Setting up the appointments system

This section takes you through the appointments system configuration.

Set up Organisation

• Select Config > Organisations

Ensure the organisation has a valid Default Postcode.

Configure the Zones required

1. Select Config > Scheduling > Zones > Zone set up

2. Select a Zone Division - Area, District, Sector.

Set up Customers

1. Select Config > Database > Tables > Customers > Column Sets

2. Add the following from the Available columns:

   •  Geocoding status

   •  Zone

 Geocode Addresses

1. Select Config > Scheduling > Geocode Addresses

2. Summarise Geocoding Status will display the totals for validated addresses.

3. Select Geocode Addresses to begin the workflow.

4. Check the summary status for any partial or invalid postcodes.

   

5. Filter the customer screen on Geocoding status field for Invalid or Partial statuses.

Define Zones

1. Select Config > Planning > Zones.

2. Click on Add Zone.

3. Enter the following information:

   • Name - name of the zone

   • Partial Postcodes - enter a list of partial postcodes, e.g. for Area it will be the first 2 characters of the postcode, CB, IP

     

Assign Zones to Customers

1. Go to Zone Setup and select Assign Zones.

2. The current zone summary is displayed.

3. Select Assign Zones to begin the workflow.

   Assign Zones can only be accessed by TM staff. Please contact Support in case you need to run it.

Set up Skills

1. Select Config > Core Data > Skills.

2. Select Add Skill.

3. Enter the name of the skill (e.g. Carpentry) and select Save and Exit or Save and Add Another.
   

Set up Booking Types

1. Select Config > Master Data > Booking Types.

2. Select Add Booking Type.

3. Enter the following details:

   • Name - The name of the booking type e.g. Carpentry and Plumbing.

   • Default Duration - The default duration in minutes e.g. 60.

4. Select Save and Exit.

5. Select the newly created Booking Type.

6. Under the Rules section enter the following:

   • Skill - Select the skill required.

   • Validation Mode - Select whether the skill is Mandatory or Preferred.

7.  Select Add Rule, repeat the process to add multiple rules.

Set up Resources

1. Select Resources.

2. Select a Resource.

3. Select the Planning tab.

4. Enter a valid Start Postcode (This is validated when leaving the field), select Save Changes.

5. Under the Skills section enter the following:

   • Skill - Select the skill required

   • Select Add Skill, repeat the process to add multiple skills.

6. Select the Zones tab. There are two sections on this screen:

   • Preferred Zones - This lists the zones that the resource is preferred to work in.

   • Allowed Zones- This lists the zones that the resource is allowed to work in.

7. Selecting a preferred zone automatically selects the allowed zone, but not vice-versa.

8. Select an organisation - zone from either section.

9. Select Save Changes.

Build Travel Time Matrix

1. Select Config > Planning > Build Travel Time Matrix.

2. Select Build Travel Time Matrix to run the workflow.

   This travel matrix is a simple x/y travel time matrix used for testing. A detailed travel matrix for a given client is provided separately by Totalmobile.