Channel Session Instances - hmislk/hmis GitHub Wiki

Channel Session Instances — Creating, Editing, and Cancelling

A session instance is a single occurrence of a session on a specific calendar date. When a recurring session (e.g., "Dr. Perera, every Monday") generates its schedule, it creates one session instance for each occurrence. You can also create one-off session instances manually.

This article covers managing session instances — changing their details, cancelling individual occurrences, and generating new instances.

Navigation

Menu → Channelling → Channel Scheduling → Channel Session Management

Requires the ChannelSessionManagement privilege.

Selecting a Session

  1. Type the speciality in the Speciality autocomplete and select it.
  2. Type the consultant's name in the Doctor autocomplete and select them.
  3. The Sessions list on the left shows all service session templates for this consultant.
  4. Click a session template — the Session Instances list below it loads all instances for that session.

Session Instance Details

Each instance row in the list shows:

  • Instance name (includes date)
  • Session date
  • Start time
  • Max patient count
  • Status badges: Cancelled, Holiday, Completed, Arrived

Click an instance to load its details in the right-hand panel.

Editing a Session Instance

Select the instance and modify any of the following fields:

Field Description
Session Date The date of this specific occurrence
Start Time Start time for this occurrence (overrides the template)
End Time End time for this occurrence
Max No Maximum patients for this specific date
Room No Room number for this occurrence
Special Notice A one-time notice shown in red on the booking screen

Click Save to apply changes. Only this instance is affected — the master session template and other instances are unchanged.

Cancelling a Session Instance

To cancel a single occurrence (e.g., the doctor is unavailable on one specific date):

  1. Select the session instance.
  2. Click Cancel Instance (or the equivalent cancel button).
  3. Confirm the cancellation.

The instance is marked as Cancelled (shown with a red Cancelled badge). Existing bookings in the cancelled instance are not automatically moved — staff must reschedule or transfer them manually.

To cancel multiple instances at once, use the Multiple Session Cancellation option available from the Channel Booking View's Management gear menu (requires ChannelSessionMultipleDeletion privilege and the configuration option to be enabled).

Generating Session Instances

Session instances are normally generated automatically when a recurring session template is saved for a given date range. If instances need to be generated for a new date range:

  1. Select the session template.
  2. Use the Generate Instances or Add Session Instance control.
  3. Specify the date range or the specific date.
  4. Click Generate / Save.

New instances are created for each occurrence within the range according to the session's recurrence rule (weekday-based or specific date).

Reopening a Cancelled Instance

If a cancelled instance needs to be reinstated:

  1. Select the cancelled instance.
  2. Click Re-Open (or the equivalent reactivation button).
  3. Confirm. The instance status reverts to Scheduled.

Session Instance Status Flow

Scheduled → (Doctor arrives) → Arrived → (Session starts) → On Going → Completed
              At any point:  → Cancelled

Status transitions are triggered from the Channel Booking View (Arrived/Not Arrived) and the Channel Queue (Ongoing/Completed).

Bulk Multiple Session Cancellation

For cancelling several instances of one doctor's sessions at once (e.g., during a doctor's leave period), use:

Channel Booking View → Management menu (gear icon) → Multiple Session Cancellation

A dialog lists all session instances for the selected consultant. Select the instances to cancel and click Cancel. This is faster than cancelling instances one by one in Session Management.

See also Channel Doctor Leave Management for marking leave periods.

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