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User manual - ScheduleVIEW

1. File Edit View Help E E e cl ff A a H I B amp Categories Show Refresh New Edit Delete Erint Save Cancel Filter He New Waiting waiting Customer lI Adams Andy 7 P a Providers m Thompson Tomay Resources Fhone 555555 1 234 id E Don t Call ee ee Duration 30 minutes Code Mise Consulting ery Details gies Color Custom Color 3 Friority Low Show Appts Reminder 15 min Show message I Allow other appointments Wisiks Appointment Definable Fields customize lt none gt Directions Add Chart i Start time 0371472005 1200 am End time 03 14 2005 12 30 am ka Message Sun Mon Tue Wed Thu Fri 1 2 3 E 7 6 9 10 is 13 EB 15 16 17 20 21 22 23 24 ee 28 29 30 7 Motes cleartext choose template Today 03 14 2005 106 SETUP AND CUSTOMIZATION Now you can schedule the waiting list customers as appointments come available by dragging and dropping or cutting and pasting Waiting List Show All Sppomtments Priority WF Customer Name High Caruthers Candy 655 555 S868 30 min 03 06 2005 4 42 59 pr none PAO Mormal Black Belinda 555 555 1111 30 min 03052005 4 40 59 prm THOMTOO1 STO t Low Adams Andy S55 555 1 234 30 min 03 06 2005 4 40 47 pm UNGEULOT T01 The sign means that there is an unknown parameter in the waiting appointment for example there is no Provider or there is no Start Date Time defined The means that there is a conflict
2. Customers SETUP AND CUSTOMIZATION Click on A word or phrase and fill in the City Name you want to search for For this example it is Naples gt Search by any or all of the critena bellow I City a word or phrase Naples match type D case sensitive ayant Active partial at beginning T Address partial anywhere Click on Match Type and your choice For this example we will choose exact D Address Approval Code Birthdate Chart Code Company Name Created T Customer Type Deleted Direction Email wt Search Now Cancel Help This shows your results There are two customers in Naples Andy Adams and Uma Underwood S Search What do you want to search for Customers Search by any or all of the criteria bellow M City a word or phrase Naples match type exact l case sensitive T Active Address T Address Look for a Code T Code Middle Initial First Hame A ADAMANDT Adams L UNDEUMOT Last Hame Andy Undenaood Uma 87 EXAMPLE 2 For this example we have chosen Service Codes By choosing Active and a value of True the report will show only active service codes Description is Accounting and we have chosen Partial at Beginning which results in three Service Codes beginning with the word Accounting Search What do you want to search for Customer Types Provider Types Accounting Prep Resource Types Accou
3. Appointment List Providers List Customers List Service Code List Appointment Status Report Mo Show List Top 25 List Mailing Labels Click on Reports Appointment Reminder Messages Sent Reminder Messages Productivity Report Referral Source Report Zip Code Referral Report E Custom B Monthly weeky E Daily Modified Appointments E Advanced Reports Aa Show Report List QQ Load Saved Report Authorized visit Alert Report Revenue Generation Report Service Code Recall Report Ctrl F Modified Appointments The Modified Appointment Report will show each and every modification even if the changes are for the same customer on the same day B Modified Appointments oean orr amp amp E Close Unger CPA LLC Appointment Time Modified Date amp Time 1606 1608 1611 1612 1613 1609 1614 1610 1615 1607 4 7 2004 3 63 33 pm 4 7 2004 3 56 16 pm 4 7 2004 4 54 02 pm 4 7 2004 4 54 15 pm 4 8 2004 12 36 21 pm 4 8 2004 12 37 32 pm 4 8 2004 2 20 51 pm 4 8 2004 2 21 02 pm 4 3 2004 2 21 59 pm 4 8 2004 2 22 10 pm 4 4 2004 10 00 00 am 4 5 2004 9 30 00 am 4 5 2004 10 30 00 am 4 5 2004 8 30 00 am 4 5 2004 11 00 00 am 4 5 2004 9 30 00 am 4 5 2004 10 00 00 am 4 5 2004 9 30 00 am 4 5 2004 9 00 00 am 4 5 2004 9 30 00 am 98 Modified Appointments 30 min 30 min 30 min 30 min 90 min 30 min 90 min
4. iv Appointment Scheduling Software Appointment Scheduling Software User manual Table Of Contents Bal Ge CONTE ven st ne tete EE eR eer NON et aoe aes ee NEC Rae IE Te RERUN SPT PTE TRE Oe oA IUE REE PE eI 5 WHAT Schedule VIEW CAN DO FOR YOU AND YOUR BUSINESS 00 5 Schedule VIEW SE EITE S EANDARD AND PLUS aroen R R 7 FEATURES AFN GLANCE re EO J Schedule VIEW LITE FEATURE S orn ia a a 10 Schedule VIEW STANDARD FEATURES essssssessssessesrssessesrsrasresrerisresresrsresrssrsseseeses 11 Schedule VIEW PLUS FEATURES couaronininina ad en NE ENEE A j SOFTWARE LICENSEAGREEMEN T oscnsnna i e E a A 13 TNSEFEALLA TION OF Schede VLE Wyo ainn Aa aa a a 16 NETWORK INSTALLATION OF SCHEDULEVIEWM l eeeeseeeeeeeeesesesssesessseseeessesssse 18 TROUBLESHOOTING INSTALLATION AND NETWORKING 20 OVERVIEW OF SCMEGUIC EWM sic ccotioccccsscactentdlestouciulotectsscciuenditesccetscechanthdeathinctansitidsteitiieshantctocteserbees 21 GETTING STARTED WITH Schedule VIEW ooo ccccccssecessccessccssecesscetseceasens 21 CUSTOMERS PROVIDERS SERVICE CODES AND RESOURCES 21 DEFINABLE FIELDS IN IN CVS deere wdc sce cecal asec wig hc cco eh deg ead a 22 GROUPS WAITING LISTS AND TEMPLATES eeeeseesessssesssssseesssssresssssseessssereessssseesssee 22 AUTHORIZED VISITS oirn EAN 23 THE SCHEDULEVIEWM INTERFACE serura a a anaiak 24 MENU AND TOOLBAR S oa a E TAE A 24 IMPORTANTE BUTTONS AND ICON ai a A E A A A ANA 32
