Adding an Appointment
Creating an Appointment
Appointments can be added from a number of places:
From the Diary double click on the desired Time Slot. Select the Appointment Type and add all Contacts attending the Appointment. The Property should also be added to the Appointment if it is relevant e.g. for a Valuation or Viewing.
If the Appointment is for you (the current User) or another user, click on the Appointments tab on the Home Page and then click the New button at the bottom of the screen. You will be automatically added as an Attendee of the Appointment
For a specific Contact, click on the Appointments tab from the Contacts screen and then click the New button at the bottom of the screen. The current Contact will be automatically added as an Attendee of the Appointment
For a specific Property, click on the Appointments tab from the Properties screen and then click the New button at the bottom of the screen. The current Property will be automatically added to the Appointment.
Adding the Appointment details
Under the General Details tab specify the following appointment details
Start Date / Time and End Date / Time - this is when the actual appointment will be occurring. The date can change by using the drop-down calendar, the time (and date) can be changed by over typing in the respective field.
Type - this indicates what the appointment is for.
Reminder interval - This specifies the time period prior to the start of an Appointment that the User will be reminded of its occurrence.
Notes - use this field to add some free text pertinent to the appointment
Date Stamp - this will insert the current Date / time and current Users details into the Body of a Note. This is useful when adding to a Note, e.g. following on a conversation.
Attendees - choose who will be attending the appointment, use the Add Me button to choose you, Add to choose a Contact or Add User to select from the Users.
Properties - This is an optional field where properties can specified against an appointment, e.g. you can specify the properties that a contact will be viewing or you may be valuing multiple properties. However, if the appointment was for a team meeting you would not require a property to be specified. Use the Add or Delete button to select a property or properties.
For Appointments with multiple properties add them in the order they will be viewed as SMS or Email confirmations list the properties in the order in which they are added to the appointment.
Feedback - If an Applicant is added as an Attendee then Feedback can be left for each Property. The Feedback appears on the Details Sent tab against the Applicant and Property.
Options - these can be selected to show whether the appointment is Confirmed, Cancelled or a No Show.
Followed up - select the Applicant check box when you have received feedback and the Owner once you have passed the feedback on to the Owner.
If the Appointment is going to reoccur follow the steps below otherwise click the Save button or Save & Send Confirmations button (this button only appears if the appointment is confirmed. The latter will provide options to send Emails and SMS Texts to the attendees regarding the Appointment details.
Under the More Details / Recurrence tab you can specify Appointment recurrences e.g. if you have a weekly team meeting.
Frequency - enables the appointment to be set as Daily / Weekly / Fortnightly / Tri-Weekly / Four Weekly / Monthly / Bi-Monthly / Quarterly / Half Yearly / Yearly.
End Date - specifies the end date of the recurrence i.e. create an Appointment that occurs every week until X date. If an End Date is not set then Acquaint will continually create the recurrences until they are switched off within the "original" Appointment. Deleting the "original" Appointment will also give an option to delete future recurrences.
Site/Branch - displays which site the appointment is booked for (according the branch the user is assigned to). Optionally the Appointment can be re-assigned to a different Site/Branch using the drop down list and selecting the respective branch.
Added By -displays the user that added the appointment.
Added Date / Time - displays when the appointment was added.
Assigned To - the user the appointment is assigned to. Optionally the Assigned to User can be re-assigned to a different Site/Branch using the drop down list and selecting the respective user.
Follow Up Due Date - when the appointment is due to be followed up.
Click the Save button or Save & Send Confirmations button (this button only appears if the appointment is confirmed. The latter will provide options to send Emails and SMS Texts to the attendees regarding the Appointment details.
Appointments must be allocated an Appointment Type which is used to set default values and functionality such as Duration, Confirmation, Attendees.
A Contact cannot be booked into an Appointment if they are already attending another at the same time.
Appointment recurrences can get set as Daily / Weekly / Fortnightly / Monthly / Bi-Monthly / Quarterly / Half-Yearly / Yearly. An End Date can also be set i.e. create an Appointment that occurs every week until X date. If an End Date is not set then Acquaint will continually create the recurrences until they are switch off within the "original" Appointment. Deleting the "original" Appointment will also give an option to delete future recurrences.
Note the Save & Send Confirmations will send a confirmation for each Property included within the Appointment e.g. if an Applicant is viewing 3 Properties then a confirmation message will be sent for each one.
When adding an appointment for a Contact that does not already exist they can be quickly added from Find Contact screen by clicking the New Contact button.