Resource Appointments
Purpose
The Communications screen is used to enter calendar appointments for the resources needed to run a service booking. byondpro closely monitors the appointment actions and pre-defined rules for appointment lengths and any associated fixed start times (refer also Calendar Rule Setups).
Calendar Actions
Rules can be configured for a range of calendar action types that control staff appointments with families and resource appointments for funeral service bookings. Specific to bookings are:
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Action
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Description
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Associated Business Process
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Chapel Booking
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Subject to individual Calendar Setup rules
Do not allow more than 1 appointment at same date/time, unless the Allow Duplicate checkbox is marked
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Function Booking
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Cremation Booking
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Subject to individual Calendar Setup rules
Multiple appointments can be booked at same date/time
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Burial Booking
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Additional Time
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Is a system-generated appointment designed as a time buffer to allow a resource venue to be emptied and reset before the commencement of the next appointment.
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Create New Appointments
Within a Sales & Booking record, a new appointment can be made using the New Appointment button on the summary screen or on the Communications tab. The system offers to set the appointment date to the Service Date entered on the summary. This would usually apply for the appointment actions described above (select OK) but can be set manually (select cancel and set date/time).
When first created, many information fields may not be available to the appointment record. For example, the burial time needs to be reserved for the service but the new grave location code has not been assigned. byondpro will add this information back on the appointment records as it is added or updated in the bookings screens.
Button Functions
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Button
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Description
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Save
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Creates / updates the appointment
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Cancel
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Closes the screen without change
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Show Campaigns
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Displays marketing campaigns (not relevant in bookings context)
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Field List (only included where relevant to service bookings)
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Field
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Description
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Associated Business Process
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Regarding
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Company
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Look up to company records
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Pre-fills with funeral company from summary
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Person
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Look up to person records linked to company
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(not required)
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Details
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Action
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Selection list of appointment types
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Processing rules dependent on actions above and Calendar Setup rules
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Allow Duplicate Booking
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Checkbox to allow two appointments at the same time, for chapel and function actions
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Details
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Free form text
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(not required)
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Additional Details
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System generated text used in on-screen calendar information displays
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Pre-fills with known values from summary:
funeral company, area & location code, deceased name.
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Comm Status
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Selection list of communication statuses
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Priority
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Selection list of priority types
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Organiser
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Look up for staff member
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Location
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Look up to cemetery location records
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Pre-fills with location code from summary
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Mason Permit
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Look up for Mason Permit ID number
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Sales & Booking ID
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Look up to sales & bookings records
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Pre-fills with the booking ID from summary
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Deceased
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Look up to deceased person records
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Pre-fills with reference person from summary
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Other Deceased
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Look up to deceased person records
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Site
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Lookup to list of cemeteries
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Subject
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System generated text used in on-screen calendar information displays
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Pre-fills with known values from summary:
deceased name & location code
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Scheduling
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Date/Time
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Date and Time of the appointment
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System offers to pre-set to Service Date. Can be over-ridden.
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End Date/Time
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Date and time appointment will finish
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Will be adjusted to fit Calendar Setup rules for the corresponding action
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Verify Time
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Function button that checks appointment actions and times against corresponding rules
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Will move appointment start time to next closest fixed start.
Will move appointment finish to calculated length.
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View Standard Chapel Times
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List of Standard Chapel times for bookings
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Reminder
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Selection list of reminder times prior to event
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Send Reminder Message
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Checkbox to send reminder message of upcoming event
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Team
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Selection list of staff/resource teams
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Pre-sets to team associated with action type.
Chapels/Functions, Burials or Cremations
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Assigned User
[Search for] |
User/resource selected for appointment
List of users/resources in team |
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Meeting Planner
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Meeting Planner
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Visually displays availability across the business day for the assigned resource.
Time is represented in 30 minute increments.
Hover over existing appointments to see additional details including location, deceased and funeral company.
Make time selections directly in the meeting planner, then select Verify Time to run Calendar Setup rules across the new time selections.
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Follow Up
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Create Follow-up Task
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Checkbox to create Follow-up Task
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Create Follow-up Appointment
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Checkbox to create Follow-up Appointment
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