5. Business Web Address gt Appointment H lt DATE gt NLM This gives you a drop down list of fields you may pull customer or appointment information from Highlight your choice and click OW and the field will insert Repeat this for all the fields you wish 113 H Edit Rich Text File Edit View Insert Format 1 amp amp fm EY Fields You may type MS Sans Sent e 4 BZU directly on the rr rE template also lt DATE gt You may copy and lt TIME gt paste from a Word ot Excel document as well Insert a Word or Excel document When you ate finished Click File Save and Exit Save Now anytime you want to use this report from the ScheduleVIEW calendar Click on Reports Appointment Reminder Messages Reports Appointment Reminder Messages Select the parameters you need m Send choose Letters or Emails To Selected choose Customers or Providers or Resources Customers Service code Use this template Use this Template click on the button and browse ara nae to the template you just created You can Set as Default Report for convenience Send e mail to selected Customers e mails letters E Help Click Preview to double check your document before Set as Default Report using ein rancel You can also print for a single customer 114 SETUP AND CUSTOMIZATION Here s An
6. Last Name The Provider s Last Name First Name The Provider s First Name Middle Initial The Providers Middle Initial Credentials The Provider s Credentials This can be licensing information or degrees Address 1 The Provider s Address needed to mail Provider Reminders Address 2 An optional second line for Provider Address City The Provider s City State The 2 character Provider s State 80 SETUP AND CUSTOMIZATION Zip Code Provider s Zip Code Phones Provider s Phone Numbers space for ten numbers Email Address Provider s Email Address for emailing reminders URL Provider s Website Address 81 RESOURCES Resources in ScheduleVIEV are places and things you need to ensure that your appointments can be completed This can be such things as an x ray machine conference room a truck or a piece of equipment Entering resource information in ScheduleVIEV allows you to track the utilization of these important and often expensive items and ensures that you have the right place and the right tools at the right time to meet your customer appointments SH Resources k File Edit view Help B 6 Sif FBS 22 8 2 2 Categories Hide Refresh New Edit Delete Print Save Cancel Filter Help Close Look for r R T Desciiption iy Conference Room 1 CONFERO1 Conference Room 1 Description Conference Room 1 Description Conference Room 2 BB irdctive Type
7. SA ScheduleVIEW cuy Sv2 manualEnd Nov 3 Fields in the Service Code Window are as follows Description A description of the service your business provides Type A code that allows multiple services to be associated by their type Duration A default duration for this service in minutes or hours Color A default color to be used in calendar views for this service code Reminder Determines how and when reminders are set out for these service codes Priority Priority on this service code that will automatically propagate to the appointment window Priorities are low normal high 83 If you have ScheduleVIEVV Plus and QuickBooks Pro or Premier 2002 or newer Item Name Number This is the item code from Quickbooks Sales Account This is the Sales Account from QuickBooks 84 Referral Sources Provider types Customer types Resource types To edit any of these Types click EDIT then Services then look on the vertical Tab bar on the left hand side of the screen and click on the appropriate selection Referral Sources are either people or marketing activities that bring customers in the door ScheduleVIEV can track these sources so that you can see what marketing activities or referring people or organizations are bringing you the most customers The report is called the Referral Source Report You can define the referral sources here then assign them to a customer in the ADD EDIT customer screen Provider
8. ddress 30252 Zoom 100 50 You must have the DYMO LabelWriter installed on your computer to use this Schedule VIE WI function We recommend and support only the Dymo 330 and 330 Turbo models SETUP AND CUSTOMIZATION Open ScheduleVIEW to your calendar and Click on File Options Options x Option list Customize look for gt c as E Customize Appearance Calendar Holidays Edit Masks Folders Customer Info Reminder i Templates Backu Terms gt Templates p Messages Determines the basic structure for a remindendnessage and contains settings such as fonts field and then assignments and special formatting Dymo Appt Label To Customers To Providers To Resources Dymo Appt Label Dymo Cust Label or Dymo Cust Label For this example we have used Dymo Appt Label Label Template Address 30252 30320 Show Edit Restore Default Insert Template Templates gt gt Click on Reminder Messages are not available in LITE version Templates gt gt le Save Cancel Help ntegrations 4 Options Option list Customize kook for Click on Appearance Calendar Holidays Edit Masks Folders Customer Info Create g Appointment Info Schedule Grid Reminder Message Templates Backup Terme Template Preferences matt Determines the basic structure for note templat
