Overview

The Calendar settings in Jarvis Analytics (JA) allows you to enter your Open and Closed dates as well as hours of Operation into Jarvis. If your calendar is not set up, your goals and KPIs  will not calculate correctly. Additionally,it is crucial to set up your calendar if you are going to automate your End of Day report and Morning Huddle Report. Let’s look at an example of how it is used.  

Example 

Dr. Johnson is excited to show his team the new analytics tool that he purchased. He set up the basics such as providers, goals, and users. As he was presenting JA during their weekly team meeting, the following occurred:

  • He navigated to the Front Office Module to show how the office was trending towards reaching their goal for the month. The monthly goal showed $0.
  • He navigated to KPIs to show his providers how they were doing based on production per hour. The numbers were skewed; they looked too low. The numbers were based on a 40-hour work week even though the office is only open 32 hours.
  • That night, Dr. Johnson waited to receive the End of Day (EOD) report. Did it go to spam? No. Because the Calendar settings were wrong, JA couldn’t recognize the days the office was open in order to automatically send a report. 

Each of these problems all stemmed from Dr. Johnson not setting up his Calendar correctly. We want you to avoid having similar problems, so follow these steps to set up your Jarvis Calendar. 

How to Set Up Your Calendar

Step 1:Go to the Calendar Configuration

From any screen go to the top right corner of the screen, click your user account drop-down and select Configuration. Find the tab named Calendar and click to open the tab. You will see three tabs that need your attention. Daily Schedule, Work Hours, and Closed Days.

Step 2: Enter Daily Schedule

Click Edit Open Days in order to put in your Daily Schedule. You can choose whether you’d like to reflect your lunch hours as open or closed. Toggle on the Use Default button if this is your typical monthly schedule. This will eliminate the need for you or another team member to enter in office hours each month.

 

Step 3: Enter Work Hours (optional)

If you would like the most accurate provider production per hour data possible, then take a look at Work Hours. This is completely optional for your providers. This is a tool that can be used for teams that want to drill down and have the ability to view things such as production per hour in your KPIs.  If you do not enter this information, the Production Per Hour KPI will use the hours that were entered in the Daily Schedule.

Step 4: Enter Closed Days

Next, you will focus on the Closed Days tab. Use this to add any days that your office will be closed, (holidays, inclement weather, company spa days, etc.). Use the Add Closed Days button and enter any relevant information you might need and click Save. Holidays that are automatically accounted for are: New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving, Christmas Eve, Christmas, and New Year’s Eve.

Notes about Calendar Settings:

  • It is essential to the accuracy of your metrics that you enter any days that the office is closed. Certain metrics are based on the days worked in a month so if this is not accurate, your platform will be affected, and your data will be skewed.
  • If your hours vary, you can accurately display this. For example: if you are open every other Saturday, go to Closed Days and input the Saturdays that you will be closed for the month.
  • If you want to use Work Hours for some providers, but not all, that’s fine! You can input the hours for the providers that you’d like to track for Production per Hour and leave the others to the Daily Schedule.
  • Closed Days can be entered after the fact. The closed days do not need to be in before they happen.

For Additional Information – View Help Files

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