The advisor calendar is used to schedule and view advisor appointments. These are different than scheduling for mechanics on the Dispatch Calendar.
|Open the Advisor Calendar||Advisor Calendar Buttons|
|Schedule an Appointment|
|Edit an Appointment|
Open the Sublet Calendar
- Open the Parts & Service module.
- Select the Tools menu in the upper left of the screen.
- Choose the Advisor Calendar option from the menu. This will open the calendar for viewing.
In the upper left of the calendar screen are small month calendars. These offer a quick view to see when sublets are scheduled. If there is an appointment that day, the date will be bolded.
Below the month calendars is a list of advisors. You can uncheck advisors to not show them on the calendar.
At the very lower left of the window, there is a filter. Choose a single department from the dropdown to view just appointments for that department.
Below the department filter is a summary of the advisor's day. Change the day information shown by clicking over a different day on the calendar. Change the advisor by going to the day view and clicking in the advisor's column.
Above the body of the calendar are several tabs. These tabs allow you to move between different calendar layouts and can facilitate scheduling.
The day tab is the default tab shown when first opening the advisor calendar. This is a single-day view for all advisors and includes a column for unassigned appointments.
The week tab will show the current week on one screen. Each appointment will have its own row within the day that it is scheduled. If the appointment spans multiple days, each of those days will have a row for the repair.
The month tab will show appointments in a grid layout. You can scroll up or down by week to display upcoming appointments easily. If the appointment spans multiple days, each of those days will have a row that connects to previous or following days.
The schedule tab shows a text agenda of the appointments. Click over one of the column headers to sort the appointments by that information.
This tab displays information about the open, current, and past due invoices. You can filter for a single department or date range using the options in the center of the screen.
Advisor Calendar Buttons
There are several buttons at the bottom of the calendar screen.
Repair Codes Total
Select the repair codes total button to open a window with information on invoice appointments coming from repair codes.
Modify Employee Hours
Choose the modify employee hours button to open a window where you can edit the available days and times for employees.
Select the advisor settings button to open a window where you can designate default appointment durations and set maximum number of RO appointments per day.
Click the Holidays button to add or edit the holidays for the calendar. Doing this turns the holiday to a different color on the monthly calendars in the upper left.
You can choose the print button while viewing the day, week, or month tabs to print the relevant view to paper.
Click to highlight an appointment, then choose this button to send the customer an email reminder. This email can be created and customized by accessing the Print Letters section within the CRM module.
Select the history button to open a window that displays any changes made for the appointment, the employee who made the change, and the date and time of the change.
Schedule an Appointment
You can create a new appointment directly from the advisor calendar by double-clicking over the time slot under the employee for the appointment. You may also add an invoice to an advisor's calendar from the invoice itself:
- Open the Parts & Service module.
- Select the invoicing option from the menu tree to the left. You can choose either (100) for parts invoices, or (400) for service invoices.
- Locate the invoice in the list and double-click over the invoice row or select the Open button to open the invoice.
- Verify that the Date/Time In field in the upper right of the invoice is accurate.
- Choose the Tools menu in the upper left of the invoice.
- Click over the Place on Advisor Calendar option. This will open the advisor calendar and add the appointment to the advisor's column.
Edit an Appointment
When first booking an appointment, you can double-click over the appointment to set the start and end dates or add appointment times.
After the appointment has been booked, double-clicking over the appointment will offer the option to open either the appointment or the service invoice.