9. p A E g Ww R e R GG Open Search Options Appointments Customers Providers Services Reports Default Refresh What s this Help Exit v Providers Wallace Wendy R P E Make Appointment CMake Break a Find Slot 4 Waiting Overlay E Schedule Waiting 100 w o z 4 June 2001 a2 4 e gt Friday June 08 2001 SOM T W T_F S Toz 00 A Oe 3 4 5 6 7 Rg 30 E 10 11 12 13 14 15 16 17 18 13 20 21 22 23 24 25 26 27 28 29 30 Today is 9 21 2003 4 Appointment Info gt Ey Fear R NO IPODA satia fal Custom El Monthly El Weekly Daily 4 a gt l Waiting List Show All Appointments lt iii 2j 24 Home Calendar Data K Shortcuts C Program Files ScheduleVIEW data Sample database MDB wendy Friday June 08 2001 CAE 9 E SA ScheduleVIEW RoboScreenCapture ay Sv2 manual doc Mi Rud dels 6 37 PM 92 gt THE WEEKLY VIEW The Weekly View gives a view of appointments a week at a time ScheduleVIE V gives you the option of customizing your Weekly View to match your business schedule To change the days of the week shown on your schedule right click and choose Preferences Appointment View and Days of the Week Select or deselect each day of the week depending on your business s work schedule H Unger CPA LLC ScheduleVIEW Plus 2 0 1 25 Release Candidate 1 E IG want to z File Edit View Activity Reports Window Help i l i i 7 A dl seen ee ek el eae
10. SHOW mez Allow other appointments To select a customer name from the database select from the scrolled down list by pressing the V button A list of all the customers in the database will appear By typing the first letters of the name and then pressing the V button you will reach that alphabetical position in the customer database Just highlight a name to select To add a new customer to the database press the V button and select New Customer or Press the F5 key To edit a customet s information in the database press the W button and select Edit Customer or Press the F8 key Pressing the magnifying glass icon will bring up a search menu to search for customer names in the database Pressing the envelope icon will allow you to directly email the customer provided you have set up ScheduleVIEW for email access Providers Resources The Providers and Resources who will have this break on their schedule Duration The amount of time for the break in minutes hours or days Service Code You can optionally set up a Service Code to track breaks in reports Color The color of the break as it appears in the Daily Calendar Priority Set a priority for the break normal low or high 109 TRACKING APPOINTMENTS There are three great ways to find your customer s next appointment or to review a customet s appointment history Double click on any of the customert s appointments or you can click on Customers at th
11. When both programs have different information for the same records which records would you like to remain unchanged Last modified records Choose how you want to handle your data Click Next Accounting Program Contact Manager records C ScheduleViEW records Help lt Back Cancel 124 IntelliSync Assistant Wizard 1 47 Completing the Setup Wizard has enough information to start synchronization IF you want to review or change any settings click Back button Review your choices and make any changes you need SchedulevViEW Database WAmd nwdata S cheduleVIEW S ample database MDB pee 5 Synchronize with QuickBooks Pro 2002 Premier Edition 2003 2004 Click Finish FileFolder WWAmd inwdatatQuickbooks Alhhate Testing GB Ww Synchronization Type Download data Conflict Resolution Last modified records will remain unchanged IMPORTANT You must have Quickbooks open in the background for the wizard to complete You MAY get a warning that ScheduleVIEW tm has not been authorized to access QuickBooks tm If you get this message be sure to use the option on that screen to allow Schedule VIEW tm to Synchronization Lists Customers Click Finish to start synchronizing now access your QuickBooks tm database Help Cancel ltems to Synchronize fx spnchronize the Schedule EW database and the data on i To ensure that pou have the most curent data you can iil
12. Dymo Printers Copies DYMO Label riter 330 USB Copy 1 fi 165 gt SENT REMINDER MESSAGES Description This report shows you a list of customers or providers that email reminders were sent out to on the specific date range You can choose to show either emails or letters that were sent Selection Criteria Reports Sent Reminder Messages Enter the date range FROM and TO for this repott Enter the range of providers Enter the range of resoutces Enter the range of customers Customers Pete Enter the range of service codes Code Kind of Message Specify if you want the report to show emails f e mail that were sent or letters f letter Save settings Sans SENM Help Set as Default Report Sen cae ces 166 USING REPORTS PRODUCTIVITY AND REVENUE REPORTS gt PRODUCTIVITY REPORT Description This report shows the productivity of Providers by calculating the Total Appointment Time versus Total Available Time of each Provider for appointments less breaks If a provider only works certain days or parts of a day then block off the time they are not available with a BREAK in order for this report to work correctly Selection Criteria Select available time within a From and or To Date range bean tac Select available time for a specific Provider FromeDate fF Tuesday Jue 10 2009 Toba Eneda due 11 2009 Select available time for a specific Resource
