1. Before You Start
You will need:
Administrator (or Customer-Admin) access to the CRM.
Appointment types and statuses already in use (for example Initial Consult and Scheduled).
The Appointments module enabled with an appointment class set (the same setup the other Appointment Settings tabs use).
Access requirements: Only administrators can open and change these rules. They apply globally — to every Opportunity in the CRM.
If you don't see the Appointment Settings option, or the Opportunity Rules tab is missing, contact Dazos support to confirm the Appointments module is enabled for your instance.
2. Open the Opportunity Rules Screen
From the CRM, go to Settings → Appointment Settings, then click the Opportunity Rules tab (alongside Appointment Types, Staff Availability, Facility Availability, and Holidays & Time Off).
You'll see exactly two rows — one for Admission Date and one for Discharge Date. These are fixed; you don't add or delete rows, you just configure each one.
Tip: The field name shown in the first column ("Admission Date", "Program Discharge Date", etc.) is pulled live from your Opportunity layout, so it always reflects what your CRM actually calls that field.
3. Set Up a Rule
For each row you want to use, fill in the columns and click the green save button on that row.
Field | Description | Example |
Update Opportunity Field | The Opportunity date this row fills (fixed — Admission Date or Discharge Date). | Admission Date |
Appointment Type | Which appointment type triggers the update. | Initial Consult |
Appointment Status(es) | One or more statuses that trigger it. Pick several to match any of them. | Scheduled |
Use | Whether to use the First (earliest) or Last (most recent) matching appointment's date. | First matching appointment |
Active | Turn the rule on or off. | ☑ |
Steps:
1. Choose the Appointment Type (the dropdown is searchable).
2. Choose one or more Appointment Status(es).
3. Pick First or Last matching appointment under Use.
4. Make sure Active is ticked.
5. Click the green save button on that row. Repeat for the other row if needed.
Tip: Use First matching appointment for Admission Date (when care began) and Last matching appointment for Discharge Date (the most recent matching session).
4. How It Works
When an appointment is created or saved, the CRM looks at the Opportunity it's linked to and checks your rules:
Behavior | What happens |
Only fills empty fields | If the Opportunity's date field already has a value — including a date synced from an EMR (like KIPU or Sunwave) or one you typed yourself — it is never overwritten. |
Matches type + status | The rule only fires when the saved appointment's type and status match the rule. A "Scheduled" rule won't fire for a "Cancelled" appointment. |
First / Last | When several appointments match, the date comes from the earliest (First) or most recent (Last) one. |
Audit trail | The change is recorded on the Opportunity's Updates tab, so you can see when and how the date was set. |
Because it only ever fills empty fields, it's safe to leave the rules on — they top up missing dates without touching anything you've already entered.
5. Frequently Asked Questions
Q: Will this overwrite a date I entered by hand, or one from our EMR? No. A field is only filled when it is currently empty. Existing values are always left as-is.
Q: I set a rule but the date didn't fill in. Why? Check that the appointment's type and status match the rule exactly, that the appointment is linked to the Opportunity, and that the Opportunity's date field is currently empty. Also confirm the rule's Active box is ticked.
Q: One row shows a red warning instead of a field. That means your Opportunity layout doesn't currently have a date field for that row. Ask Dazos support to add or label the field, and the rule will start working.
Q: Can I turn a rule off without losing my settings? Yes — untick Active and save. The rule stops firing but keeps its configuration.
Q: Do the rules apply to past appointments? Rules fire going forward, when an appointment is created or saved. They don't retroactively scan old appointments on their own.
Q: Do these rules apply to all Opportunities? Yes — they are global and apply across every Opportunity in the CRM.
Need Help?
If a date isn't filling as expected:
1. Open the Opportunity's Updates tab to see whether the change was recorded.
2. Re-check the rule's Appointment Type, Status(es), and that Active is ticked.
3. Contact Dazos support with the Opportunity and appointment details and reference CRM-3320.