Appointment Types

Each Appointment is allocated a Type. This describes what kind of Appointment it is, for example Valuation, Viewing, Meeting, Property Inspection etc.

Appointment Types can be accessed from the Configuration &  Administration tab on the ribbon menu via the Contacts icon and selecting Types or directly from the Appointments tab / Diary when adding a new Appointment.

New Types can be created at any time and there is no limit to the number of Types defined.

When creating a Type there are a number of settings that govern the behaviour of Appointments associated with it:

• Description - appears on Appointments tab and Diary

• Text/ Background Colour - colours used to display the Appointment on the Diary screen

• Duration - default duration for Appointments. This can be changed when actually making the Appointment

• All Day - if set Appointments will be created to take up the whole day by default e.g. Holiday, Sick Leave

• Letter Template - optionally automatically generate a letter after booking an Appointment from the Diary

• Requires Confirmation - if set the Appointment must be ticked as Confirmed. A Home Page reminder will be displayed until this is actioned

• Follow-up Interval - determines how many days after the end date of the Appointment that the reminder appears

• Required Contacts - set to the minimum number of Attendee an Appointment must have

• Requires Property - ticked if the Appointment must be linked to a Property e.g. Valuation, Viewing

• Suppress Contact Checking - if ticked the Diary will not check if a Contact already has a prior Appointment (i.e. allow double bookings)

• Home Page Reminder - whether the appointment will appear as a reminder on the home page

• Send Feedback Requests - indicates whether the appointment type will send requests for feedback.

• Send Email Reminders - ticked if these appointments will send automated Email reminders.

• Send SMS Reminders - ticked if these appointments will send automated SMS text reminders.

Typically you would want Send Email Reminders and Send SMS Reminders selected for viewings, valuations and inspections but probably not for your meetings.

• Link To Inventory System - link custom Appointment Types to Inventory software such as InventoryBase and TouchRight

• Inactive - whether the Appointment Type is still in use.

• Email/SMS Confirmation Template- these are the templates that will be used for Appointment Notifications and Appointment Confirmations.

Open Viewings

To add Open Viewings create an appointment for the Property with a type of Open Viewing. When a Web Upload is performed this will add the Property to the Open Viewings section of your website, with the property and viewing details.

Auctions

To add Auctions create an appointment for the Property with a type of Auction. When a Web Upload is performed this will add the Property to the Auction section of your website, with the property and viewing details.