13. Serice Select Sorting Criteria for the report code description default color vipix ji default appointment length Scat bry Code C Descipion C Deiat Coki C Defa Length 152 USING REPORTS APPOINTMENT STATUS REPORTS gt APPOINTMENT STATUS REPORT Description agramalnent Sieur Apan This report shows the status of appointments eal Selection Criteria Status F Set Select appointments within a From and or To Date if Check In lf No Show a GE if Cancelled Late Select Appointment Status W Rescheduled W Completed i Confirmed W Save settings PogeSetup Heb _ age Setu e M Set as Default Report g Lla F B Preview _ amp Pint Espot Cancel_ gt NO SHOW REPORT Description This report prints out appointments with a No Show status Selection Criteria Select No Show appointments within a From and or To Date range Ha Shrew Lick 4 Bomba E teny ee am Select No Show appointments with a specific Provider To Date Pe Wedherday dve 1 20 Povidere 7 Stepharis a IT Select No Show appointments with a specific Resource Resourcer a iplgj 153 gt TOP 25 REPORT Description This report will show the Top 25 customers in each Appointment Status category Tap 25 List HA From Date 9 Tuesday dune 10 200 Do Dae Pe Wedesda dune 11 2001 E Providers Iw Stephari p Become
14. Set 0 00 Status Charges Duratiars 30 minutes Custom Color 1 z wal Color Reminder 7 15 min Show message Show messa Send e Tal Send letter Appointment Definable Fields Tester THIS IS A ScheduleVIEW ONLY FEATURE Set up a Popup Message Appointment Reminder Email reminder or Letter reminder here Enter a M and then select the time In this example the reminder will pop up or be sent 15 minutes before the appointment PLUS Now press the V button to choose what you want to do at the reminder time Show Message Send Email or send Letter SA Unger CPA LLC ScheduleVIEW Plus 2 0 1 37 Release Ca P X 1 Reminder s Dismiss Snooze are Send Click Snooze to be reminded again im Eam shark time 11721 2003 3 00 00 pm 2 Conference Room Ciy Anytown Dismiss All Close Preferences lt look for gt NOTE Auto Reminders must be enabled Add Holidays gt gt Calendar Background color E Tea f Weekend color CO whe Holidays color CO Whe o Advanced Options gt gt Default Reminder Default reminder i 1 minutes When a reminder comes due play E lt default gt x this sound Screen Saver ajj for Pop ups to work Click on File Options Customize Scroll down and put a checkmark next to Enable Auto Reminder Whatever you choose for
15. a Thompson Torry Unger Ulma 30 g U0 E Custom E Monthy E weekly B Daily 61 MORE THAN 1 COLUMN FOR A SINGLE PROVIDER Unger CPA LLC Appointment Central tm ScheduleVIEW Plus 2 0 82 File Edit View Activity Reports Window Help s p E 6 amp Open Search Options Appointments Customers Providers Services Providers Weallace Wendy gt PA Make Appointment Fal Make Break eal Find Right click on your E ia page choose Preferences A k Reports Default Refresh what s thi 4 nunday Way 23 2004 A and Insert Column am EF Edit ae Appointment Status 19 ah Cut Cr Copy Ctrl C 13 aste Ctrl Ctrl 2 Select All Chrl 4 EH Make Appointment Ckriealk Gal Make Break Ctrl Alt B 9 Make Template Ctrl Alt T ji ji o Send 45 amp Waiting List Overlay zm Schedule Waiting List Insert Column Crl Ins Delete Columna Ctrl Del I el custom By Monthy E eey E Dai pi b S F SIG Sle Gg Here is your schedule with 2 appointment columns A Unger CPA LLC Appointment Central tm ScheduleVIEW Plus 2 0 82 File Edit View Activity Reports Window Help o A amp Open y Search Options Appointments Customers Providers Services Providers O Y Broviders Walace wendy 9 TiMake Appointment i Make Break gijFind Slot iB ri Wendy Ci Make Appointment DA hake
16. lt Business Fax Business Web Address gt you wish Appointment H gt lt DATE gt cance EY Fields 52 SETUP AND CUSTOMIZATION H Dymo Label Text File Edit view Format Odal amp Ga gt cm BY Fields Mss IP dezue See Ls eee eee Here is an example of an appointment reminder A erdee td When you are finished kCUSTOMER first name gt CUSTOMER last name gt has an appointment Click File on lt DATE gt at lt TIME gt S nd E it Please call 24 hours in advance ae A If unable to come to this appointment Label Template Address 0252 30320 Show Click Edit Restore Default Insert Template Templates gt gt Insert Template Integrations Reminder Messages are not available in LITE version Back Ly Save Cancel Help A Options Open Look in O Templates aA Preference WH customer Message rtf D Your new Dymo Label rtf beni fete min Group View Choose your new template and open File name Your new Dymo Label rth Files of type Rich Test Format Cancel Help aa A Label Template Address 30252 30320 k Sho Edit Restore Default Templates gt gt d UE Reminder Messages are not available in LITE version Now click el Save Cancel Help Save 53 Appointments Edit File Edit wiew Help He _ 0 Categories Show Refresh Black Belinda 00
