Contents
Pro Schedule is an easy to use single or multi-user appointment scheduling system. Pro Schedule is ideal for doctors, dentists, nurses, lawyers veterinarians or any other professionals who are often scheduling appointments. Pro Schedule can be used in clinics, hospitals, beauty salons, office buildings or anywhere else requiring personnel appointment scheduling.
Installing Pro Schedule
Getting Started
Using Pro Schedule
Configuring Pro Schedule
Multi-Language Support
Frequently Asked Questions
Feedback and Technical Support
Purchase Information
License Information
Other CyberMatrix Software
For up to date news on Pro Schedule visit the CyberMatrix home page:
http://www.cybermatrix.com
© 2000 - 2006 CyberMatrix Corporation, Inc. All rights reserved.
Getting started
Entering your data
When Pro Schedule is first started and security has been enabled a login dialog will appear. If you haven't already, contact your administrator for your username and password. See also: Security overview. After that the Tips dialog will appear and after that the main screen.
Entering your data
The first step in using Pro Schedule is to setup your personnel data. Data is entered via the Data Manager. See the Data Manager section for details on how to use it.
If you are using Pro Schedule Enterprise, there is no Data Manager. The data will have to be entered in the control center of your back-end database system. Alternatively, data can be entered using the forms listed on the Tools menu of the main form.
Here are links that explain some common tasks:
Adding a New Appointment
Deleting an Existing Appointment
Editing an Existing Appointment
See the Using Pro Schedule section for the full details on using Pro Schedule.
Using Pro Schedule
Getting to know the main screen
Adding a new appointment
Deleting an existing appointment
Editing an existing appointment
Copying an appointment
Viewing a person's details
Changing the schedule view
Appointment reports
Schedule report
Security
Searching for available people at given time
Searching for appointments
Searching for the next available time slot
Searching for an available time period
Resolving appointment conflicts
Pro Schedule data
Getting to know the main screen
On running the program, the following screen will appear.
The main screen consists of a menu and various visual controls.
The visual controls
The visual controls consist of a toolbar and the scheduler grid. The scheduler grid shows a list of times and any appointments that are scheduled for those times. The toolbar has two parts. The top part consists of several buttons. These buttons perform essential functions of the Pro Schedule program. These essential functions can also be found on the menu.
The bottom part of the toolbar contains three filter fields: Person, Date and Category. Click the down arrow to the right to show a list of available people. Upon selecting a different person, the schedule will update to show all appointments for that person on the listed day. Selecting the Find Available option in the Person pull-down will allow your to search for all people available at the time you choose. See also: Searching for available people at given time
The Date filter changes the appointment booking date. Click the down arrow to the right to bring up a small calendar. Upon selecting a different date, the schedule will update to show all appointments on the selected date for the listed person. The Category filter changes the current person category. When a category is selected only appointments of people belonging to the selected category will be shown.
The menu
The Pro Schedule main menu has five sections: File, Appointments, Search, View, Tools and Help.
The File Menu
The File menu contains these functions:
Language - Brings up a sub-menu containing all available language files. Selecting a new language will cause all text in the software to be translated into the new language.
Login - Allows you to login as Administrator or another user. If security is not enabled the Login and Logout menu items are grayed out. If the Force Login setting has been set this menu item will always be grayed out. Users must log out before they can log in as another user. See also: Security overview
Logout - Logs the current user out. If the Force Login setting has been set users must log out before they can log in as another user.
Change Password - Brings up the change password dialog that allows you to change your log in password.
Exit - Closes the program.
The Appointments Menu
The Appointments menu contains these functions:
Add Appointment - Brings up the Add Appointment screen where a start and end time for the new appointment must be entered. See also: Adding a new appointment
Delete Appointment - Deletes the selected (colored light yellow) appointment. If security has been enabled, only an Administrator or the person who first entered the appointment can delete appointments. See also: Deleting an existing appointment, Security overview
Edit Appointment - Allows selected appointment to be edited. See also: Editing an existing appointment
View Appointment - Brings up the View Appointment Screen, allowing all appointment details to be seen.
