💡 Appointment Filtering by Staff Member

Click here to watch brief tutorial video on how to setup Appointment Filtering by Staff Member

While filtering by Location or Treatment relies on checking the "Appointment Title," filtering by Staff Member is done directly at the Trigger level.

This allows you to create highly personalized automations, such as:

• Sending appointment reminders in the specific "Voice" of the practitioner (e.g., "Hi, it's Dr. Sarah looking forward to seeing you...").
• Notifying a specific staff member via SMS whenever one of their patients cancels or arrives.

How It Works: The "Calendar" System

We automatically sync every staff member from JaneApp into our system. However, we do not create "User Accounts" for them; instead, we create Calendars.

• JaneApp Staff = TrustDrivenCare Calendar
• Naming Convention: You will see calendars named Appointment Reminders - [Staff Name] .

⚠️ Important: Please DO NOT edit, rename, or delete these calendars. They are system-generated to ensure your appointments sync correctly.

Step-by-Step Setup

1. Configure the Trigger

To isolate appointments for one specific person, you must add a filter to the trigger itself.

1. Open your workflow.
2. Click on the Trigger (e.g., Appointment Status).
3. Click Add Filter and select In Calendar.
4. In the dropdown, select the specific staff member's calendar (e.g., Appointment Reminders - Dr. Smith ).

2. Name Your Trigger (Crucial Step)

Once you have selected the calendar, you MUST rename the trigger step.

• Why? later in the workflow, you will use an "If/Else" branch to check which trigger fired. If you leave them all named "Appointment Status," you won't know which is which.
• How: Change the name from "Appointment Status" to something like "Dr. Smith Booked".

3. Create the Logic (The If/Else Branch)

Now that the trigger is firing for a specific person, you can split the workflow paths.

1. Add an If/Else action.
2. Create a Branch for the staff member.
3. Condition: Select Workflow Trigger > Is > [Trigger Name you created in Step 2].
4. Action: Under this branch, add your personalized SMS or internal notification.

Common Use Cases

1. Personalized Reminders Instead of a generic "You have an appointment at The Clinic," you can send:

"Hi [Patient Name], this is Dr. Jones. Just a reminder for our session tomorrow!"

2. Staff Notifications If Dr. Jones wants to know instantly if a patient No-Shows:

• Trigger: Status = No-Show + Filter = Dr. Jones Calendar.
• Action: Send Internal Notification SMS to Dr. Jones's cell phone.

3. Combining Filters You can combine this with Location filtering. For example, if Dr. Jones works at two different branches, you can first filter by Staff (Trigger) and then filter by Location (Appointment Title) to send the perfect message with the correct address.