17. om E hlonthiy Al Weekly Daily To change the days ie i a which show on your 3 Appointment Status schedule grid amt de Cut Ctrl x Right click on a column 5 Copy Ctrl C 10 i and choose Preferences am E Paste ey 2 Delete 5 P Sunday Ctrl 2 c and Days of the Week aes Only check the days you ae E y Monday p elec rl wish that column to if v Tuesday h 11 on Ea Make Appointment Ctrl Alt 4 we Wednesday show 1n Make Break Ctrl Alt B P Thursday Insert Column Ctrl Ins we Friday Make Template Ctr Alt T Delete Column Ctrl Del Saturday B S a Custom Ma Monthy 8 S Days of Week amp Waiting List Overlay E Schedule Waiting List ji bd D 5 Auto Resize mA a Preferences Customize 38 60 SETUP AND CUSTOMIZATION If you choose TimeBar Position you can have the times just be at the left of your screen or go down every column FA Make Appointment Ctr ealt a Make Break Ctr Alt B aa Make Template CErl Alk T Insert Column Ctrl Ins Delete Column Ctri Del TimeBar Position Every Column Days of Week aiting List Overlay chedule Waiting List Auto Resize Program Filesis Customize of Open Search Options Appointments Customers Providers Services Here is a view with the times down every column March 23 2005
18. 45 900 ls 0 Eerob Evan 45 28 Tangerine Terrace 10 00 Arytovn A5 146 gt AVAILABLE APPOINTMENTS Description This report shows the available appointments on the schedule Selection Criteria Select available appointments within a From and or To Date range Reports Riba Select available appointments with specific Providers To Bish Po Wednesday Provider IPF Siegharve a ex Select available appointments with specific Resources Resouces Giro by iF Hame Select Grouping by either Name of Provider or Date Select columns for available timeslots Select if the report should be printed in pages separated by Grouping 147 APPOINTMENT LIST REPORT Description Shows current and historical appointments with levels of detail This is probably a report you will use daily It can be printed up and handed to a Provider at the beginning of the day so they will have all the detail needed for their appointments gt APPOINTMENT LIST Description Shows current and historical appointments with levels of detail This is probably a report you will use daily It can be printed up and handed to a Provider at the beginning of the day so they will have all the detail needed for their appointments Selection Criteria Select appointments within a From and or To Date range Appointment List a Select appointments for specific Providers Providers Brown Bob x Select appointments fo
19. Default Reminder will default into your New Appointment window so you do not have to enter a time period each time you make an appointment zl he Save Cancel Help 43 Start and End Time Start time 5 5 2003 11 00 arn End time 5 5 2003 1 00 pm If you ve already selected the time period for the appointment the Start and End Times will appear here To change the date simply press the V button and select another date from the drop down calendar To change the time highlight and type over Repeat Optional Why spend your time entering repetitive appointments ScheduleVIEW does it automatically for you Just select how frequently this appointment should be repeated ScheduleVIEW will prompt you to set the parameters for the repeating appointments T Schedule VIEW nd time 1109 2003 11 30 am wil automatically E AAE Jf E oe Si CA J ARRET create all the week s on A ange C No end date repeating J C Endafter occurences appointments for L Fii Endby 11709 2003 you when you save this appointment Notes Notes about this customer will show up here if they have been entered into previously in the customer database Or you can use this area to jot down special notes about this appointment with this customer Or select a template A pre written set of notes to paste in here 44 SETUP AND CUSTOMIZATION Save The Appointment Simply press the Save but
20. PRINT OPTIONS Selecting Page Setup from the Options toolbar allow you to set up printers and to change various print and page layout option in ScheduleVIEVV Just click on each attribute to change or add print options This is very useful for International customers that may use different page settings than we do in North America We default the settings for 8 1 2 by 11 paper size Options m Preferences CAE Use the next settings Eg Printer Group View i Default Printer none he Paper Source Auto Se Page Setup we Units Inches Mail Sera Paper Size i Length 11 in Width 8 5in E Margins Permissions Top Margin 0 5 in aw Bottom Margin 0 5 in ea Left Margin 0 5 in L Right Margin 0 5 in oy Paper Size Letter lt e Orientation Portrait Customize t L a Integrations 184 SETUP AND CUSTOMIZATION CHANGING APPEARANCES IN ScheduleVIEW ScheduleVIEVV has a great deal of flexibility in its appearance The following sections will show you how to change the appearance of ScheduleVIEVV the colors the layout of pages and even the terminology to suit the needs of your business Click on the Customize button on the Options Toolbar and you will be presented with a window that has 12 folder tabs The following sections describe each of the 12 folder tabs in detail Please remember press the Save button APPEARANCE The Appearance options sets the overall look your Sched