Copy Appointment - Brings up the Add Appointment Screen with a copy of the selected appointment. See also: Copying an appointment
Book for Whole Day - Attempts to book the current resource for the whole day.
Refresh Schedule - Refreshes the meeting scheduler grid with the most recent data in the database.
Set Other Filters - Allows schedule view to be filtered by Topic, Notes, Client, Status or who the appointment was Booked by.
The Search Menu
The Search menu contains these functions:
Find Existing Appointment - Brings up the Find Appointment screen allowing you to search for appointments by resource, date, topic or notes. See also: Searching for appointments
Find Next Appointment - Finds the next appointment matching the current search criteria.
Find Time Slot - Finds the next available time slot for the current person starting on the current day. In the dialog box enter the time slot interval in the following format hh:mm. For example, to find the next available three-hour time slot enter 3:00. See also: Searching for the next available time slot
Find Next Time Slot - Find the next available time slot.
Find Available Time - Find the next available sequence of days for the current person starting on the current day. In the dialog box enter the number of days in the period. For example, to find the next available three-day time period enter 3. See also: Searching for an available time period
Find Next Available Time - Finds the next available time slot.
The View Menu
The View menu contains these functions:
Data Manager - Brings up the Data Manager screen that is used to administer the raw data used in Pro Schedule. See also: Data Manager
Configuration - Brings up the Configuration screen that allows global configuration settings to be changed.
Week at a Glance - Changes the schedule view to show all the week's appointments for the selected person.
Weekdays at a Glance - Changes the schedule view to show all the week's weekday appointments for the selected person.
People at a Glance - Changes the schedule view to show the appointments of all people on the selected day.
People this Week - Changes the schedule view to show the appointments of all people for the current week.
Rooms at a Glance - Changes the schedule view to show the appointments in all rooms of the selected person on the selected day. Set the person filter to blank to see room appointments for all people.
Clients at a Glance - Changes the schedule view to show the appointments with all clients of the selected person on the selected day. Set the person filter to blank to see client appointments for all people.
Month at a Glance - Changes the schedule view to show all appointments of the selected person in the selected month.
People this Month - Changes the schedule view to show all appointments of all people in the selected month.
Today - Changes the schedule view to show today's appointments for the selected person.
Next Date - Increments the schedule date depending on the view. In single view the date is changed to the next date, in week view the date is changed to the next week and in month view the date is changed to the next month.
Previous Date - Decrements the schedule date depending on the view.
Appointment Reports - Brings up the Appointment Reports screen that allows the printing of reports. See Also: Appointment reports
Print Schedule Report - Sends the current schedule to the chosen printer. For Monthly, reports an HTML schedule report is shown.
Schedule HTML Report - Shows the current schedule in HTML format.
Personal Details - Shows details about the currently selected room or resource. Details include resource description, capacity and equipment usually found in the room. See Also: Viewing personal details
To Do List - Shows a To Do list of items for the current person. Double click an item to edit it. See Also: To Do entry screen
The Tools Menu
The Tools menu contains these functions:
Manage Categories - Brings up the Manage Categories screen, where categories can be added or edited. See also: Managing Categories.
Manage Clients - Brings up the Manage Clients screen, where clients can be added or edited. See also: Managing Clients.
Manage Holidays - Brings up the Manage Holidays screen, where holidays can be added or edited. See also: Managing Holidays.
Manage Items - Brings up the Manage Items screen, where expense items can be added or edited. See also: Managing Items.
Manage Locations - Brings up the Manage Locations screen, where locations can be added or edited. See also: Managing Locations.
Manage PAAG - Brings up the Manage People At A Glance screen, where people for the People At A Glance view can be added or edited. See also: Managing People At A Glance, Schedule Options.
Manage People - Brings up the Manage People screen, where people can be added or edited. See also: Managing People.
Manage People Unavailable - Brings up the Manage People Unavailable screen, where person availability records can be added or edited. See also: Managing People Unavailable.
Manage Rooms - Brings up the Manage Rooms, where rooms can be added or edited. See also: Managing Rooms.
