Module 1: Admin Scheduler - Booking Appointments Guide

Step 1 - Select the "Job Module" to view detailed information

• Select the job module corresponding to the property you're working on
• The job module displays project details, communications, and other relevant information for that location.

Step 2- Navigate to Appointments Section

Click "Appointments" to access the appointments management area for the selected property.

• The appointments section shows all scheduled appointments for the selected job
• You can view appointment details, status, and associated information
• This is where you manage all appointment-related tasks

Step 3 - Initiate New Appointment

Click "New Appointment" to start creating a new appointment entry

• Opens the appointment creation form
• Displays existing appointments and allows you to add new ones
• Shows appointment status, type and other key details.

Step 4 - Select Appointment Type

Click "New Appointment" to specify the type of appointment you want to schedule.

Available Type 

• Appointment
• Dual Assessment
• Leak Detection
• Re-attendance

Details

• Chose the appropriate appointment type based on the service needed
• The calendar view shows available time slots
• You can set the appointment duration and buffer time.

Step 5:

Choose Attendee

Click "Attending" to assign the appointment to the attendee

Details

• Select from the available team members of staff
• The dropdown displays all assigned personnel for the property 
• Only one attendee can be assigned per appointment slot

Step 6 - Pick Appointment Date

Click the date to select the appointment date.

Details

• Calendar picker shows available dates
• Dates with scheduled appointments are clearly marked
• Select the preferred date for the appointment

Step 7 - Select Appointment Time

Click "time slot" to choose the appointment start time.

Available times:

• Multiple time slots displayed (8:30am, 9:00am, etc.)
• Show availability across the day
• Time slots are customisable based on duration.

Step 8 - Choose Duration Slot

Click "Duration" to select an appointment slot. 

Details:

• Select duration in minutes (30 mins, 1.5 hrs, etc.). 
• Display the appointment timeframe (e.g., Saturday July 4th between 8:30am - 10:30am)
• Confirm the duration matches your requirements

Step 9 - Open Instructions Tab

Click "Instructions" to add specific details about the appointment requirements.

Details:

• Provides a text field for special instructions
• Use this section to note any specific customer requests or service requirements
• Instructions are visible to the assigned attendee

Step 10 - Set Appointment Status 

Click "Confirmed or tentative" to mark the appointment status.

Status Options:

Details:

• Select the appropriate status
• Confirmed appointments cannot be changed without explicit authorisation
• Click the "confirmed" button to finalise.

👇Recap

• You've learned how to navigate to the appointments area for a job and start a new appointment.
• You've configured an appointment's type, attendee, date, time, duration, buffer, and instructions.
• You understand the difference between Confirmed and Tentative status, and what happens once an appointment is saved.

FAQ

What's the difference between Confirmed and Tentative? Confirmed means the appointment is locked in with the customer. Tentative means it's still pending confirmation. Confirmed appointments generally shouldn't be changed without explicit authorisation.

Can I assign more than one attendee to an appointment? No, only one attendee can be assigned per appointment slot.

What's the Buffer field for? Buffer adds padding time after the appointment, to account for travel to the next job. It's separate from the appointment's Duration.

Where do I add special instructions for the attendee? Use the Instructions field when creating the appointment. This text is visible to the assigned attendee.

What happens once I save the appointment? It appears in the appointment list for the property, and the assigned attendee receives a notification with the appointment added to their calendar, including all the job details they need.