Using Group Rosters in Therapy Groups and Calendar

Using Group Rosters in Therapy Groups and Calendar

Overview 

The Group Roster feature allows you to create and manage a predefined list of participants for therapy groups. Instead of selecting participants individually each time, you can simply choose a group roster, and all associated participants are added with a single click.

Step 1: Assign Permissions for Group Rosters

Access to the Group Rosters tab depends on user permissions:

  • View Therapy Groups and Rosters: Allows viewing all rosters in the practice.

  • Create Therapy Groups and Rosters: Enables the Create Group Roster button.

  • Edit Therapy Groups and Rosters: Allows editing existing rosters.

  • Deactivate Therapy Groups or Delete Group Rosters: Allows deactivating or deleting rosters.

To assign permissions:

  1. Go to Settings > Practice Settings > Roles & Permissions.

  2. Select Edit Role.

  3. Expand the Therapy Groups and Rosters section and enable the required permissions.

NotesUsers without the appropriate permissions cannot create, view, edit, or delete group rosters.



If a user doesn’t have the required permission, a tooltip appears when they hover the mouse over the action button.

Step 2: Configure Group Rosters

You can configure group rosters from either of the following locations:

  • Settings section

  • Therapy Groups section in the left sidebar

Configure a Group Roster from Settings

  1. Go to Settings > Practice Settings > Therapy Groups.

  2. Click Create Group Roster.

  3. Add the desired participants to the roster.

  4. Click Save.

 

 

 

Configure a Group Roster from Therapy Groups

  1. From the left sidebar, go to More > Therapy Groups.

  2. Select the Group Rosters tab.

  3. Click Create Group Roster.

  4. Add the desired participants to the roster.

  5. Click Save.





In the Group Rosters tab, click Create Group Roster.


Add the desired participants to the roster, then click Save.


Step 3: Select Participants Using a Roster

After creating a group roster, you can use it when scheduling group appointments or creating sessions. Selecting a roster automatically adds all associated participants.

Select Participants in the Calendar

  1. Open the calendar and create a group appointment.

  2. In the Group Roster dropdown, select the predefined roster.

  3. The associated participants are added automatically.

  4. Before scheduling the appointment, you can add additional participants or remove any participants from the selected roster as needed.

 



Select Participants When Creating a Session

  1. Go to Therapy Groups.

  2. Create a new session.

  3. In the Group Roster dropdown, select the desired roster.

  4. Click Save.

  5. The participants appear in the right pane.




When creating a session, select the desired roster from the Group Roster dropdown and click Save.

You can view the participants added to the roster in the right pane.




FAQs

Can I configure a group roster from more than one location?
Yes. You can create and manage group rosters from Settings > Practice Settings > Therapy Groups or from the Therapy Groups section in the left sidebar.

Can I modify the participants after selecting a group roster for a group appointment?
Yes. After selecting a group roster, you can add additional participants or remove participants before scheduling the appointment.

What happens when I select a group roster?
Selecting a group roster automatically adds all participants associated with that roster to the group appointment or therapy group session.

What happens if I don't have permission to manage group rosters?
Users without the required permissions cannot create, view, edit, or delete group rosters. A tooltip appears when you hover over the unavailable action button.

Need Help?

For further assistance, contact:
📞 Phone: 443-203-5857
📱 Text: 866-301-0085
📧 Email: ticket@icanotes.com
💬 Chat: https://app.icanotes.com



Proprietary Notice Information: This article is provided for informational purposes only, and the information herein is subject to change without notice. While every effort has been made to ensure that the information contained within this article is accurate, ICANotes cannot and does not accept any type of liability for errors in, or omissions arising from the use of this information.