Manage Security - Brings up the Manage Security screen, where user names and passwords can be added or edited. See also: Managing Security.
Manage Status - Brings up the Manage Status screen, where booking status records can be added or edited. See also: Managing Status.
Manage Topics - Brings up the Manage Topics screen, where booking topics can be added or edited. See also: Managing Topics.
Import Clients from Outlook - Imports any new client contacts from Microsoft Outlook. See also: Import Client Contacts from Outlook
Synchronize with Outlook - Synchronizes the Pro Schedule calendar with the Microsoft Outlook calendar. See also: Synchronizing with Outlook
Adding a new appointment
See also: Getting to know the Add Appointment screen
Before adding a new appointment, select the date and person or group.
There are two ways to add a new appointment.
The simplest way to add a new appointment is through mouse dragging. Click the cell in the scheduler corresponding to the appointment start time. Without releasing the mouse button, drag the mouse pointer to the cell corresponding to the appointment end time. When the mouse button is released the Add Appointment screen will pop up.
Using this method, the appointment start and end time are added automatically.
The second way to add a new appointment is to click on the Add Appointment button.
This will cause the Add Appointment screen to pop up where the appointment start and end time will have to be entered manually.
Getting to know the Add Appointment screen
When adding a new appointment the following screen will appear.
Depending on how you add a new appointment, the appointment start and end time may not have been automatically filled in for you. If this is the case, you will have to populate these fields before adding the appointment.
The Person, Date, From and To fields must be filled in to add an appointment. All other fields are optional.
The Person pull-down list changes the current person. Click the down arrow to the left to show a list of available people. Click the magnifying glass icon to see details about the selected person. See also: Viewing personal details
The Date field indicates on what date the appointment will start.
The From field indicates the time that the appointment will begin. Press the + and - buttons to the right of the From field to make the appointment start earlier or later.
The To field indicates the time that the appointment will end. Press the + and - buttons to the right of the To field to make the appointment end earlier or later.
The Topic field describes the appointment purpose.
The Notes field is for entering any additional notes about the appointment.
The Client field indicates to which client the appointment pertains. Click the information icon to see details about the selected person. See also Client Detail Screen
The Room field indicates in which room the appointment will take place. Note that no two appointments can take place in the same room at the same time.
The Status field indicates the current status of the appointment.
The Color field indicates what color the appointment will have when viewed in the scheduler. Note that the color Black is not used. So keep the color as Black if you don't want the appointment to have a color.
The CC field is for entering a list of e-mail contacts separated by spaces that will be sent appointment change notices.
The Items field shows any items needed for the appointment. Click the information icon on the right to bring up an Item selector window. Select an item by clicking on it. To select multiple items hold down the Ctrl key when clicking an item. To deselect all items right click anywhere on the white area and choose Unselect all from the pop-up menu.
The Invoice field is only used for billing purposes. This field is only seen when using the advanced payment option.
The Referred By field is only seen when using the simple payment option.
The Cost field indicates the cost of the appointment. This field is only seen when using the simple payment option.
The Paid field indicates whether this appointment has been paid for yet. This field is only seen when using the simple payment option.
The Booked by field indicates the login ID of the person who booked the resource.
Tool Buttons
On the right side of the Add Appointment screen are several buttons. These buttons are described below.
Search
Shows all available resources for the given time period. Useful if you need to book a resource at a particular date and time but do not care which room the appointment will take place in you can search for available rooms. See also: Searching for available people at given time
E-Mail
Brings up an e-mail window with a default message addressed to the contact for the current meeting. See also: E-mail window
To Do
Brings up a To Do item screen for the current meeting. This button is only seen when editing an existing appointment. See also: To Do entry screen
Invoice
Shows an invoice report for the current appointment. This button is only seen when editing an existing appointment and when using the advanced payment option.
Payment
Shows the Invoice Payments screen that allows you to indicate whether the invoice has been paid and when. When the invoice payment status is toggled, any client deposit will be deducted the amount of the invoice. This button is only seen when editing an existing appointment and when using the advanced payment option.
