Calendar

The Calendar module is where your created appointments will be displayed.

Tour

The calendar module can be accessed by clicking on the "Calendar" tab along the top of your screen after it's been enabled at Admin > Tabs Customization:

Once there, you can click the Toggle View (calendar) button in the top right to change the view to a horizontal view that doesn't have the appointment sidebar, and gives you options to only view appointments assigned to a specific User Account. If you switch to this view, in the upper right, click New Appointment.

There is also an option to view the calendar with no sidebars, headers, or footers. This can be used on a larger public monitor that is set to full screen to display the calendar and the appointments to everyone in the office. You can access this view by adding "/calendar" to the end of your URL when you first click the calendar tab.
For example, your URL would look like this: https://XX.syncromsp.com/field_jobs/calendar (where XX is replaced with your subdomain)

How to create an appointment from the Calendar

You can create an appointment straight from the calendar by filling out the "Schedule Appointment" sidebar on the right side of the calendar, shown here:


Select a ticket to schedule or re-schedule: Select an open ticket from the drop-down to assign this appointment to the chosen ticket.

  • Note: If you do not select one, you cannot attach the appointment to a ticket later.
  • This dropdown will not appear when you create an appointment from a customer profile, or a ticket (since it will be attached to the ticket you are viewing)

Customer name: Start to type and then select a customer's name. If you picked a ticket from the prior dropdown, it will disable this field since the ticket will have a customer attached. This field will not appear on the form to the right of the Calendar, nor when creating an appointment on a ticket or customer profile (since the customer is already known).

Subject/Summary: Give the appointment a title. This will be displayed on the calendar itself and sent to your technicians if they have a Notification Set that emails them when an appointment is created (more on this later).

Description: Any appointment details you want to preserve. When you create an appointment while on a specific ticket, it will auto populate this field with the ticket number and ticket title, but feel free to edit it.

Appointment type: Select the type of appointment this will be from this drop-down menu. This sets the type of appointment and drives which email is sent out to your customers, and auto-fills the Location field. Read more about defining appointment types.

Appointment Reminders Schedule: Lets you select from predefined appointment reminders so that you don't forget about the appointment.

Location: Fill in the location for the appointment and it will set the location for the appointment and populate the {{appointment_location}} tag in your appointment email templates.

All Day: Turn this on to indicate the appointment will last all day, or even several days. The next two fields will change to Start Date and End Date, where you can only select dates.

Start Time/End Time: Select the dates and times that the appointment will start and end, and it will add the appointment with those times to the calendar. It defaults to the current date and time, with an End Time of one hour.

Appointment Owner: Defaults to the currently logged in user. Selecting an account here will choose an owner for this appointment.

Additional Attendees: Select all of the technicians who will be attending this appointment, and it will add one appointment to each of their calendars.

Do not email this appointment invitation: Turn on this checkbox to not send an appointment email to the customer on the ticket.
You can modify the appointment email that is sent out by navigating to: More > Admin > PDF/Email Templates > Email Templates. Once there you'll see the 'Ticket Appointment Email' and 'Non-Ticket Appointment Email', which you can modify to adjust the email that is sent when this box is turned off.

Once you fill out the required details, click Create Appointment at the bottom to create the appointment.

2 posts were split to a new topic: Can you attach appointment to ticket?