Schedule Templates — Limiting Client Access

Definition

This article explains two ways to limit which online programs a Client can see in the Client Portal:

1. Use Program Tags and a registration question.
2. Use Visit Types, Client Statuses, and Visit Frequency Rules.

Both methods require separate Schedule Templates for the programs you want to control.

Before You Begin

Create a Schedule Template for each online program. Each template should be paired with the appropriate Location and Visit Type.

For example:

• Downtown Schedule Template — paired with the Downtown Location and Downtown Pick-Up Visit Type
• East Side Schedule Template — paired with the East Side Location and East Side Pick-Up Visit Type

Schedule Templates are associated with a Location and Visit Type. Clients who can access both templates may see appointment options from both programs unless you add an access strategy.

Method 1: Program Tags and a Registration Question

Use this method when Clients should select the programs they are interested in during registration. Program Tags on registration can only be set up with a data type of Checkbox, and this method is useful when a Client may participate in more than one program.

Note that the registration questions can be set to only be answered by staff or volunteers:

Create the Program Tags

1. Go to Setup > Picklists.
2. Open Program Tags.
3. Create a tag for each program, such as Downtown and East Side.
4. Save your changes.

Create the Registration Question

Create a registration question that applies the appropriate Program Tag or tags to the Client’s registration.

1. Go to Setup > Registration Questions.
2. Select New Question.
3. Create the question(s) that ask which program or programs the Client wants to use.
4. Connect the question to the corresponding Program Tag or tags.
5. Save the question.

Configure Template Access

Associate each program’s Schedule Template with the corresponding Program Tag access rule used by your PantrySoft setup.

For example:

• The Downtown tag controls access to the Downtown Schedule Template.
• The East Side tag controls access to the East Side Schedule Template.

Verify the Result

1. Remove or expire the test Client’s existing registration if you need to test the registration question again.
2. Sign in to the Client Portal as the test Client.
3. Complete or confirm the registration information.
4. Save and exit.
5. Open the scheduling page.
6. Confirm that the Client sees the Schedule Template associated with the selected program.

Selecting Downtown results in only the Downtown schedule appearing on the scheduling page. The Client does not see both the Downtown and East Side programs.

Advantages and Limitations

This method allows Clients to self-select program interests during registration and can support multiple program selections.

A Client can select several programs. If each Client must be assigned to exactly one program, use the Client Status and Visit Frequency Rule method instead.

Method 2: Visit Types, Client Statuses, and Visit Frequency Rules

Use this method when staff should assign each Client to one program, and you need mutually exclusive access. The Client Status strategy is administered by staff; Clients do not choose their status in the Portal.

Create Matching Client Statuses

Create one Client Status for each program.

1. Go to Setup > Picklists.
2. Edit Client Status.
3. Keep or rename the default status as appropriate.
4. Add a status for each program, such as Downtown and East Side.
5. Save your changes.

New Clients receive the default status when no other status is assigned. Staff must then update the Client to the status that matches the program they should use.

Assign the Client Status

Perform the following actions to assign the appropriate status:

1. Open the Client record.
2. Edit the Client’s status.
3. Select the status that corresponds to the Client’s assigned program.
4. Save and exit.

For example, assign Downtown to a Client who should use the Downtown program.

Create the Visit Frequency Rules

Create rules that pair each Client Status with the Visit Type for the program the Client should not be able to use.

1. Go to Setup > Visit Frequency Rules.
2. Select Create New Visit Frequency Rule.
3. Enter a descriptive rule name.
4. Select the Client Status that should be restricted.
5. Select the Visit Type for the restricted program.
6. Configure the frequency so that this Client Status cannot use that Visit Type.
7. Save and exit.
8. Repeat the process for the opposite combination.

Example

Client Status	Restricted Visit Type
Downtown	East Side Delivery
East Side	Downtown Delivery

Create separate rules for separate program combinations. Do not combine unrelated Visit Types into one rule if they should be governed independently.

Verify the Result

1. Sign in to the Client Portal as a test Client.
2. Open the scheduling page.
3. Confirm that the Client sees only the Schedule Template associated with the allowed program.
4. Confirm that appointment slots from the restricted program are not displayed.

In this example, a Downtown Client sees only the Downtown program, including its Monday and Thursday appointment schedule, rather than both Downtown and East Side options.

Advantages and Limitation

This method is useful when each Client must be assigned to one program. Its limitation is that staff must manually assign and maintain the Client Status.

Choosing a Method

Use Program Tags and a registration question when:

• Clients should select their program interests during registration.
• A Client may participate in multiple programs.
• You want the registration response to drive program access.

Use Visit Types, Client Statuses, and Visit Frequency Rules when:

• Staff must assign each Client to one program.
• Programs must be mutually exclusive.
• You want access to be managed administratively.

Troubleshooting

The Registration Question Does Not Appear

• Confirm the question is enabled for the Client Portal or storefront registration flow.
• If testing an existing Client, create or update the registration so the current question configuration is loaded.
• Confirm the question is active and saved.

The Client Sees Both Programs

• Confirm the Client has the intended Client Status.
• Confirm the restricted Visit Frequency Rule uses the correct Client Status and Visit Type.
• Confirm the Schedule Templates use the intended Visit Types.
• If using Program Tags, confirm the Client’s latest registration contains the expected tag selection.