21. PRODUCT UPURA DED airi E E E AR 234 ONLINE TUTORIALS AND COMMONLY ASKED QUESTIONS seese 235 WELCOME WHAT Schedule VIEW CAN DO FOR YOU AND YOUR BUSINESS As a business owner you know that time is money Missed appointments and no shows cost even the smallest businesses thousands of dollars in lost revenue each year Effectively managing customer relationships resource availability and provider productivity is essential to maximizing the effectiveness and the profitability of any business ScheduleVIEV is your answer Designed from the ground up for businesses that want an easy to use yet flexible scheduling solution for single or multiple users ScheduleVIEV is more than just appointment setting or day planner software ScheduleVIEVV also helps manage the entire appointment process for your business Find the next available appointment for a specific provider or resoutce Track the status of an appointment throughout its cycle Setup and maintain a waiting list of appointments automatically finding ways to make the most of your business time and resources ScheduleVIEVV s advanced appointment reminder system allows you to print and mail or email reminders to your customers reducing the costly impact of no shows on your business And we didn t stop there ScheduleVIEVV helps you manage your customer information through a powerful customer database system that lets you track customer appointment history with
22. Phones a 0 5105 Directions Customer Detinable Fields Cause This may happen when you attempt to enter an invalid character such as letters into the phone number field 226 SETUP AND CUSTOMIZATION 11 Data issue 3 Use this troubleshooter only if instructed to do so by ScheduleVIEW tech support Please note that you need to call ScheduleVIEW tech support first to get an authorization code 12 Error Message The operation failed An object could not be found during Outlook synchronization Use Troubleshooter 12 if I get this error after setting up the syne with Outlook and ScheduleVIEW when I click on Sync Now 227 13 Change customer codes to reflect the modified names Customers Edit File Edit View Help Choose Troubleshooter 13 if a nat j ki i My Customer code and Last Name do not match This happens if one of your customers changes their name Troubleshooter Wizard 1 5 Change customer codes Select customers you want to change their codes Select All Look for ALTE DO1 ALTENDORFER DOUGEESTER A V Active 1866 FURNESS Choose the customer you want to l APPOOOO Appointment Set Allen change Iv Active BEEP EEEE EEE EEE CEE E EEE EEL EEE LCE LEE LEE CLEC ELE EEE LEE EL LLL LLE LEE LLC LLL LLL LLL LLL LLL LEE LLL LLL LLL WALTLAOI Jones Laurie V Active MASAOOD01 Hr sam Marie V Active Help Back Cancel and the code w
23. Please call 24 hours in advanee if unable to come to this appointment Please call 4 hours in advance if unable to come to this appointment Belinda Black has an appointment on Aprl 22 2005 at 9 30am Dymo Cust Label 4 Options Option list Customize lt look for Is usually used Appearance Calendar Holidays Edit Masks Folders Customer Info for address Appointment Info Schedule Grid Reminder Message Templates Backup Terms labels or chart Preferences labels Determines the basic structure for a reminder message and contains settings such as fonts feld m assignments and special formatting Group View To Customers To Providers To Resources Dymo Appt Label Dymo Cust Label fen lt PROVIDER first name gt lt PROVIDER last name gt a lt ADDRESS gt Mail Settings OTY STATE E D lt 2lP gt Page Setup Permissions Label Template Address 0252 30320 Show Edit Restore Default Templates gt Reminder Messages are not available in LITE version lt lt Back ey Save Cancel Help Integrations 55 Appointments Edit File Edit View Help e E O Categories Show Refresh Davidson David 00000114 Appointment Customer Phone Statue Set Charges 0 00 Bl Don t Call Add mage Duration 30 Color i esse sea mo ko Custe EHA Show Appts Reminder 15 min Wifes Appointment Deti
24. SETTING AN APPOINTMENT WITH Schedule VIEW voc cccccccccccccccccccccccsssssssssssssesssesssssesenes 33 ICON TD EEN EP IG A ON oinar aca tiaa cae Ge TN 40 ALLOWING OTHER APPTS OR PREVENTING DOUBLE BOOKING 42 POP OE REMINDERS zarni aae E a a seen eevee 43 OTHER HELPS AND HINTS WHEN SETTING APPOINTMENTS 00 47 MAKING LABELS WITH DYMO LABELWRITER esssesssssssssssssessserererresssssssssses 49 SETTING UP COLUMNS CG Op unrar e E A A 58 MORE THAN 1 COLUMN FOR A SINGLE PROVIDER eeesseeeeeeseeerereressssseessesesee 62 MANAGING YOUR ITNFORMA TITON ani eare Eea tio A E EE TEE T 63 CREATING EDITING amp DELETING INFORMATION seseris 63 APPOINTMENTS MISCELLANEOUS anii EA OA NOT 68 PRET aoa E A EE EE E N 70 APRAN TMENT TEMP EATE S ooa a a a senisahienadanidenidauidanics T2 WARNING POPUP Serran bw cba teed a ET 74 CUSTOMER INFORMA TION erria EE A TI PROVIDER anea a a a a ENA 80 RESOURCE orea ENA E a ROE eT ao ree 82 le VG Fe ODE aera eee TENA 83 SEARCHING FORINFORMATION nota nototas a a a a ate aaanuhinn 86 TODAY WEEKLY MONTHLY amp CUSTOM VIEWS 89 AUDITING APPOINTMENTS AND CHANGES errero anian EAA 96 MOVING YOUR APPO UN TIMEEUIN TS prera ea A a O 101 FINDING THE NEXT AVAILABLE TIMESLOT wo ii n a 103 BY Oe Gah Gal WP hal ine ener mee ne nr er EE E L E A en SULT UNE TE T ENC eee ra ra 105 WORKING WITH DATABASES TRACINGCAPPOINTMEN TS rarna e ei aaae 110 LEAD SHEETS SUPERBILLS ENCOUNTER FORMS WORK ORDERS ETC 112 WOR
