Appointment List (managing appointments)

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

https://www.aptora.com/help/tom/work-order-types-list