Group Session Scheduling — Administrator Guide

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Overview

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Permission Key Reference

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Default Role Assignments

Note: The org_admin role automatically receives all active permissions via the platform trigger. Custom roles can be configured in Settings > Permissions.

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Managing PM-04 Permissions

1. Navigate to Settings > Permissions (requires org_admin role).
2. Select the Practice Management module from the module list.
3. Locate the Group Definitions, Group Schedule, and Group Enrollments permission groups.
4. Assign or revoke permissions per role using the toggle interface.
5. Changes take effect immediately for newly issued tokens; existing sessions refresh on next page load.

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Capacity and Waitlist Configuration

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Capacity Fields

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Automatic Capacity Enforcement

1. The system counts current enrollments with status = 'enrolled' for that group.
2. If the count is below max_capacity, the patient is enrolled with status = 'enrolled'.
3. If the count equals or exceeds max_capacity, the patient is automatically placed on the waitlist with status = 'waitlisted' and assigned the next waitlist_position.

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Waitlist Auto-Promotion

1. The system queries the waitlist for that group, ordered by waitlist_position ASC.
2. The patient with the lowest waitlist_position is automatically promoted to status = 'enrolled'.
3. Their waitlist_position is cleared (NULL).
4. A toast notification informs the user of the promotion.

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Manual Override

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Soft Delete and Data Retention

• Records remain in the database for audit and recovery.
• Application queries filter deleted_at IS NULL.
• RLS policies enforce this at the database level.
• Schedule occurrences linked to deleted groups are not affected.

UPDATE pm_group_definitions
SET deleted_at = NULL, updated_at = NOW()
WHERE id = '<group_id>'
  AND organization_id = '<your_org_id>';

UPDATE pm_group_enrollments
SET deleted_at = NULL, updated_at = NOW()
WHERE id = '<enrollment_id>'
  AND organization_id = '<your_org_id>';

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Database Tables

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Key Columns

• organization_id — Tenant isolation (required)
• group_type — CHECK constraint: therapy, psychoeducation, skills_training, support, iop, php, other
• facilitator_id, co_facilitator_id — References to staff profiles
• max_capacity, min_capacity — Enrollment limits
• deleted_at — Soft delete timestamp
• custom_fields — JSONB for org-specific extensions

• group_definition_id — FK to pm_group_definitions
• session_date, start_time, end_time — Session timing
• status — scheduled, completed, cancelled
• cancellation_reason — Required when status is cancelled

• group_definition_id — FK to pm_group_definitions
• patient_id — FK to pm_patients
• status — enrolled, waitlisted, disenrolled
• waitlist_position — Integer position when waitlisted
• deleted_at — Soft delete timestamp

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Domain Events

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Related Resources

• User Guide
• PM-04 Specification
• Implementation Log
• Patient Registration Admin Guide (PM-01)
• Platform Permissions: src/platform/permissions/constants.ts