25. Template O 120 Reminder J279 Template Taxes onp T qag Template with password IMEZ template 12 12 JE Cont Call 76 CUSTOMER INFORMATION Here s Another Way To Do It Add or Edit customer information directly from an Appointment Window by pressing the Down Arrow button and selecting New Customer F5 or Edit Customer F8 Or just press F5 or F8 when the cursor is in the customer name lookup box SH Customers Maintaining good customer information is the lifeblood of any successful business Selecting Customer from the Edit Menu brings up a list of all your customers from the Customer Database and allows you to add edit or delete customers Checking the inactive box will ensure that the customer remains in your database with a status of inactive but does not show in appointment lists File Edit View Help h a R if a Em 4 A E 0 a Categories Hide Refresh New Edit Delete Print Save Cancel Filter Help Close Look for LastName _ i z s S ADAMANDOI Full Name Y n Ad snd Last Name Adams E mail andyadams isp com E MA Adams Andy Black Belinda Sh First Name Andy URL a CARRC Carruthers Candy y Company Name 7 Service Code Misc Consulting f DAVID Davidson David my 3 ETHEE Etheridge Evan x Middle initials Sex Male 7 Customer Type Accounting 9 FRANF Franklin Fran SA Birthdate
26. These Items are not permanently removed until you clean them _ Appointments 49 Customers 1 Multiviews 2 Run data cleanup if ScheduleVIEW is A Running Slow B Appears to be losing appointments C The Reports are incorrect 219 Select which items you wish to permanently remove from the database and check Compact Database after Cleanup to compress os ARCHIVING DATA Archiving is a way to remove old Customers Providers and or Appointments to make your existing database smaller however it does permanently delete old data An archived backup database may be created in the process which may be accessed for informational purposes only Caution Caution Caution Caution Archiving will delete customers providers and or appointments from your database IT IS EXTREMELY IMPORTANT THAT YOU BACKUP YOUR DATABASE BEFORE ARCHIVING USE THIS FEATURE AT YOUR OWN RISK ARCHIVING WILL DELETE INFORMATION FROM YOUR DATABASE AND IF YOUR DATABASE IS CORRUPT MORE INFORMATION THAN YOU THINK MAY BE DELETED OR DAMAGED BE SURE YOU HAVE AT LEAST TWO CURRENT BACKUPS BEFORE PROCEEDING Caution Caution Caution Caution When you archive information you cannot restore the information into your existing database again after you archive so be extremely careful when using this part of the program The only way to get the information back that you archived is to restore your old database from a backup so be sure you
27. Throughout ScheduleVIEVV you will ScheduleVIEV s databases find menu options with an underlined letter Instead of using your mouse to e Edit Contains cut copy paste tools as well as Banoo O those menu options you quick access to all of ScheduleVIEV s data file can simply hold down the ALT key and AACE press the letter that is underlined to access the same function For instance e View Moves between views and makes certain Alt F will bring up the File submenu components of ScheduleVIEV visible or invisible e Activity Contains all the major activities in Schedule VIEW make appointments find timeslots setup templates and breaks e Reports Lists all reports and report options e Window Allows switching back and forth between various windows e Help For access to the help system online support system and registration information 25 gt THE VIEW SELECTION AND SHORTCUT BAR Providers Thompson Tommy gt P Ci Make Appointment CE Make Break a Find Slot BA Find Hei amp waiting Overlay a Schedule Waiting 100 J VIEWSSELECTION AREA WINDOW Shortcut Bar ShortcutBar Shortcut Bar Shortcut Bar Shortcut Bar Shortcut Bar Shortcut Bar Shortcut Bar Shortcut Bar Shortcut The View Selection Window changes the data you are looking at in your window Providers Thompson Tommy P IEWASELECTION ARES WINDOW i File Edt View Activity Reports Wire S E Open Search
28. es Schedule Waiting List I E custom E Monin E weeky E pai b co Lal Cc iB SE OE Se sg Preferences 33 Cerl 4a e Ctrl Alk B Ctrl Alk T Open ScheduleVIEVV and click on the Calendar Icon on the Outlook Bar if it is not Or click on the Calendar icon in the bottom left To make an appointment A Double click on an Open time slot or B Right click on any time slot and choose make appointment to book an appointment If you are double or triple booking you will need to use this method Enter the Customer s Name On the New Appointment form simply type in the customer s name in the Customer field Please note if you have the Plus version you may have changed the term to Client or Patient etc The Main Appointment Window shows you all the day s appointments broken down into time slots On the TOP right side is a scrollable Month at a Glance calendar allowing you to change the day you are viewing simply by clicking on a day in the monthly calendar You can also click on the Right or Left arrows to scroll thru by month and click on the return arrow to return to Today s Date Beneath the Monthly calendar is the Appointment Info Pane Highlight an appointment on the Schedule Grid and information about that appointment will appear in the Appointment Info window At the bottom of the window is a Waiting List of appointment to
