Schedule Book Overview
Create a New Appointment
1. Open the Schedule Book
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2. Double click on the slot you want to assign an appointment to, or select the "New" icon button at the bottom of the screen.
- The appointment screen will open.
3. Search for the folder that you want to assign the appointment to using the search bar at the top.
4. Double Click on the folder or select the green checkmark to assign the appointment to the folder.
5. You can add notes, a repair category and change the location on the appointment screen. When complete, press save.
6. The appointment will now be added in the Schedule Book.
Filtering Your Screen
- Use the filters at the top of your screen to find and make appointments fast.
A. Class - Filter your grid to show Drops or Estimates only.
B. Appt Resource - Sort by resources.
C. Appt Type - Filter by your different appointment types. ie. Estimate, Heavy Drop, Drop, Vehicle Returns, etc.
D. Dates
Removing an Appointment Slot
- To remove an Appointment Slot, right click on the slot you want to remove and select "Remove an Appointment Slot".
- The removed appointment will be greyed out.
- To add the slot back in, right click on it and select "Include Removed Slot"
Adding an Appointment Slot
- To add an Appointment Slot, right click on the grid and select "Add an Appointment Slot". You must click on a slot for the correct time you want to add a slot to.
- The Remove Slot screen will open.
- From here, you will choose to remove a slot from a future date or continue without removing a future slot.
- Select the "Continue Without Removing Slot" button at the bottom right if you do not want to delete a future slot.
To Remove a Future Slot
1. Select the Appointment Date that you want to remove a slot from.
2. Select the slot to remove.
3. Select the "Remove Selected Slot" button at the bottom left.
- The slots added to the schedule will be shown in the schedule book.
Absences Showing in the Schedule Book
- Once an absence has been approved in Nexsyis, the resources schedule will be cleared for the day(s) of their absence.
- Click on the "Show Unavailable" toggle to show unavailable resources.
Resources Not Available
If a resource is not available for a certain time period that is not recurring, you can reflect it in the schedule book using the "Resource Unavailable" tool.
For example, this should be used for personal appointments.
1. Open Setup > Scheduling > Resource Unavailable
A. Select a Resource from the dropdown.
B. Click the green plus sign.
C. Type the reason for the unavailability
D. Put in the dates (this should be the same day, any consecutive days off should be put in through the absence requests in Nexsyis)
E. Enter the time frame where the resource is not available.
Click save.
NOTE: DO NOT CLICK THE RECURRING CHECK BOX. IF A RESOURCE WILL BE OUT FOR A CERTAIN TIME PERIOD EVERY DAY, IT SHOULD BE BUILT INTO THEIR RESOURCE APPOINTMENT SCHEDULE. SEE SCHEDULING SETUP
- On the Schedule Book, click the "Show Unavailable" toggle.
- The side bar on the left will show any resources that will be out at anytime on that day.
- There will not be any slots for the resources during the time they are unavailable.
In the example below, there are not any open slots for Jose between 12pm - 2 pm.
