How do I view my existing appointments?

Click on the Scheduler tab at the top right corner of the page. The scheduler will list all your appointments for that day.

How does the scheduler work?

The scheduler is like an automated time stack. Each row in the scheduler represents an appointment. Appointments that are over are automatically pop off the visual scheduler stack.

The scheduler appointment information is both dynamic and real time. To view past appointments, click on Show Past Activity and hide them by toggling Hide Past Activity. Appointments currently taking place are highlighted at the top of the scheduler.

Each appointment contains:

• Selected member
• Schedule time duration
• Agenda or services that the contact have requested
• Resources required (if any) for each appointment such as rooms and equipments
• Additional remarks, if any

Appointments that have been confirmed will have a tick associated with that row. Clicking on the people involved in the appointment on each row will show you more details about them.

How do I schedule a new appointment via the scheduler?

Click on the Scheduler tab at the top right corner of the page. Select the desired appointment date from the small visual calendar on the top left of the page.

Click on Appointment under Schedule Activity to initiate a new appointment. Select the time duration for the appointment. Appointments are automatically scheduled for 50 minutes by default in the scheduler.

Select a member within your organization whom you are scheduling the appointment for or choose anyone to automate the selection.

Click on Add remarks to add any additional information related to this appointment. Finally, click on Add to schedule the appointment. Error messages will be shown if you fail to make the appointment successfully.

How do I view appointments of a specific date?

Click on the Scheduler tab at the top right corner of the page. The calendar on the left of the page shows the current month by default.

You can browse to any month and/or year using the left and right navigation arrows or the drop down menu to get an overview of the appointments in that month.

A tick mark indicates that there are one or more appointments for that day. Clicking on any of the specific days in the calendar will bring the scheduler to that selected date. The scheduler will show all the scheduled appointments for everyone on the selected date.

How do I view my member's appointments?

Click on the Scheduler tab at the top right corner of the page. The Member box on the left of the page list all the members you currently have.

Select the member to view his/her appointment details. The member's appointment page contains information such as:

• Total number of appointments they have made
• Assigned responsibilities
• Contact details
• The appointments they have on the selected date

How do I view cancelled appointments?

Click on the Scheduler tab at the top right corner of the page. The Cancelled Appointments box on the left of the page list all the cancelled appointments for the day.

In the individual member's appointment page, the Cancelled Appointments box will only list the cancelled appointments for the selected member on that day.

What is the difference between the member's appointment page and scheduler page?

The scheduler page displays information for the entire organization while the individual member's appointment page only shows information about a particular member.

The appointment information displayed on the individual details page is static while the information on the scheduler page is dynamic and real time.

What are the factors that the scheduler consider when scheduling appointments?

In general, an appointment is scheduled based on the availability of people, time and required resources, if any. Factors such as, individual member work hours, organization's work hours, holidays, member leave/off/medical leave and special events are also used to decide if an appointment can be successfully scheduled.

When deciding who to schedule for an appointment, the member who has not had an appointment for the longest time will have priority. If all else fails, the account holder will be scheduled, if available.

When scheduling an appointment, the scheduler will automatically try to schedule the minimal number of members required for the requested service(s). More members may be scheduled automatically in order to meet all the services requested.

How do I accept appointments on a specific holiday?

Depending on the calendar you selected and your holiday settings in your Account page, the predefined holidays are assumed to be non-working days by default.

To accept appointments on a specific holiday, browse to the specific holiday of interest using the scheduler. Click on cancel to start accepting appointments on that day. You can also edit the holiday to become a half working day and etc.

When a holiday is cancelled or reinstated, all members of that organization will be notified.

How do I block out appointments for special non-working days or specify half working days?

Click on the Scheduler tab at the top right corner of the page. Select a desired date from the small visual calendar on the top left of the page. Click on Event under Schedule Activity to initiate a new special event.

You can check Schedule For Whole Day to make the special event a whole day event or uncheck it to define a desired time range. Give a reason for the event and click Add. No contacts will now be able to make apppointment with you during that period of time. You can also cancel the event at anytime.

When a organization wide event is cancelled or scheduled, all members of that organization will be notified.

How do I block out appointments for member leave/off/medical leave?

Click on the Scheduler tab at the top right corner of the page. Select a desired date from the small visual calendar on the top left of the page. Click on Member Status under Schedule Activity to initiate a new member leave/off/medical leave.

Select the time period, member and status of the member then click Add. When a member status such as leave/off/medical leave is cancelled or scheduled, only the account holder and member involved will be notified.

How do I edit an existing appointment?

Click on the Scheduler tab at the top right corner of the page. Select a desired appointment date from the small visual calendar on the top left of the page.

Click on edit found in the desired appointment feed. Alter the information as desired and click Save. Once the appointment has been confirmed by the contact, the appointment will no longer be editable and can only be cancelled.

When an existing appointment is modified and only the services and/or remarks have changed, only members involved will be notified. However, when members and/or date time is modified, the original appointment will be cancelled and a new appointment will be scheduled. Both the cancelled parties and the newly scheduled appointment parties will be notified of the changes.