Create an appointment

What you'll learn

• How to book an appointment for a customer and offer it to an interpreter now or later.
• How to book a similar appointment quickly by duplicating one you already have.

Before you start

• Your agency has at least 1 customer. Until it has a customer and an interpreter, the dialog shows a banner with buttons to add them.
• The LEP Client fields show only after your agency signs the Business Associate Agreement (BAA).

Details

Owners, Admins, Managers, and Schedulers at your agency can create appointments. The New Appointment dialog has 3 steps: Details, Assignment, and Summary.

Say when the appointment is, who it's for, and how and where the interpreting happens.

1. Go to Appointments and click +.
2. Select the Date and the local Start Time.
3. In Duration, enter the length in the form 2 hr 00 min. Fluent fills in End Time.
4. Select the Customer and the Language.
5. In Service Type, select In Person, Phone, or Video.
6. If your agency has more than 1 team, select the team that owns the appointment in Office.
7. Under LEP Client, enter the LEP client's Name.
8. For an In-person appointment, Fluent fills in the customer's address. To use another place, select a Site, or enter the Address and select it from the suggestions. For Video or Phone, fill in the fields in the table below.
9. Click Next.

If a required field is empty or invalid, Fluent outlines it.

Service Type	Fields it adds	Required
In-person	Site, Address, Address 2	Address
Video	Video URL, Participants' Emails	Video URL
Phone, Inbound	Call Direction, Phone Number	Call Direction
Phone, Outbound	Call Direction, Phone Number	Both fields
Phone, Hosted Meeting	Call Direction, Meeting URL, Access Code	All 3 fields

Also on Details:

• Time zone: Fluent sets the Appointment time zone from the address, or your device's time zone for a Video or Phone appointment with no address. To change it, click Edit next to Appointment time zone.

Assignment

Choose who gets the appointment and how Fluent offers it.

• Leave it Requested: Click Next without picking anyone.
• Offer it now: Pick a method with the 3 icons next to the heading, click the interpreters, and click Next. Assign offers it to 1 interpreter, Auto-assign to your picks one at a time, and Broadcast to all of them at once.

See Assigning interpreters and Auto-assign and Broadcast.

Summary

Check what you entered, then save. Fluent doesn't save the appointment or send an offer until you click Save.

1. Check the details and the assignment. To change something, click Back or an earlier step in the stepper.
2. Click Save.

After you save

The new appointment's status depends on what you picked on Assignment.

What you picked on Assignment	Status
Nobody	Requested
Assign, an interpreter with an active account	Pending
Assign, an Invited interpreter	Assigned
Assign, a partner agency's interpreter	Assigned
Assign, yourself	Assigned
Auto-assign	Pending
Broadcast	Broadcast

Pending and Broadcast change to Assigned when an interpreter accepts. See Appointment lifecycle.

Important: An Invited interpreter or a partner agency's interpreter gets no offer from Fluent. Confirm with them yourself.

Book a similar appointment with Duplicate

Fluent has no recurring appointments. To book one like an existing appointment, duplicate it.

1. On Appointments, open the appointment you want to duplicate.
2. Click ⋯ in the dialog header, then click Duplicate.
3. Enter the Date, Start Time, and Duration.
4. Go through Assignment, then click Save on Summary.

The new appointment keeps every field except the date, start time, duration, interpreter, offers, and voucher.

Rules and limits

• Date of Birth must be a real date in MM/DD/YYYY form and can't be in the future. A phone number needs all 10 digits.
• Interpretation mode shows Consecutive, and you can't change it.
• You can't add languages or hide the ones your agency doesn't offer. To add a missing language, Contact support.
• Settings › Form fields doesn't hide fields in the New Appointment dialog.
• Team members can't create appointments in the mobile app.
• Fluent doesn't sync appointments to Google Calendar or Outlook, and its emails carry no calendar file. Use the Day, Week, or Month view on Appointments.

Troubleshooting

"This customer is deactivated. Reactivate it to schedule for it."

Only Owners and Admins can reactivate a customer. Ask one of them to click Reactivate on the customer's page in Customers, then save the appointment again.

I can't enter the LEP client's name

Your agency hasn't signed the BAA. The dialog shows "Patient details are hidden until your agency signs the Business Associate Agreement (BAA)."

• The Owner still has agreements to accept: Review agreements offers the BAA.
• Otherwise: The Owner signs it through Contact support.

Related articles

• Assigning interpreters
• Auto-assign and Broadcast
• Appointment lifecycle
• How time zones work in Fluent
• Legal agreements and documents