Save
Saves the appointment and exits back to the resource scheduler window.
Cancel
Cancels the appointment and exits back to the resource scheduler window.
Appointment Frequency
When adding a new appointment it is possible to book the resource at a certain recurring frequency.
People can be booked with the following frequencies:
One Time
The person will be booked only on the entered date.
Daily
Selecting the first option, the person will be booked every weekday.
Selecting the second option, the person will be booked every day of the week.
Weekly
Selecting this option, the person will be booked every x weeks. For example, to have your appointment recur every 2 weeks on the same day you would enter a 2 in the edit box.
Monthly
Selecting the first option will cause your appointment to recur every x months. Therefore, to book a person on the same day of the week every quarter, you would enter a 4 in the edit box.
Selecting the second option allows for complex monthly scheduling. People can be booked on every First, Second, Third, Fourth or Last weekday of every x months.
End Date
All recurring events may be halted by selecting an "Until" date. This date specifies the last date that appointments will take place for the recurring event. If this date is left blank, the default end date of 2100/01/01 will be used.
Adding the New Appointment
When all the appointment information has been added, press the OK button to save the appointment and exit back to the scheduler.
Pressing the Cancel button will exit back to the appointment scheduler without saving the appointment.
E-mail Capabilities
If the Notify on Person Change option has been enabled, whenever an appointment is added, deleted or modified, the person the appointment is for will be notified by e-mail. E-mail may also be sent by pressing the E-Mail button. In either case the e-mail window will appear.
Note that for this e-mail notification feature to work correctly you must populate the e-mail fields in the People table. Otherwise when the e-mail window appears the e-mail address in the To field will have to be manually entered.
Viewing personal details
To view details about the currently selected person choose View, Personal Details from the main menu.
The following screen will then pop up:
The Person pull-down list allows you to view details for another person.
The Title field shows the person's title or description.
The Phone field shows the person's phone number.
The Cell field shows the person's cell phone number.
The Pager field shows the person's pager number.
To Do entry screen
The To Do entry screen allows you to edit or view a to do item. To view a To Do item click the To Do button in the Add Appointment screen or choose View | To Do List from the main menu and then double click a To Do item.
The following screen will then pop up:
Managing Categories
To manage categories choose Tools | Manage Categories from the main screen menu. The following screen will appear:
This screen will allow you to view information on each category. You can also use this form to add or edit category information. To view information on a category, select the category from the category pull-down list. To edit information on the currently listed category press the Edit button. The fields will now allow changes to them and the Save button will become enabled. After making your changes press the Save button. To add a new category, press the New button. All the fields will become blank allowing you to enter new information. When you are finished entering information press the Save button to add the new category. To delete the current category click the Delete button.
The categories listed here will show up in the Category pull-down list on the main scheduler screen. When a category from this table is chosen from this pull-down list, only the appointments of people belonging to this category will be shown.
Fields Explained
The Category field must be a unique ID for the category. The Description field is a descriptive name for the category. The Color field indicates which color appointments with people in this category will have.
Managing Clients
To manage clients choose Tools | Manage Clients from the main screen menu. The following screen will appear:
This screen will allow you to view information on each client. You can also use this form to add or edit client information. To view information on a client, select the client from the client pull-down list. To edit information on the currently listed client press the Edit button. The fields will now allow changes to them and the Save button will become enabled. After making your changes press the Save button. To add a new client, press the New button. All the fields will become blank allowing you to enter new information. When you are finished entering information press the Save button to add the new client. To delete the current client click the Delete button.
The names listed here will show up in the Client pull-down list in the Add Appointment screen.
Fields Explained
The Client field is a unique identifier for the client. Every different client must have it's own unique ID. The Color field indicates which color appointments with this client will have.
Managing Holidays
To manage holidays choose Tools | Manage Holidays from the main screen menu. The following screen will appear:
This screen will allow you to view information on each holiday. You can also use this form to add or edit holiday information. To view information on a holiday, select the holiday from the holiday pull-down list. To edit information on the currently listed holiday press the Edit button. The fields will now allow changes to them and the Save button will become enabled. After making your changes press the Save button. To add a new holiday, press the New button. All the fields will become blank allowing you to enter new information. When you are finished entering information press the Save button to add the new client. To delete the current holiday click the Delete button.
