The Scheduling Feature is designed to streamline team coordination. This enhancement allows multiple calendars to be displayed together, providing a unified view of commitments across the entire team. With improved visibility and organization, scheduling meetings and managing deadlines has never been more efficient.
Table of Contents
- Scheduling Overview
- Viewing Calendars
- Adding Events
- Linking Estimates or Orders
- Record Shortcuts
- Related Articles
To access the Scheduling Feature, navigate to Sales / Scheduling.
Scheduling Overview
a. From this menu, you can select which calendars you would like to view in the Scheduling Feature by selecting or deselecting the checkboxes.
b. Clicking the Green Plus button allows you to add an event.
c. The arrows adjust the schedule forward or backward. The amount of time the view shifts depends on the option you’ve selected on the right (month, week, day, etc.)
d. This button resets the view to the current day.
e. Here you can select how the calendar is displayed, with options for month, week, day, or list views.
Viewing Calendars
Viewing calendars in the Scheduling Feature is quick and simple. These can be adjusted at any time.
Note: After a calendar is checked, you can add events from either the Scheduling Feature, or from My Profile / Calendars. Events added in either location will sync and display in both.
1. Click on the Calendars icon.
2. Select which calendars you would like to view from this feature.
Adding Events
You can create an event directly from the Scheduling Feature, making it easy to keep your schedule up to date.
Note: Events added here will also be reflected on the Calendar they are associated to.
Note: You can edit events at any time by clicking on the event.
1. Click the Green Plus button.
2. Enter in the necessary Details.
a. Give this event a short, recognizable name.
b. Use the dropdown to select which Calendar this event belongs on.
c. Use the dropdown to select a Category.
Note: Categories can be managed in Settings / System / Calendar Categories. For more information on Calendar Categories, please see Calendars Overview.
d. Use the dropdown menus to populate the dates and times for the event, including whether this is an all day event and if it repeats in the future.
e. Provide an address, if applicable.
f. Provide a short description, if desired.
3. Click on Add Linked Record to link an Estimate or Order to this event.
Note: See below for more details or click Linking Estimates or Orders.
4. Quick Custom Fields will show here. For more information on creating Custom Fields, please see Custom Fields.
5. Select either Save & Continue or Save & Close.
Note: Clicking Save & Continue will give you further options. For more information, see the example below.
Example:
a. Statuses can be managed in Settings / Workflow / Statuses / Calendar Events. Statuses added there will populate in this dropdown.
b. Substatuses can be managed in Settings / Workflow / Substatuses. Substatuses must be linked to a Status in order to populate in this dropdown. For more information on this process, please see Statuses Overview.
Linking Estimates or Orders
Linking Estimates or Orders to an event is quick and easy, allowing you to see important details directly on the schedule.
1. In the Event Details tab, click Add Linked Record.
2. Use the dropdown to select the Estimate or Order.
Note: Utilize the Search Field to quickly find the necessary Estimate or Order.
3. Click Save.
4. Select Save & Continue or Save & Close.
Note: Save & Continue will give you the option to add a Status and/or Substatus to this event. See example above.
Record Shortcuts
The Record Shortcuts feature provides a quick and convenient way to create calendar events. When used, it automatically links the event and the selected record, allowing you to schedule follow-ups, reminders, or tasks without leaving the page.
Overview
a. The Record Shortcuts menu is located to the left of the scheduling calendar and can be accessed by clicking the expansion arrow.
b. This dropdown allows you to select between open Orders or Estimates.
c. This dropdown allows you to select between Statuses.
d. When on, this filter includes full Order level records.
e. When on, this filter includes Line Item level records.
f. When on, this filter includes Destination level records.
Note: Corresponding icons appear on the record to indicate which level it represents.
g. When selected, this filters out those records already linked to an event.
h. Use the Search field to quickly find a particular record.
i. Records are grouped by Company. This alternates between ascending and descending order.
j. This icon allows you to grab and move the record.
k. This icon shows the level or type of the record.
Using Record Shortcuts to Add Event
1. Click on the Move icon.
2. Drag record to the calendar and drop it on the appropriate day or time.
Note: When an event is dragged onto the Full Calendar view, it defaults to an all-day event. When placed on the Week or Day View, it defaults to a one-hour event at the selected time.
3. Add Event Details.
4. Click Save& Continue or Save & Close.
Note: For more information on Event Details and saving options, please see Adding Events above.
Note: After saving, an icon will appear on the record indicating that this record is linked to an event.
