Appointment

Using the Appointment List

Appointments can be found in two places: the Appointment List and the Schedule Board. The Appointment list is used to manage appointments made within Total Office Manager.

Accessing the Appointment List

• From the main menu, click Company | Appointment List.

• From the toolbar, click the drop-down arrow just right of the schedule board button and choose View Appointment List.

Field Definitions

• Employee – Displays the name of the person the appointment is scheduled for.
• Cust:Job – Displays the customer (if any) which is associated with the appointment.  The appointment is included in the customer’s history.
• Type – Displays the appointment type.  These work just like work order types.
  • Examples may include “personal”, “business”, “medical:, etc.
• Description – Displays detailed information regarding the appointment. This information also appears on the Schedule Board.
• Date – Displays the date of the appointment.
• Start Time – Displays the time of day when the appointment is scheduled.
• Private – Indicates whether or not this is a private appointment.  Private appointments do appear on the Schedule Board, but no details are displayed.
  • Note: The administrator can view all appointments, even ones marked private.
• All Day Event – Tick the box if the appointment is scheduled for an entire work day
• Duration In Minutes- Displays the length of time in minutes that the appointment is scheduled to last.
• Remind Me – Set a time to notify the user in advance of when the appointment is scheduled to occur
• Completed – Displays whether or not the appointment has been completed.

Usage

• To create a new appointment, right-click anywhere in the list and choose New Appointment from the pop-up menu.
• To edit an appointment, right-click on it and choose Edit Appointment from the pop-up menu.
• To delete an appointment, right-click on it and choose Delete Appointment from the pop-up menu.
• To complete an appointment, right-click on it and choose Complete Appointment from the pop-up menu.
• To find an appointment, right-click on it and choose Find Appointment from the pop-up menu.  The schedule board will open and display the appointment highlighted in red.
• To memorize an appointment, right-click on it and choose Memorize from the pop-up menu.
• To repeat an appointment, right-click on it and choose Repeat Appointment from the pop-up menu.
• To export whatever information is currently displayed in the list, right-click anywhere in the list and choose Export List from the pop-up menu.
• To modify which columns are displayed in the list, right-click anywhere in the list and choose Form Preferences | Show Columns from the pop-up menu.

Tips

• The administrator can view all appointments, even ones marked private.
• Click the drop down arrow next to the Schedule Board to Create Appointment or View Appointment List.
• You can delete multiple appointments. To highlight multiple appointments, press and hold your Ctrl key and click each appointment.  Select a range of appointments by highlighting the first appointment in that range, pressing and holding the left Shift key, and clicking the last appointment in that range.

Related Content

Work Order Types List

Introduction

This help topic will explain how you can create repeating appointments from a single appointment that you have created.

Usage

Say you have a company meeting every Tuesday at 7:30 AM with your technicians; use this utility to create an appointment for every meeting from now until the end of the year.

Form Access

This form is available from within the Appointment form.  The Appointment form may be opened:

• From the main menu, click Company | New Appointment, or

• From the main menu, click Company | Appointment List, then double-click on an appointment in the list.

• From within the Appointment form click Menu | Repeat Appointment.

Step-By-Step

1. Create a New Appointment or open an existing appointment to edit.
2. Open the Repeat Appointments form.
3. In the Start Date field, enter or select the date of the first repeating appointment.
4. In the End Date field, enter or select the date of the last repeating appointment. This is the date these repeating appointments will come to an end.
5. In the Frequency field, select how often these appointments will repeat. An example may be every week for a company meeting.
6. In the Repeat On field, select what day you want the appointment to repeat on. An example may be every Tuesday for a company meeting.
7. Use the Day Type field to indicate is the appointments should only fall on a business day or calendar days (any day).
8. Click the Load button to fill down the list of appointments. Delete or change them as needed by making changes directly in the grid. The only thing you can’t change is the Stop Time as this is a calculated field (depends on start time and duration).
9. Click the OK button to actually create and save the appointments.

Tips

• This form is a utility that creates appointments. If you need to view, edit, or delete these appointments, you would use the regular appointment list for that purpose.
• When you open this form for the first time, Total Office Manager may warn you about conflicts between this appointment and others work orders or appointments you may have. You can simply click OK and have Total Office Manager ignore this issue.
• Creating repeating appointments may cause conflicts with other work orders or appointments you may have.
• To create the same appointment for multiple people, create a copy of the appointment – Menu | Copy.
• Appointments can be viewed on the Schedule Board.

Related Content

Schedule New Appointments

Appointment List

Preferences – Appointments

Appointment List Report