Managing Items
To manage items choose Tools | Manage Items from the main screen menu. The following screen will appear:
This screen will allow you to view information on each item. You can also use this form to add or edit item information. To view information on an item, select the item from the Item pull-down list. To edit information on the currently listed item press the Edit button. The fields will now allow changes to them and the Save button will become enabled. After making your changes press the Save button. To add a new item, press the New button. All the fields will become blank allowing you to enter new information. When you are finished entering information press the Save button to add the new item. To delete the current item click the Delete button.
The items listed here will show up in the Item selector list in the Add Appointment screen.
Fields Explained
The Item field is a unique identifier for the item. Every different item must have it's own unique ID. The duration field indicates how long using this item in an appointment will take.
Managing Locations
To manage locations choose Tools | Manage Locations from the main screen menu. The following screen will appear:
This screen will allow you to view information on each location. You can also use this form to add or edit location information. To view information on a location, select the location from the Location pull-down list. To edit information on the currently listed location press the Edit button. The fields will now allow changes to them and the Save button will become enabled. After making your changes press the Save button. To add a new location, press the New button. All the fields will become blank allowing you to enter new information. When you are finished entering information press the Save button to add the new location. To delete the current location click the Delete button.
Fields Explained
The Location field is a unique identifier for the location. Every different location must have it's own unique ID. The Color field indicates which color appointments with people in this location will have.
Managing People At A Glance
To manage the people seen when in the people at a glance view choose Tools | Manage PAAG from the main screen menu. The following screen will appear:
This screen will allow you to view the people seen when in the people at a glance. You can also use this form to add or remove people from the people at a glance view. To add a person to the people at a glance view select the person in the Available box on the left. Then click the move right button, the button with the right pointing arrow. To make all people show in the people at a glance view click the move all right button, the button with the two right pointing arrows. To remove a person from the people at a glance view select the person in the PAAG box on the right and press the move left button.
Managing People Unavailable
To manage person availability choose Tools | Manage People Unavailable from the main screen menu. The following screen will appear:
This screen will allow you to view days, times and day ranges people are unavailable. You can also use this form to add or edit person availability information. To view the availability records for a person, select the person from the Person pull-down list. All the availability records for the person will appear in the grid at the bottom of the screen. Double click a record to show its details in the fields. To edit information on the currently listed availability record press the Edit button. The fields will now allow changes to them and the Save button will become enabled. After making your changes press the Save button. To add a new availability record for the current person, press the New button. All the fields will become blank allowing you to enter new information. When you are finished entering information press the Save button to add the new record. To delete the current record click the Delete button.
Fields Explained
The Day field indicates the day the person is not available. Sunday is 1, Monday is 2, ... and Saturday is 7. To make a person unavailable all day long just enter a value for the Day field and leave the From and To fields blank. To make a person unavailable for a time period every day, leave the Day field blank and enter values for the TimeFrom and TimeTo fields. To make a person unavailable for a range of days, leave the Day, TimeFrom and TimeTo fields blank and enter date values in the DateFrom and DateTo fields.
Managing People
To manage people choose Tools | Manage People from the main screen menu. The following screen will appear:
This screen will allow you to view information on each person. You can also use this form to add or edit person information. To view information on a person, select the person from the Person pull-down list. To edit information on the currently listed person press the Edit button. The fields will now allow changes to them and the Save button will become enabled. After making your changes press the Save button. To add a new person, press the New button. All the fields will become blank allowing you to enter new information. When you are finished entering information press the Save button to add the new person. To delete the current person click the Delete button.
The people listed here will show up in the Person pull-down list on the main scheduler screen. When a person from this table is chosen from this pull-down list, only the appointments of these people will be shown.
