Calendar Configuration Wizard

The Calendar Configuration Wizard provides a guided 7-step process for System Administrators to create and configure inspection calendars. This wizard streamlines calendar setup by walking through type selection, basic settings, availability, meeting details, payment configuration, inspector assignment, and final review.

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Prerequisites

Before creating a calendar, ensure:

• User has System Administrator role
• Calendar App access is enabled
• Department groups are configured (optional)
• Inspectors exist in the system (for assignment)
• Payment providers configured (if accepting payments)

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Starting the Wizard

Navigation

1. Log in to the GovAssist Admin Portal
2. Navigate to Calendar > Settings
3. Click the + Create Calendar button
4. The Calendar Configuration Wizard opens

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Step 1: Choose Calendar Type

The first step is selecting the calendar type that best fits your scheduling needs.

Calendar Type Selection Dialog

Dialog Title: Choose Calendar Type Instructions: Select a calendar type to set up your calendar and customize how appointments are scheduled.

Main Calendar Types

Additional Calendar Types

Click Explore more types to see advanced options:

Selecting a Type

1. Review the calendar type options
2. Click on the card matching your needs
3. For inspection scheduling, Round Robin is recommended
4. Click Continue to proceed to Step 2

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Step 2: Basic Information

Enter the calendar's name and description.

Calendar Name

Validation Rules

• Name is required and cannot be empty
• Name should be descriptive and unique within your organization
• Description provides context for users selecting this calendar

Example Configuration

Name: Building & Safety Inspections
Description: Schedule building, electrical, and plumbing inspections
for residential and commercial permits.

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Step 3: Availability Configuration

Configure when the calendar accepts appointments.

Business Hours

Set the operating hours for each day:

Time Zone

Scheduling Window

Holidays and Blocked Dates

Configure dates when the calendar is unavailable:

1. Click Add Blocked Date
2. Select date or date range
3. Enter reason (e.g., "Holiday - Independence Day")
4. Save the blocked date

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Step 4: Meeting Details

Configure the appointment duration and distribution settings.

Duration Settings

Location Type Options

Distribution Strategy (Round Robin Only)

For Round Robin calendars, configure how appointments are distributed:

Priority Settings

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Step 5: Payment Configuration

Configure payment requirements for appointments.

Enable Payments

Payment Provider Options

Currency Options

Fee Configuration

Rescheduling Fees

Configure fees for appointment changes:

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Step 6: Assigned Users

Assign inspectors to the calendar.

Adding Inspectors

1. Click Add User
2. Search for inspector by name or email
3. Select the inspector from results
4. Configure their assignment settings

Assignment Settings

Inspector Configuration

Inspector specialties and property type assignments are configured through your organization's entity setup, not hardcoded in the calendar system. The calendar assignment links inspectors to the calendar for scheduling purposes.

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Step 7: Review and Create

Review all configuration settings before creating the calendar.

Configuration Summary

The review step displays all settings organized by section:

1. Calendar Type: Selected type and description
2. Basic Information: Name and description
3. Availability: Business hours, buffer times, blocked dates
4. Meeting Details: Duration, location type, distribution strategy
5. Payment: Provider, currency, fee amounts
6. Assigned Users: List of inspectors with their settings

Validation Checks

Before creating, the system verifies:

• Calendar name is provided
• At least one availability window configured
• Distribution strategy set (for Round Robin)
• Payment provider selected (if payments enabled)
• At least one inspector assigned

Creating the Calendar

1. Review all settings in the summary
2. Use Back to modify any section
3. Click Create Calendar to finish
4. System creates the calendar and redirects to calendar details

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Post-Creation Configuration

Calendar Settings Tabs

After creation, configure the calendar using these tabs:

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Forms Tab Configuration

The Forms tab links Entity Manager forms to the calendar for inspection workflows. This is a critical configuration step that connects your calendar to the permit/inspection data flow.

Navigation: Calendar Details → Forms tab

Form Fields

How the Two Forms Work Together

1. Inspection Review Form (inspectionFormId)

   • Inspector fills out this form during/after the inspection
   • Typically includes: inspection result (Pass/Fail/Corrections), inspector notes, photos
   • Form should be built on the Permit entity or a related Inspection entity

2. Permit Update Form (feedbackFormId)

   • Updates the permit record based on inspection results
   • Can automatically change permit status
   • Form should be built on the Permit entity

Configuration Steps

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Notification Options

Configure automatic notifications:

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Calendar Type Recommendations

For Inspection Scheduling

For Permitting Departments

Recommended Setup:

1. Round Robin calendar for standard inspections
2. Optimize for Availability distribution for fastest scheduling
3. On-Site location type for field inspections
4. Assign inspectors by specialty and property type

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Guided Tour

The system provides a guided tour covering:

1. Calendar View tab navigation and filtering
2. Appointment List View features
3. Route Map visualization
4. Calendar Settings management
5. Tax Maps configuration

Access the tour by clicking the ? help icon in the calendar interface.

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Troubleshooting

Common Issues

Q: Calendar type selection doesn't appear. A: Ensure you have System Administrator permissions. Clear browser cache and refresh the page.

Q: Cannot add inspectors to the calendar. A: Verify inspectors have the Inspector role assigned. Check that they have Calendar App access enabled.

Q: Payment provider dropdown is empty. A: Payment providers must be configured at the organization level first. Contact your system administrator.

Q: Distribution strategy options not showing. A: Distribution strategy only appears for Round Robin calendar type. Select Round Robin to see these options.

Q: Calendar created but not visible. A: Check your calendar group filter. The new calendar may be in a different department group than currently selected.

Q: Availability settings not saving. A: Ensure start time is before end time. Verify at least one day is enabled. Check for overlapping blocked dates.

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Related Documentation

• Calendar Permissions
• Zone Management
• Inspector Assignment
• Inspection Type Management