Scheduling an Appointment

Description

Learn how to schedule appointments with others using Global Office

Before you can schedule appointments, staff members must have their Availability set up.

Action

1) Choose the time you wish to start the appointment on your schedule by clicking the start time

2) A pop-up window will appear

3) Select Action Type drop-down, change to [Appointment, To Do, Call]

4)  Title the appointment.

5) Select User Type drop-down, change to [Customer, Contact, Vendor]

             Customer: Customers uploaded in Global Office Software

             Contact: Internal employees

             Vendor: Vendors uploaded in Global Office Software

6a) If Contact drop down, change to [contacts name]

   1) Click people icon to search for a contact

   2) Click star icon to add a new contact

6b) If Customer drop down, change to [contacts name]

   1) Begin typing customer name or company name

   2) Click on name of customer name or company name

6c) If Vendor drop down, change to [contacts name]

   1) Begin typing vendor name

   2) Click on name of vendor name

7) Select Employee(s)

    To select multiple employees, hold down Control and click 

8) To send a reminder of an appointment as an E-mail Notification, click the check box beside [Staff, Customers] 

9) If the appointment is Recurring, change the drop down from [No] to [Yes]

10) The Date must have a start date.

   10a) If the appointment is recurring, enter an end date.

   10b) Frequency must be changed to [Daily, Weekly, Monthly, Yearly, Bi-Monthly]

11) Start Time of the appointment may be change under the drop down in increments of 15 minutes

12) Duration of the appointment may be changed under the drop down in increments of 15 minutes

13) To Alert those attached to the appointment, select the drop down time that you would like to notify those attached.

14) To E-mail a Customer Reminder to those attached to the appointment, select the drop down time that you would like to automatically send an e-mail reminder.

15) To add notes to the appointment, click the text box to the right of Memo and type away.

16) Change the appointment color by clicking the color wheel.

17) If you would not like others to see the title of the appointment, change the Private drop down to [Yes].

18) If an appointment is not yet confirmed, switch the Status of the appointment to [Tentative]. You can set the system to have the employees joining the meeting to accept the appointment scheduled.

19) To finalize the appointment and set in your calendar, click Save at the bottom of the window.