Fields Explained
The Person field must be a unique ID for the person. The Title field is a description of the person. The Rate field indicates how much it costs per hour to have an appointment with this person. The Location field indicates at which location or office the person can be found at. The Login ID field is used to assign a security login to the person. The Duration field indicates how long in minutes appointments with this person normally take. When a number is entered in the Duration field, on adding an appointment the end time will automatically be calculated based on the start time and the duration.
Managing Rooms
To manage rooms choose Tools | Manage Rooms from the main screen menu. The following screen will appear:
This screen will allow you to view information on each room. You can also use this form to add or edit room information. To view information on a room, select the room from the room pull-down list. To edit information on the currently listed room press the Edit button. The fields will now allow changes to them and the Save button will become enabled. After making your changes press the Save button. To add a new room, press the New button. All the fields will become blank allowing you to enter new information. When you are finished entering information press the Save button to add the new room. To delete the current room click the Delete button.
The rooms listed here will show up in the Room pull-down list on the Add Appointment screen.
Fields Explained
The Room field must be a unique ID for the room. The Description field is a descriptive name for the room. The Capacity field indicates how many people the particular room can accommodate. The Equipment field contains a list of equipment normally found in this room. Separate each piece of equipment with a comma. The cost field indicates how much it costs to use the room. The Location field indicates at which location or office the room can be found at. The Color field indicates which color appointments with people in this room will have.
Managing Security
To manage user names and passwords choose Tools | Manage Security from the main screen menu. The following screen will appear:
This screen will allow you to view information on each security user name. You can also use this form to add or edit user name information. To view information on a user name, select the login ID from the Login ID pull-down list. To edit information on the currently listed user name press the Edit button. The fields will now allow changes to them and the Save button will become enabled. After making your changes press the Save button. To add a new user name, press the New button. All the fields will become blank allowing you to enter new information. When you are finished entering information press the Save button to add the new user name. To delete the current user name click the Delete button.
The user names listed here will show up in the Login ID pull-down list on the security login dialog.
Fields Explained
The Level field indicates which security level the user has. The Level field can be A for administrator, S for superuser and U or blank for user.
See also: Security Overview
Managing Status
To manage appointment status records choose Tools | Manage Status from the main screen menu. The following screen will appear:
This screen will allow you to view information on each appointment status record. You can also use this form to add or edit status record information. To view information on an appointment status record, select the status from the status pull-down list. To edit information on the currently listed appointment status press the Edit button. The fields will now allow changes to them and the Save button will become enabled. After making your changes press the Save button. To add a new status record, press the New button. All the fields will become blank allowing you to enter new information. When you are finished entering information press the Save button to add the new status record. To delete the current status record click the Delete button.
The status records listed here will show up in the Status pull-down list on the Add Appointment screen.
Fields Explained
The Status field must be a unique ID for the booking status. The Description field is a descriptive name for the booking status. The Color field indicates which color appointments with this status will have. The Rate field indicates how much it costs per hour to have an appointment with this status.
Managing Topics
To manage appointment topic records choose Tools | Manage Topics from the main screen menu. The following screen will appear:
This screen will allow you to view information on each appointment topic. You can also use this form to add or edit topic information. To view information on an appointment topic, select the topic from the topic pull-down list. To edit information on the currently listed appointment topic press the Edit button. The fields will now allow changes to them and the Save button will become enabled. After making your changes press the Save button. To add a new topic, press the New button. All the fields will become blank allowing you to enter new information. When you are finished entering information press the Save button to add the new topic. To delete the current topic click the Delete button.
The topics listed here will show up in the Topic pull-down list on the Add Appointment screen.
Fields Explained
The Topic field must be a unique ID for the appointment topic. The Color field indicates which color appointments with this topic will have. The Duration field indicates how long in minutes appointments with this topic normally take. When a number is entered in the Duration field, on adding an appointment the end time will automatically be calculated based on the start time and the duration.
Import Client Contacts from Outlook
Contacts from Microsoft Outlook can be imported into the Pro Schedule Clients table. To import Outlook contacts choose Tools | Import Clients from Outlook from the main menu. This import will only retrieve new client contacts, that is contacts whose name is not already in the Clients table. If you want these contacts updated from Outlook you will have to delete the clients you want to update from the Clients table. Note that the business contact information will take precedence. If there is no business contact information, the home information will be used.
