How do I create a diary appointment?
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Revision as of 13:18, 11 October 2021 by Katy Kitchen (talk | contribs)
Contents
Summary
The following article explains how to create a new diary appointment in Personnel Planning.
More Information
Go to " Personnel Planning Diary Entries".
 | There are two screen views for the diary; [List] and [Summary]. Use the view that suits you best as each has very similar options. |
- Click [Add] or press <F6>.
- At "Person" enter the "Employee" the appointment will be for. You may use <Ctrl+F1> to search for their employee code. If they are a new employee they must have first been added to the system - see How do I set up a new user?.
- Enter the "Date" for the appointment. You may use the dropdown to select a date from the calendar.
- Enter the "Start time" and "End time" for the appointment.
- If the appointment relates to a customer, select 'S' from the "Account" drop down, or 'P' if it relates to a supplier.
- In the "Account" field, enter the account code or search for the customer or supplier.
| You may also add a new account at this stage by clicking [Add] when in the search screen. See Creating a new customer or supplier. |
- If the diary appointment is for a prospective customer, enter the prospect number in the 'Prospect' field. You must have Sales Prospecting enabled for this option to be available.
- Enter the appointment "Type" e.g. 'HOL' for holiday.
- Enter any notes relevant to the appointment in the "Notes" field. You may continue into the [Notes] tab if you need more room to record information.
- Enter the appointment "Status" e.g. 'CON' for Confirmed or 'PRO' for Provisional.
| If this appointment is a regular diary entry, or spans a specific period of time such as a holiday for an employee, you may wish to use the option to create a repeated appointment. |
Repeated Appointments
You may repeat an appointment as you are creating it. For example; when entering an employee holiday you may wish to repeat the appointment for the entire holiday period to save you having to create each day as a separate entry.
- Click [Repeating].
- Tick "Appointment repeats?".
- Specify how often this "Repeats", the "Occurance" and the days to apply it to.
- Specify the date range for the appointment e.g. a single week for a holiday or a 12 month period if you are creating an entry to appear on the first Monday of every month.
| Check your settings before clicking [Done]. Once the appointments are generated you will have to manually amend or delete each one if you create appointments in error! |
- Once the entry is ready to save click [Done] and [Accept].
| If you forget to enter the repeating details see this article. |
Editing an appointment
If you need to amend an appointment go to " Personnel Planning Diary Entries".
- Find the appointment that you want to amend using the [Advanced] search options e.g. search on a date range, employee, account etc.
- Click {{Button|Edit}] on the appointment to amend and make your change.
- Click [Done] and {{Button|Accept}] the changes.
Deleting an appointment
Follow the steps for editing an appointment but click [Remove] to delete the entry. Please note: This will not delete a series of appointments.
See also
- How do I share an appointment?
- How do I repeat an appointment?
- How do I make a private appointment?
- How do I set an employee's working hours?
- How do I set up appointment types?
- How do I set up an appointment status?
