Appointment schedule

The appointment schedule is a tool for maintaining appointments, vacation and absences. It provides the possibilites of creating and maintaining appointments and of creating the relevant documents regarding the appoingments, such as visit summaries, invitations or notifications.

Overview

  1. Selection of the period that is to be displayed in the schedule. Clicking on the questionmark-icon opens a calendar for date selection.
  2. Name of the user that is currently using the schedule.
  3. Selection of the weekdays that are to be displayed in the schedule. Please note: on initially accessing the appointment schedule none of the days are selected and therefore the schedule isn't displayed.
  4. Selection of the time range per day that will be displayed in the schedule.
  5. In this field the last transaction is logged.
  6. With "Apply" the selections are confirmed and with "Display" the schedule is displayed according to the applied selections.
  1. Opens the vacation view of the schedule. In this view it is possible to both create appointments and absences.
  2. Opens a graphical overview on absences.
  3. Creates an Excelfile containing all appointments.
  4. Creates an Excelfile of a single appointment.
  5. Creates a pdf-file containing all appointments.
  6. Displays extended information on the location of the appointment(s).
  7. Displays extended information on the agenda of the appointment(s).
  8. Displays extended information on the participants of the appointment(s).
  9. Displays extended information on the companies who participate in the appointment(s).
  10. Copies the chart to the clipboard. It can be pasted into an Excel-sheet afterwards.

Creation of a new appointment

Rightclicking into the calendar view opens the contextmenu. It displays the available kinds of appointments. The default appointment-type is displayed bold at the top of the selection.

Companies and persons can be assigned to appointmens by first selecting the appointment and next selecting company and person in the client hierarchy.

The location of the appointment can be changed easily by selecting the appointment for location and next selecting the company, whose address shall be used, in the hierarchy.

  1. Title - the appointment can be renamed as favoured.
  2. Status - the default-status of new appointment is "scheduled". Once the appointment is finished, you could set it to "completed".
  3. Scheduled date and time of the appointment.
  4. Responsible - creator of the appointment. You can assign a different person in appointment-masterdata view.
  5. Company/ Location/ Floor/ room - location where the appointment will take place.
  6. Selection of the appointment-kind.
  7. Selection of the appointment-type.
  8. Follow-up - the creator and the responsible person receive a reminder in MYDAS after X days. This might be useful if there's some extra work to do for the appointment.
  9. ???
  10. An agenda for the appointment can be added optionally.
  11. Participants are entered manually in this view.
  12. Shortcuts forward to the search for other appointments in order to link them to the current one.
  1. Adds a new row to the agenda.
  2. The agenda consists of 3 editable textboxes.
  3. Deletes the row.
  4. Opens the company-selection.
  5. Opens the person-selection.
  6. Removes the company from the participants.
  7. Creates a factsheet for the company.
  8. Removes the person from the participants.
  9. Opens the search for appointments in a pop up.
  10. Linked appointments are displayed in this grid. They can be removed via X-button.

Special Actions

  1. Creates a visit summary.
  2. Sends the appointment via e-mail to the participants.
  3. Exports the appointment data to vCal and attaches it to an e-mail that can be modified and then sent to the participants.
  4. Exports the appointment data to vCal and sends it directly via e-mail to the participants.
  5. The appointment form is sent via e-mail.
  6. Creates a task for the appointment. The record of the task will be displayed in masterdata view of the appointment.
  7. Availablity-check on the participating persons.
  8. Blocks the entire day of the login-user in calendar view and sets its status to "absent".
  9. Exports the appointment to an ics-file that can be downloaded.
  10. Creates a planned / target appointment. Please note: the creator must be assigned to a sales area (which can be done in user-masterdata) because the sales area is mandatory in target appointments.
  11. Reschedules the appointment. A new date needs to be entered immediatly.
  12. Postpones the appointment. The appointment is transferred to a target appointment in the selected month. Depending on status settings it is possible to hide the original appointment.
  13. Save
  14. Refresh
  15. Delete

Visit summary

Email with appointmentdata to participants

  1. Click on the link to open the email-program and automatically add the email-addresses of all participants to the email.
  2. If you click on the email-address of a particular participant, the email-program will be opened and only the selected email-address will be inserted.
  3. Email-address of the person who is responsible for the appointment.
  4. Email-addresses of the participants.
  5. Name of the appointment.
  6. General appointment data.

Email with attached vCal

The email-editor is opened and the email-addresses of all participants are inserted automatically. For further information on the setup of the email-editor, please have a look at the manual Creation of contacts.

  1. Click on the magnifying glass in order to open the search for additional receivers.
  2. The subject of the email contains name, date and time of the appointment.
  3. The email itself contains general information on the appointment.
  4. By default an ics-file of the appointment is attached to the email.
  5. To replace the attached ics-file with a link to the ics-file in MYDAS, you need to click on the paperclip icon which then will turn into an "@"-icon.
  6. You can optionally add a signature which will be displayed at the bottom of the email.

vCal export

The appointment is exported into vCal and directly sent to the participants.

Export of appointment and summary

The appointment summary and an ics-file with the appointment data are directly sent to the participants.

Creation of tasks

The created tasks are visible on the homepage, in MyCRM and in masterdata view of the appointment (CRM Masterdata > Appointment).  

Availability-check

You can run an availability-check on the persons to get an overview on their personal availabilities during the scheduled duration of the appointment.

Blocking of days

This transaction blocks the entire day and tags it as absent in the appointment schedule.

Export of appointment

The appointment is directly exported as calendar-file.

Creation of target appointment

Additionally to the already scheduled appointment you can create a new target appointment with the original appointment's data.

Rescheduling

In rescheduling you can apply a new date, time and duration to the appointment.

Postponing

If the appointment is postponed, a new target appointment in the favored month is created. The original appointment remains unchanged.