Synchronizing with Outlook
The Pro Schedule calendar can be synchronized with the Microsoft Outlook calendar. To synchronize Pro Schedule with Outlook choose Tools | Synchronize with Outlook from the main menu.
E-Mail Window
When e-mailing the booker of an appointment or the appointment e-mail contacts, the following screen will appear:
The E-mail screen has several different fields. Below is a description of each field.
E-Mail Address
This is the e-mail address to which the message is directed.
E-Mail Subject
This is the subject of the e-mail.
E-Mail Carbon Copies
E-mail addresses listed here will get copies of the message. The addresses are separated by carriage returns.
E-Mail Blind Carbon Copies
E-mail addresses listed here will get copies of the message but no one will see these recipients listed. The addresses are separated by carriage returns.
E-Mail Body
The body of the message.
E-Mail Status Messages
Indicates the status of the sent e-mail.
E-Mail File Attachment
The optional attached file to send with the e-mail.
Mail
Send the e-mail.
Cancel
Closes this screen.
Client detail screen
The Client Detail Screen is used to show details about the currently selected client. It is also possible to add new clients here too.
On clicking on the magnifying glass icon next to the Client field in the Add Appointment screen, the following screen will pop up.
To view the details for a client simply choose the client from the Client drop-down list. Clicking the OK button will copy the current client to the client field on the Add Appointment screen.
Adding a New Client
To add a new client first press the New Client button. The data fields should all turn blank and the Add Client button will appear. Now enter the new client's details. The most important field is the Client field, which is a unique Client ID for every client. After you have finished entering the new client's data, press the Add Client button. This will save the new client to the database. Note if you have the Show Client Name Not ID option set, the client ID in the Client field will be replaced by the client name.
Editing an existing Client
To edit an existing client select the Edit Client Button. Notice that the Save Client button now appears. Make the desired changes and press the Save Client button to save your changes. Note that you cannot change the text in the Client pull-down list. If you want to change the client ID field you would have to use the Data Manager.
Deleting an existing appointment
To delete an appointment, first click on the appointment you wish to delete. The appointment should turn light yellow. Next right click the mouse and choose Delete from the pop up menu.
If the appointment is a recurring event, the following screen will pop up:
If you choose the first option, only the appointment on the currently selected day will be deleted. All other appointments within the recurring event will remain.
If the second option is selected the entire recurring event will be deleted.
Editing an existing appointment
To edit an appointment, first click on the appointment you wish to edit. The appointment should turn light yellow. Next right click the mouse and choose Edit from the pop up menu. You may also quickly edit appointments by double-clicking the appointment on the schedule grid.
The Edit Appointment screen will then pop up. This screen is very similar to the Add Appointment screen:
Any of the appointment fields may be changed. Click on OK to save the edited appointment or Cancel to discard changes.
Payment Features
The only real difference between the Add Appointment screen and the Edit Appointment screen is the presence of payment related controls. If you are using the default advance payment features, you will notice two new buttons on the Edit Appointment screen: Invoice and Payment. When you press the Invoice button, a new invoice number will be generated if you have not already entered one and an invoice report will be shown. The invoice can be printed or saved to a file from this preview screen. When the customer pays you can press the Payment button and set the Paid checkbox and the Pay Date. Note that the Pay Date will default to 0, which the computer shows as 1899-12-30.
If you have selected the simple payment features option, the edit appointment screen will look like this instead:
With the simple payment feature, all you need to do is enter the cost for the appointment and check the Paid box when your customer has paid.
Appointments can also be edited to a certain extent directly from the schedule. Appointment times can be changed and the entire appointment can moved to other times, days or people. To adjust an appointment's time first click on it to select it. Notice the cursor changes to a four-point cross. Move the mouse cursor to the appointment edge and drag to a new start or end time. To move an appointment just drag the entire appointment to another location on the schedule.
Copying an appointment
The copy appointment feature is ideal if you have several similar appointments that must be entered. You can enter the first appointment and then copy it to different people or different days.
