Pro Schedule Tutorial
Running Pro Schedule
When Pro Schedule is first started a login dialog will appear if security has been enabled. If you haven't already, contact your administrator for your username and password. After that, the Tip Of The Day screen will appear. Click OK to show the main screen. The main screen will look something like this:
Setting up your data
The first step in using Pro Schedule is to enter your schedule data into the program. Your data will include information about your people, rooms and clients. The Data Manager screen allows viewing and editing of all Pro Schedule data. Open the Data Manager by choosing Tools | Data Manager from the main screen menu.
Note that if security has been enabled, you must first login as Administrator or as Superuser if the Superuser data access option has been set. The Data Manager will look something like this:
When you first use the program there should be some sample data. Once you have finished experimenting with this data you should erase it and enter your own data. To delete all the records in the current table choose Records | Delete All Records from the menu.
Entering People Data
An important first step in using Pro Schedule is to enter your people into the program. First make sure you are in the Detail table of the Data Manager. The Detail tab shows a list of tables on left side. In the radio group to the left, select People. This will cause the People table data to be displayed in the grid to the right. Enter information about your people in this grid. Repeat this step for your clients, topics and categories, if any. The Pro Schedule database contains sample data, so you'll probably want to delete it first.
Entering People
Let us start by adding a person. To add an person click on the People tab in the Data Manager. The People tab will look like this:
If the fields are not blank as in the above picture. Press the add button to add a new record. The add button is the red circular button at the top with the + sign in it. Then type in the person's data into the fields. In the example below, we added the person Dr Payne.
The Person field must be a unique ID for the person. The Person field links to the Person field in the Bookings table. All other fields are optional. The Category field links to the Category field in the Categories table. It is used to group similar people together. The E-mail field is an email addresses for the person. If the Notify Person On Change option is set, whenever an appointment is changed or deleted, a notice will be emailed to the email address listed in the CC appointment field. The Color field indicates which color appointments for this person will have.
Entering Clients
Now let us add a new contact, Alice Quinn. Click on the Contacts tab. The Contacts tab will look like this.
If the fields are not blank as in the above picture. Press the add button to add a new record. The add button is the red circular button at the top with the + sign in it. Then type in the contact data into the fields. In the example below, we added Jim Corba as a contact.
This table lists all the default appointment contacts. The names listed in this table will show up in the Client pull-down list in the Add Appointment screen. When the Client field in the Add Appointment screen is double clicked, the contact's email address will be queried from this table in order to e-mail the appointment contact. The email address from this table will show up in the CC pop-up in the Add Appointment screen.
Entering Categories
The Categories tab lists all the people categories. The names listed in this table 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.
Entering Status
The Appointment Status tab lists appointment status codes that will show up in the appointment status pull-down list in the Add Appointment screen.
Entering Topics
The Appointment Topics tab lists all the appointment topics that will show up in the appointment topic pull-down list for the Add Meeting screen. The Color field indicates which color appointments for this person will have.
Other Data
The remaining data tabs are used by the software itself and normally will not need to be edited. See the Pro Schedule Tables section of the help file for detailed information on these and other tables.