Requirements

  1. The system Shall have the ability to manage separate, unique schedules for multiple geographic locations
  2. The system shall have the ability to customize appointment types and durations according to each offices' specific needs
  3. The system shall allow multiple slots for the same time in order to utilize all available staff
  4. Each office shall have the ability to determine the duration of a specific event
  5. The system shall have the ability to create a new event and add a custom name when the event is not in the list of standard events
  6. The system shall offer in-person and virtual appointments
  7. The system shall have the ability to support multiple roles, each with unique access needs
  8. The system shall allow WS to add its brand to all customer facing content
  9. The system shall be compliant with agency security standards and guidelines
  10. The system shall integrate with staff calendars in order to retrieve staff availability
  11. The system shall allow staff and customers the ability to edit events that have already been created/scheduled
  12. The system shall have the ability to copy an event in order to re-create
  13. The system should allow staff to schedule same day appointments based on availability in each office
  14. The system shall have the ability to create customized appointment/confirmation letters, that will reflect any special instructions and/or guidelines specific to each customer or appointment
  15. The staff shall have the ability to schedule or cancel an appointment on behalf of a customer
  16. The system shall allow text messaging capabilities for appointment slot holders
  17. They system shall have the ability to integrate seamlessly with a variety of virtual meeting platforms
  18. The system shall have the ability to add the meeting link to the appointment notification message
  19. The system shall have customizable reminder messages that can be sent automatic or on-demand via email or Text/SMS
  20. The system shall have a virtual check-in process for customers and staff
  21. The system shall have the ability to accommodate wait lists and automatically trigger notifications
  22. The system shall not allow more than one person to have the same appointment slot
  23. The system shall not schedule appointments during times when staff are not available
  24. They system shall have an on-demand view of daily/weekly/monthly scheduled appointments by office and/or function
  25. They system shall have the ability to cancel multiple appointments at once, rather than cancelling one at a time
  26. The system shall have advanced reporting options
  27. The system shall have the ability to block or limit access to certain areas of the system from staff or customers that should not have access
  28. The customer shall have the ability to self-schedule an appointment
  29. The customer shall have the ability to confirm, cancel, and reschedule appointments
  30. The system shall provide the customer with predefined appointment types to choose from when scheduling.
  31. The solution shall provide the ability to interface with mobile devices
  32. The customer shall have the ability to schedule an in-person or virtual appointment with any office in the state
  33. The customer shall have the ability to access the system regardless if they have a WSWA account
  34. The customer shall have the ability to confirm/cancel via text/SMS when sent from staff
  35. The system shall allow for multiple languages
  36. The scheduler system shall have the ability to be accessed via current customer platforms
  37. The customer shall have the ability to schedule time to use a resource room computer, fax, copier
  38. The system shall be available online
  39. The system shall have the ability to schedule small increments of time for those customers that need to sign for and/or pick up a voucher/bus pass or paperwork
  40. The system shall have the ability for customers to search for appointments locally and statewide
  41. The system shall have error handling, clear error messages; System logging
  42. The system shall have the ability to allow employers to schedule appointments with Employer Services
  43. The system shall have the ability to interface seamlessly with a language service
  44. The system shall be accessible to all ESD staff and Partner staff who are authorized to view and/or update
  45. The system shall be available during non-business hours so that customers can schedule at their convenience
  46. Customers who do not have access to technology need to be able to call an office so that staff can schedule the appointment for them.
  47. Customers shall receive localized COVID instructions prior to their appointments so that safety guidelines can be maintained
  48. Staff shall have the ability to access each other’s appointments so that others can pick up appointments due to absences.
  49. Staff shall have the ability to schedule themselves (all partners) and their customers for appointments with start and end times so that we can manage the number of people in offices at all times.
  50. Staff shall have the ability to schedule both virtual and in person appointments for customers so that we can minimize multiple overlapping calendars that could conflict.
  51. Staff shall have the ability to prioritize in person appointments for those unable to connect virtually so that customer needs are met.
  52. Staff shall have the ability to set ah-hoc appointments for very small groups so that they can make good use of time spent covering information that multiple people will benefit from.
  53. Leaders shall have the ability to view appointment activity so that they will be aware of staffing needs.
  54. Leaders shall have the ability to view appointments by office so that they can manage COVID safety and customer needs.