To copy an appointment, first click on the appointment you wish to copy. The appointment should turn red. Next right click the mouse and choose Copy from the pop up menu.
The Copy Appointment screen will then pop up:
Any of the appointment fields may be changed. Click on OK to save the copied appointment or Cancel to discard changes.
Changing the schedule view
The appointment schedule can be viewed in several different ways
Week at a Glance
People at a Glance
People this week
Rooms at a Glance
Clients at a Glance
Month at a Glance
Week at a glance
It is possible to view all the week's appointments for the selected person. The week shown is the week that contains the date in the date pull-down list.
To see a week at a glance choose View, Week at a Glance from the menu. The following screen should appear.
People at a glance
It is possible to view the appointments for all people on the selected day.
To see the appointments of all people at a glance choose View | People at a Glance from the menu. The following screen should appear.
People this week
It is possible to view the appointments for all people in the current week. This view is a combination of the people-at-a-glance and the week-at-a-glance views.
To see the appointments of all people for the current week choose View | People this Week from the menu. The following screen should appear.
Rooms at a Glance
It is possible to view the appointments in all rooms on the selected day.
To see the appointments of all rooms at a glance choose View | Rooms at a Glance from the menu. The following screen should appear.
Clients at a Glance
It is possible to view the appointments of all clients on the selected day.
To see the appointments of all clients at a glance choose View | Clients at a Glance from the menu. The following screen should appear.
Month at a glance
It is possible to view all appointments for the current resource in the current month.
To see a resource's appointments for the month at a glance choose View | Month at a Glance from the menu. The following screen should appear.
Schedule report
To print the current state of the schedule select View | Schedule Report from the main menu.
Searching for available people at given time
If you need to book an appointment on a particular date and time but do no care which person is booked, you can search for available people. To conduct a search, on the main screen in the people pull-down list choose the last option: Find available. Now choose the date and select the start and end time by dragging on the schedule grid. The following screen should appear:
Only people that are available at the selected time and that belong to the selected category will appear in this list.
Click on any of the people in the list box to the left and then click the OK button. This will bring you to the Add Appointment Screen where you can continue filling in the appointment details. You should notice that the person you selected appears in the people pull-down list of the Add Appointment Screen.
Searching for appointments
To find a particular appointment choose Appointments | Find Appointments from the main menu. The following screen will pop up:
Select the person you want to search for from the Person pull-down list. Then select the date range from the From and To date fields. Optionally you can enter a from and to time, a client, topic or note. The From time is the search start time. All appointments between this time and the search end time will be found. The Topic field can contain a appointment topic or part of a topic. All appointments matching with this topic will be found. The Notes field can contain a appointment note or phrase in the notes field. All appointments matching with this phrase will be found.
After clicking the Find button the main scheduler window will appear and move to the first appointment found that matches the search criteria. Choose Appointments | Find Next or F3 to find to the next appointment matching the search criteria.
Searching with wildcards
You can use wildcards when conducting a search. For example, to find records containing "Sean" and "Shaun", enter S%n as the search criteria.
Searching for an available time period
To find the next available time available for the current resource starting on the current day, choose Appointments | Find Available Time Period from the main menu. In the dialog box enter the time to search for. For example, to find the next available period starting at 1:30 PM enter 01:30 PM.
To find the next available time period choose Appointments | Find Next Available Time Period from the main menu.
Searching for the next available time slot
To find the next available time slot for the current person starting on the current day, choose Appointments | Find Available Time Slot from the main menu. In the dialog box enter the time slot interval in the following format hh:mm. For example, to find the next available three-hour time slot enter 3:00.
To find the next available time slot press the Shift + F3 key combination or choose Appointments | Find Next Available Time Slot from the main menu.
Resolving appointment conflicts
Inevitably appointment conflicts will arise. This is especially the case when using recurring events.
A message will be shown when a conflict arises. At the end of the message, information about the conflicting appointment will be displayed. In this example:
the date of the appointment the new appointment conflicts with is shown along with what type of recurring event the appointment is. Here the appointment recurs every weekday.