Enhanced View - Scheduling Schedule Appointment

Use the Schedule Appointment Window in Enhanced Inquiry - Scheduling to easily book appointments for service.  From the schedule, double-click the appointment date and time slot for the technician to the perform the work.  The Schedule Appointment window opens where you will enter the location, problem/task describing the work to be done, the amount of time needed and relevant notes about the appointment.  You can choose to create a work order and print it when the appointment is scheduled, or do it at a later time.  You can even run certain reports for the customer/location and load the location images into the Images view.  You can also pin the appointment location in the Map view.

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

 

Directions:

1.  Open Scheduling by clicking Scheduling on the tool bar.

2.  Double-click on the desired appointment time slot and the Schedule Appointment window opens.
Or, click to highlight the time slot.  Then, right-click and select Add Appointment.

 

Scheduling - Schedule Appointment Window Example:

 

Enhanced View - Scheduling - Schedule Appointment Prompts

 

Location

Customer

Enter a location, or tab to the customer field and enter a customer.

Or, to make an appointment for an item that is not assigned to a location, click Site Mode .  

Or, to search for the location or customer, click the appropriate Search .

Required

 

The location and customer information displays for your reference:

Tip:  View additional information about the location or customer, by clicking Information .

Appointment

The following information displays based on the time slot selected.

  • Appointment Date - the date you highlighted in the schedule for the appointment.

  • Appointment Time - the time you highlighted in the schedule for the appointment.

  • Technician - the technician assigned to the appointment.  To edit the technician information, click Edit .

  • Territory - the territory associated with the location.  To edit the territory, click Edit .

Problem/Task

To assign the problem/task code that describes the nature of the work to be done, click a choice from the drop-down list of defined problem/task codes.  To edit the problem/task, click Edit .

Duration

The default duration displays, if available.  This can be edited by entering the amount of time for the problem/task, or using the up/down arrows.

Service

To select the service for the appointment, click a choice in the drop-down list.

Appointment Notes

To maintain optional notes related 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)

Work Order Notes

Enter optional work order notes related to the appointment, if desired. (up to 35 characters per line, 6 lines)

Tip:  Because the Work Order Notes field names can be changed to suit your needs, your field labels may not match the documentation.  You can edit the field labels by clicking Edit Work Order Field Labels.

Work Order Options

The following options are available after an appointment with a work order is saved:

Create Work Order

To 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 right-clicking the appointment and choosing Create Work Order or Create & Print 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.

Note:  You can also print work orders for appointments from the Service Management Daily Work menu.

After a work order is created for an appointment, a signature can be added by clicking Import Signature.

To schedule the appointment:

  • Click Save & Open Work Order if create work order was checked.

  • Otherwise, click Save.

Or, to close the window without scheduling the appointment, click Close .

Note:  If the appointment is scheduled in a time slot that exceeds the time needed or the selected problem/task is unavailable, a message alerts you that the appointment is overriding the master schedule.  For more information, see Appointment Override.

Other Work

You can print the following reports for the current customer/location for the appointment.  

To open the Image view and display images for the currently loaded location, click Miscellaneous and then, click Location Images.

 

To open the Map view and display the appointment location within the map, click Miscellaneous and then, click Location Map.

To edit the work order notes field names, click Edit Work Order Note Labels.  After changes are made to the field labels, the work order notes fields will show the new names.

Appointment Override

An appointment will need an override if the assigned problem/task is unavailable, or if the appointment duration conflicts with existing appointments.

If an appointment meets override criteria, then an Override prompt displays to alert you.

To remedy, you can change the problem/task or duration.  Or, you can choose to override, by clicking Ok.  If you choose to override for the appointment the problem/task or the duration that overlaps will be used.  An override icon is included in the appointment to alert you.