Appointments

Overview

The Appointment Scheduling feature keeps track of all appointments electronically, eliminating the need for paper work. This feature saves time by importing the scheduled appointment with the customer information and details directly into the Point of Sale.

Steps: Create a New Appointment

1. Access the Appointment screen by either of the following options:

1. From the Point of Sale screen, click on the Transaction Information box and then the Appointments button.

2. From the Point of Sale screen, click on the Appointments button, if available. (See POS Button Setup for information on how to add a POS button.)

4. Select the Appointment Date:

1. Click on the Select Date button at the bottom of the screen and use the arrow buttons to scroll to the correct month. Once the correct month is on the screen, select the day you wish to schedule the appointment for.

6. Define appointment details in the Job List screen:

1. Access the Job List screen to define the appointment details by either of the following options:

1. Click on the appointment time slot to access the Job List screen.

2. Click on the Add New button at the bottom of the screen to access the Job List screen.

2. Select a job:

1. Select a job from the list to use a pre-defined job package. Note: For more information about adding additional Jobs to your list, see Job Packages.

2. If a pre-defined job is not available for the work required, click on the No Job button at the bottom of the Job List screen. This will allow you to type in your own job description to be displayed at the Appointment Information screen.

3. Define the following fields when creating a new appointment:

1. Description: This field will be filled in automatically from the description in the Job Detail screen when selecting a pre-defined job package. If No Job was selected, the description can be entered manually by filling in the details of the work that will be done on the vehicle.

2. Appointment Length: Enter the length of time needed to complete the necessary repairs. Note: if the amount of time required to complete the job will conflict with another appointment, a message will appear requiring a different appointment time to be selected.

3. Customer First/Last Name: Complete this field by entering a new customer's information or by using the Select Customer button to retrieve an existing customer's information.

1. Select Customer button: This feature allows you to search the database for an existing customer and import the information into your appointment. The Customer Information window will appear allowing the user to search by Name, Phone Number or Account Number. See Retrieving an Existing Customer for more information.

4. Customer Phone: Enter the customer's telephone number if entering a new customer.

5. Start Time: Enter the starting time for the appointment.

6. Bay Number: Enter the Bay Number you wish to schedule for the appointment.

7. Comments: Enter any additional information or comments that may be helpful to the technician in diagnosing and repairing the vehicle's problem.

4. Once all information is entered, click OK and the requested time slot will be grayed out.

Steps: Retrieve / Edit/ Delete a Scheduled appointment

1. Access the Appointment screen:

1. From the Point of Sale screen, click on the Transaction Information box and then the Appointments button.

2. From the Point of Sale screen, click on the Appointments button, if available. (See POS Button Setup for details on how to add a POS button)

4. Select the Appointment Date to retrieve:

1. Click on the Select Date button at the bottom of the screen and use the arrow buttons to scroll to the correct month. Once the correct month is on the screen, select the day the appointment was scheduled for.

6. Click on the appointment time slot to retrieve.

7. Use the buttons listed below to modify or delete an appointment

1. Go Back: Return to Point Of Sale screen.

2. Prior Day: View the previous day’s appointment schedule.

3. Select Date: Select a month and date for an appointment.

4. Next Day: View the appointment scheduled for the next day.

5. Add New: Determine the job being performed for the appointment.

6. Edit: Modify an existing appointment.

7. Delete: Delete an existing appointment from the schedule.

8. Create Work Order: Transfer all information from the appointment to a work order that can be accessed in the Point of Sale screen.

1. Note: If you have an open ticket in the Point of Sale screen, you will need to save or cancel it before you import the appointment into a new Work Order.