Appointment details

The following list contains descriptions of the fields which are displayed when creating appointments. Two tabs are available  – Appointment and PMS Details. The Appointment tab captures everything required to create a new appointment and the PMS Details tab allows you to assign an appointment to a client and/or matter.

Appointment tab

Field Description
Organiser... (Only available when using Exchange Integration) Specifies the group or individual you selected when you created the appointment.
 
Change the choice by clicking on Organiser... and selecting the member. The functionality is detailed in Attendees... below.
Attendees... Specifies the group or individual you selected you created the appointment. Click Attendees... to add or remove members from the list. You can:
  • Type a name into the top box to find a specific member.
  • Restrict the items shown in the list by using the Filter List. The options are:
Once you have found the person or item you want to add to the Current Users list, either double-click or use these buttons:
  • Add >>. Adds the selected item or person from the Available Users list.
  • << Remove. Removes the selected item or person from the Current Users list.
  • Add All. Adds all items or people in the Available Users list.
  • Remove All. Removes all items or people from the Current Users list.
The users in the Current Users list will be added to the appointment when you click OK.
Subject Specifies a subject for the appointment.
Type Specifies the type of appointment from the drop-down list.
Status Specifies the status of the appointment from the drop-down list.
Venue Specifies where the appointment will take place. The location can be chosen using the associated lookup button. This will present the Service Search dialog box where you can select an existing service or create a new one (using the Actions menu).
Date Specifies the start date of the appointment (DD/MM/YYYY).
Start time Specifies the start time of the appointment (HH:MM).
Est. duration Specifies the how long the appointment should last. If you enter an estimated duration, then the End time field will be calculated automatically.
Today + Adds the appointment the specified number of days from the current date. For example, if the date is the 24th June and you enter 10 days, then the appointment will be made on the 4th July.
 

Note If you change the Date field, then the Today + value will be overridden.
End time Specifies the end time for the appointment. The Est. duration field will be calculated automatically.
No of days Specifies the number of days, if the appointment spans more than one day. The number of days will presume these are working days. However, if a weekend is required, you can manually include them by ticking Inc. Sat and/or Inc. Sun.
Private Tick if the appointment is private. This will prevent other users from reading the appointment description.
Provisional Tick if the appointment is provisional. This will be displayed along with other appointments, but the icon in the first column will be grey rather than coloured.
Make public Tick if you want the appointment to be visible to the client using the Client Self Service module.
Colour Specifies a colour for the appointment entry in the diary.
Reminder Allows you to set a reminder for the appointment if required.
Repeat for each occurrence Tick to repeat the reminder for each occurrence of the appointment.
Notes (blank box) Allows you to type some supporting notes or comments about the appointment.
Conflict check Tick if a conflict check has been carried out.

PMS Details tab

Field Description

Matters

 
Ref Specifies the client reference. Type or find using the lookup.
Matter Specifies the matter reference. Type or find using the lookup.
Desc Displays the description of the matter. Clicking the link will open the matter details.
Client Displays the name of the client. Clicking the link will open the client details.
Add Lets you assign the selected matter to the appointment.
Remove Lets you unassign the selected matter from the appointment.

Clients

 
Field Description
Ref Specifies the client reference. Type or find using the lookup.
Name Displays the name of the client. Clicking the link will open the client details.
Add Lets you assign the selected client to the appointment.
Remove Lets you unassign the selected client from the appointment.