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
- Open the Parts & Service module.
- In the Tools menu in the lower left of the screen, expand the Service Scheduling section.
- Choose the Service Advisor Calendar option. When first opening the calendar screen, the calendar will show a monthly view.
On the left side of the window are several filter options to limit the information shown on the calendar.
Filter by Advisor
Click over the list icon to open a dropdown list. You can choose one advisor at a time from the list to add them to your view. You may also click the Select All Advisors button to add all advisors at once.
Filter by Department
Click over the list icon to open a dropdown list. You can choose one department at a time from the list to add them to your view. You may also click the Select All Departments button to add all departments at once.
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.
In the upper left of the calendar, you can choose to export the calendar you are viewing by selecting the Export to PDF button.
Select the Today button to move your highlighted day to today's date.
Use the small arrows to the right of the Today button to move quickly between days, weeks, or months. The increment that you will move is based on the selection in the upper right of the calendar.
In the upper right, you can choose to view the appointments by day, week, or month. There is also an option to view a schedule, which will display the next 7 days of appointments in a list.
Advisor Calendar Buttons
There are several buttons at the bottom of the calendar screen.
Choose the modify employee hours button to open a window where you can edit the available days and times for employees.
Click the Holidays button to add or edit the holidays for the calendar.
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 advisor settings button to open a window where you can designate default appointment durations and set maximum number of RO appointments per day.
Note: The default duration must be in whole hours.
Click over an advisor to expand an area where you can set the maximum number of appointments by specific repair code categories.
Clicking this button will display 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.
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.
You can choose the print button while viewing the day, week, or month tabs to print the relevant view to paper.
Select the Save button to update the calendar with any changes that you have made.
Choose the Cancel button if you want to cancel changes that you have made.
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.