Configure an organisational unit
If you are a system administrator or organisation administrator, you can configure the following aspects of an organisational unit.
Default Organisational Unit Logo
Default Group Consultation Settings
General Information
This is where you can set information that will display across all waiting areas within the organisational unit.
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From the main menu, select Organisational Units and select or search for the one you need.
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From the settings panel, select Settings then General Information. The General Information dialog opens.
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Complete the fields.
View a description of each field
Field
Description
Organisation unit name
Auto-filled with the name used when the organisational unit was set up. You can change this here, if you need to.
Org. abbreviation
Used when there is no space for the full name. You can change this, too.
Short URL
Contains a shortened version of your site's URL. The short URL serves as the prefix for all waiting area links in the organisational unit. Additional short URLs can be added on request.
If you have multiple short URLs available, you can select one to apply it to all waiting areas in the organisational unit.
Important: After you start using additional short URLs, existing links and bookmarks will continue to work.
Note: To request additional short URLs, contact your video call platform support representative. For more information, see Waiting area links.
The following fields are where you can configure the information that will appear to service users
A person who is seeking care or advice from a service provider via video call. A service user may be a patient, client, consumer, citizen, or similar. as they enter any of the organisational unit's waiting areas.Privacy Policy URL
The web address of your organisational unit's privacy policy.
Troubleshooting URL
Enter the web address of your organisational unit's troubleshooting pages, or leave the default web address in place.
Caller Terms of Use URL
Enter the web address of the terms of use that service users must agree to before entering a waiting area, or leave the default web address in place.
Default web page where callers enter all Waiting Areas
If your organisation has a single web page listing all waiting areas, enter the web address here.
Note: To ensure all waiting areas are accessible from the web page, select Also make this Waiting Area accessible from its Organisational Unit's Attend Anywhere button in the Waiting Area Links dialog. For more information, see Set waiting area links.
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Select Save. The new waiting area is added to the list of waiting areas for the organisational unit.
Default Support Contacts
Enter the names and contact details of the people or teams who provide support for the waiting areas within the organisational unit.
- From the main menu, select Organisational Units and select or search for the one you need.
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From the settings panel, select Settings then Default support contacts. The Default Support Contacts dialog opens.
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Complete the fields.
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Select Save.
Default Organisational Unit Logo
Upload the logo that should appear at the top of the call screen, in the video call management console, and in emails generated by the system. Detailed instructions appear in the dialog.
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Make sure the image is no more than 360 pixels wide x 110 pixels high.
Tip: Most standard image file types can be used, but the scalable vector graphic (.svg) image file type gives the best results.
- From the main menu, select Organisational Units and select or search for the one you need.
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From the settings panel, select Settings then Default Organisational Unit Logo. The Default Organisational Unit Logo dialog opens.
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In the Your Logo Here field, select
(Camera button). Your device's file system opens. -
Select the image you want to upload and then select Open. The image appears in the Your Logo Here field.
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Select Save.
Audio Recording
Important: The audio recording feature is only available to organisations on request.
Note: Recording is not available to NHS Scotland.
If audio recording has been enabled for your organisation, system administrators can disable it for individual organisational units, which disables it for all waiting areas in that unit.
To disable audio recording for an organisational unit:
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From the main menu, select Organisational Units and select or search for the one you need.
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From the settings panel, select Settings then Audio Recording. The Audio Recording dialog opens.
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Set the toggle switch to OFF.
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Select Save.
If audio recording is enabled for an organisational unit, organisation administrators can enable audio recording for individual waiting areas within that organisational unit. For more information, see Enable audio recording for a waiting area.
Default 'Please Read!' Text
This is where you can enter the text that all service users A person who is seeking care or advice from a service provider via video call. A service user may be a patient, client, consumer, citizen, or similar. will see on entering one of the organisational unit's waiting areas. The text can include headings, links, and basic formatting like bold or italic font.
- From the main menu, select Organisational Units and select or search for the one you need.
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From the settings panel, select Settings then Default 'Please Read!' Text. The Default 'Please Read!' Text dialog opens.
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Enter your text and format it as you wish, using the formatting tools available.
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Select Save.
Default 'Share Link' Message
When staff share a waiting area link, the text in the Waiting Area Details field is sent with the link. If you need service users to receive additional information, you can add a default additional message for sending via email or text.
Example: You may want to add a message such as: Ensure you bring your appointment letter, any relevant history, medications and any other information.
- From the main menu, select Organisational Units and select or search for the one you need.
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From the settings panel, select Settings then Default 'Share Link' Message. The Default 'Share Link' Message dialog opens.
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Complete the fields.
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(Optional) If staff need to be able to edit the default additional message when sending the link to a service user, set the Staff can edit additional messages when sharing the link toggle to On
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Select Save.
Default Group Consultation Settings
This is where you can alter the default settings that control whether or not the chat feature is available to the group consultation waiting areas within the organisational unit, and how service users' names are displayed in the call screen.
All new organisational units have the following defaults, which feed down to the waiting areas:
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Chat messaging is enabled and available. Service providers and service users will see the Chat button in the group consultation call screen.
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Service users' first and last names are enabled, but hidden; only initials are displayed to other participants on the call. Service providers will always see service users' first and last names in the Waiting callers and Participants lists of the group consultation call screen.
To alter the default group consultation settings:
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Choose a time when there is no group consultation call in progress and no callers with the Idle status. Changes cannot be saved, otherwise.
- From the main menu, select Organisational Units and select or search for the one you need.
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From the settings panel, select Settings then Default Group Consultation Settings. The Group Consultation Settings dialog opens.
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To disable chat messaging, deselect the checkbox beside Enable group consultation chat messaging.
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To display service users' first and last names to all participants, select the checkbox beside Display Caller's first and last name to other Participants.
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Select Save. The dialog closes. Your changes take effect at the start of the next group consultation call.
