Scheduling - Schedule Appointment Window

Use the Schedule Appointment Window in Scheduling to book appointments for service at locations and to maintain associated information about the appointments.  This includes the appointment date, the appointment time and the technician assigned to the perform the work.  You can choose to create a work order and print the work order when the appointment is scheduled.   You can also print work orders for the appointments from the Service Management Daily Work menu, if desired.

Tip:  If an appointment meets one of the override conditions, such as insufficient time slot available, you will be alerted by the Appointment Override message.

Directions:

To see directions for...

• Opening Schedule Appointment Window, click More.

   

  1.  Open Scheduling:

  a.  Click Service Management from the Menu Bar.

  b.  Click Daily Work.

  c.  Click Schedule Appointments.

  2.  To Open the Schedule Appointment Window:

  a.  Click to highlight an appointment time slot.

  b.  Click Schedule on the Scheduling Toolbar.
   

  c.  Or, simply double-click on the desired appointment time slot to select an appointment time slot.

  Scheduling - Schedule Appointment Window Example:

  

   

• Creating a new Appointment, click More.

   

  Scheduling - Schedule Appointment Window Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Location	To accept the currently displayed Location, click Load.  Or, enter the Location ID that identifies the location for the appointment. (up to 12 characters) Required Tips:   If you enter a Location ID, make sure the selected Technician is valid for the territory where the property is located. To view all of the existing locations, click Search .  From the Search list you can select the record to schedule.
  	To load a new location, enter the Location ID and click Load or press [ENTER]. Tip:  Load is only active if Location started out blank.
  Location Information	Displays the following location information for your reference: House Number - Number of the property where it is located on the street Street Index Name - Street Name where the property is located City - Name of City where the property is located State - Name of State where the property is located Zip - Zip Code where the property is located
  Owner Information	Displays the following owner customer information for your reference: First Name, Middle Initial - Owner's First Name Last Name - Owner's Last Name Phone Number - Owner's Phone Number Address Line 1,2, & 3 - Owner's Mailing Address Lines City - Owner's City portion of their mailing address State - Owner's State portion of their mailing address Zip - Owner's Zip Code portion of their mailing address
  Tenant Information	Displays the following tenant customer information for your reference: First Name, Middle Initial - Tenant's First Name Last Name - Tenant's Last Name Phone Number - Tenant's Phone Number Address Line 1,2, & 3 - Tenant's Mailing Address Lines City - Tenant's City portion of their mailing address State - Tenant's State portion of their mailing address Zip - Tenant's Zip Code portion of their mailing address Tip:  The tenant information only applies if there is a tenant assigned to the location.
  Appointment Information Area
  Appointment Date	Displays the date you highlighted in the schedule for the appointment.
  Appointment Time	Displays the time you highlighted in the schedule for the appointment.
  Technician	Displays the Technician Code assigned to the appointment.
  Territory	Displays the Territory Code associated with the location.
  Problem/Task	Enter the problem or task to be performed during the appointment. (up to 3 characters) Tip:  To search for the appropriate Problem or Task Code, click Search .
  Description	Displays the description of the Problem/Task Code for your reference.
  Duration	Displays the default duration for the Problem/Task.  Press [TAB] to accept or enter another duration - in minutes. (3.0 numeric)
  Service Code	To accept the Service Code assigned to the location, press [TAB].  Or, to select another Service Code associated with the appointment, click a choice in the drop-down list.
  Customer	To accept the Customer ID associated with the Location for the appointment, press [TAB].  Or, enter another Customer ID, if applicable. (up to 12 characters) Tip:  To search for the appropriate Customer ID, click Search .
  Work Order Notes	To maintain optional work order notes pertaining to the appointment, enter the appropriate text. (up to 6 lines of text) Tip:  Because the Work Order Notes field labels can be tailored to suit your needs, your software field labels may not match the documentation.  You can maintain the field labels during Work Order Notes Labels Maintenance.
  Appointment Notes	To maintain optional notes pertaining to the appointment, enter the appropriate text. (up to 255 characters)
  Technician Notes	To maintain optional technician notes pertaining to the appointment, enter the appropriate text. (up to 255 characters)
  Create Work Order	To automatically create a work order from the appointment information, click to check this box. To omit creating a work order, leave this box unchecked. Note:  If a work order is not created at this time, you can create it later by selecting Create Scheduled Work Orders from the Service Management Daily Work menu or by right-clicking on the appointment slot and choosing Create New Work Order.
  Dispatch Work Order	To dispatch the work order to the mobile work order module, check this box.  When the mobile work order module syncs, work orders can be seen in the field. A dispatch date is added to the work order.  To dispatch the work order later, leave this box unchecked.
  Print Work Order	To print the work order at the time the appointment is scheduled, check this box. To print the work order at a later time, leave this box unchecked.
  	To commit the appointment to the schedule, click Schedule or press [ENTER]. Note:  If the appointment is scheduled in a time slot that exceeds the time needed, a message alerts you that the appointment is overriding the master schedule.  For more information, see Appointment Override.
  	To close the window without scheduling the appointment, click Cancel.

   

• Editing an existing Appointment, click More.

   

  To reschedule an appointment:

  1.  First, cancel the current appointment by performing these steps:

  a.  Click to highlight the appointment in the Appointment Book Area to be canceled.

  b.  Click Cancel on the Scheduling Toolbar.
  Tip:  For more information, see Scheduling - Cancel Appointment Window.

  2.  Next, schedule a new appointment.  Refer to the Scheduling - Schedule Appointment Window.

   

• Deleting an existing Appointment, click More.

   

  Note:  To delete an appointment see the Appointment Cancel Window.