From time to time there may arise the need to manually create an appointment. Such as a customer calls and asks for a rep to come out on a specific day or sometime in the next week… Or perhaps a new or seasonal customer should have their route started from a specific date.
- From the Main Form select Appointment Wizard
- Fill in the desired search criteria to find the customer (Acct#, Name, Phone…)
- Hit Search
- Highlight the correct customer (single click)
- Check Schedule Now
- Click Next
- This will open the Schedule
You can Search for a Recommendation or just Set an Appointment
Search for a Recommendation
Trakker will look through all upcoming appointments within the date range and criteria you select and show you when someone will be near that customer in the next few days and the appointment can be scheduled
- Make sure the Search criteria is what you desire (date range, # Appts at a time (set to 2 if can double book a time))
- Click Search
- The results will display in a list and on the calendar (in yellow)
- In the Results grid on bottom it shows the distance from each upcoming appointment along with the date.
- Click one of them and it will move the calendar to that date and show the Map for that Rep with the REC (yellow and red) point on the grid in relationship to the other appointments for that day
- Look between each until you find one that will work for the customer
- Single Click the Yellow Box on the Calendar and it will open an appointment to complete
- If you do not see any that work, a manual one can be set up following the Just Set an Appointment Steps below
- (Skip to Save the Appointment below)
Just Set an Appointment
- The Search Criteria on the bottom of the schedule is already filled in with this customer’s info
- Just navigate to the desired date
- Double click on the Schedule in the Rep column at the desired Time slot and it will open an Appointment
- Continue onto Save the Appointment below
Save the Appointment
- The Appointment form will open
- Notice that the Customer, Rep (user) and Specific Time are already filled in for you
- Appt Notes: Fill in any notes desired
- Select a phone number, if desired.
- Set a COLOR if desired, will display as that color on the office Schedule and the handheld’s schedule. Also USEFUL for Do Not Move or Do Not Remove so Rep knows this is a SPECIFIC customer they NEED TO SEE on THIS Date. Do not use Green to highlight because that might be confused with a completed Appointment. Probably use a BLUE or PURPLE…
- Do Not Move: Check this if it is an Actual Appointment Time. This way SMART Routing will not move this appointment from this specific date and time.
- Do Not Remove From Date: Check if the customer needs to be seen on This Specific Date, but the time is not important. This way SMART Routing will not try and move the appointment to a different date, but it can be Optimized into the day’s route
- Field Notes: will appear on the Reps device but to review but not on any paperwork to the customer
- Office Notes: will only be visible in the office.
- Save & Close (F9)
- It is now scheduled and the rep will be able to see it the next time they sync
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