29. information about the ScheduleVIEVV software being updated so downloading is possible only when an Internet connection exists During an update ScheduleVIEV downloads only the necessary files to your computer After you download and begin installing the upgrade please watch VERY CAREFULLY for a screen that asks where to store the upgrade for other network users so that they do not have to go online for the update Write down the location of the location you stored the upgrade in because other network users will need this info when they upgrade 234 INDEX ONLINE TUTORIALS AND COMMONLY ASKED QUESTIONS ScheduleVIEW s website includes a number of tutorials that will quickly help you learn the features and functions of ScheduleVIEVV Just visit http www scheduleview com learning htm and click one of the following tutorials Making an Appointment Use Color Coding Groups and Multiple Providers Column Setup View Schedules in Different Views Using Templates Show Information About Appointments Import data from other programs Email Enabled Network ScheduleVIEW Security Features Reminder letters Superbills or Work Orders View narrative notes Appointment History Track Visits Change Zip Code To Postal Code Find Appointments Future or All View graphics images of customer Show driving directions to customers Goldmine report Appointment list Revenue gen
30. our programmers can do the importing for you Importing fee starts at 99 00 Send us a copy of your import file for an exact quote to techsupport scheduleview com 120 EXPORTING SCHEDULEVIEW DATA TO OTHER APPLICATIONS ScheduleVIEW exports data from your ScheduleVIEV database to standard Windows file formats such as ASCII text txt comma deliminated files crv the commonly used ASCII text comma delimited files csv and Extensible Markup Language xml You many need to try different types to fit the application you want to work with after you export If you have ScheduleVIEV Plus you can also export data to your MSOutlook or ILa QuickBooks data files You can choose to export Customers Providers and Resoutces To begin to Export access the Database Export Wizard by selecting File then Export 1 Choose a Database you wish to export from 2 Select the Type of File you wish to export your Data to Database Export Wizard x ScheduleVIEW can export data directly in the following Export a data k 2 3 Select the file type you want to export your data to and then click Next formats utton Choose an action to perform Excel xls TEE Word doc S HTML htm Export to a Comma Separated Value file cs Ewart eX fe and Rich Text Format ttt Aa i ae 2 tel database qbw a Comma Separated Value CSV 5 Text files txt XML files xml lt Back Ca
31. the Start Date is out of the selected time period or Start Date is a holiday or the Time Slot is already booked IF WAITING EIST IS NOT ON YOUR SCREEN Unger CPA LLC ScheduleViEW Plus 2 0 I l File Edit View Activity Reports Window Heli uae Pa Home Open Calendar Data 4 We Shortcuts Current View amp Waiting List Overlay v Info Bar waiting List Messages Click on View Waiting List If there is a check box by the phrase Waiting List then the waiting list is enabled and is either at the bottom center under the main calendar or in the bottom right hand corner of the screen If there is no check mark then click on the phrase Waiting List and a checkmark will be placed next to it 107 Automatically Schedule Waiting List To schedule appointments automatically from your Waiting List Click on the Automatic Schedule Button The following window will pop up to confirm that you wish to schedule the Waiting List Press OK to continue Schedule W nitine List 4 fou at going fo Scheie the jaleel nann app enia a the ORF ae smede Wairere List W ScheduleVIEW will present the appointments waiting to be scheduled Tha ki Barkers thom the vray aiani tha harain been heckled 7 Jasi the apporre v
32. 4 22 1960 7 Staff Thompson 9 clive GEORG Georges Grace Address 1 23999 1st Street South Referral Source Telemarketing l9 IVANISO1 Ivanhoe Isabella JENKJE Jenkins Jenny Show Appts City Anytown Social Security 123 44 4444 MATTM Mattinglymoreno Maddie 33350 C e Add Chart State FL Zip code 33950 Approval Code Phones 555 555 1234 f 555 555 4567 Visits Remaining 9999 gt 3999 Sf Visits Direction s Customer Definable Fields customize insert personal field delete personal field lt none gt Notes cleartext choose template lt it a 1 E Ss chedule VIEW wu Sv2 manualEnd Nov 3 Fields in the Customer Window are as follows Last Name The Customer s Last Name First Name The Customer s First Name Company Name Many medical offices use this field for the insurance company name Middle Initial The Customer s Middle Initial 77 Sex The Customer s Sex Birthdate The Customer s Birthdate Address 1 The Customer s Address line 1 Address 2 An optional second line for Customer Address City The Customet s City State The 2 character Customer State Zip Code Customer Zip Code Please note the zip code format can be changed in the Options section for extensions or other countries Phones Customer Phone Numbers The format for the phone numbers may be changed in the Options section to include area code
33. 9 Email E lt ei 2 record s v 1 E SA Schedule IES cuy Sv2 manualEnd Nov 3 Fields in the Resource Window are as follows Description A Description of the Resource Type A Type code that allows multiple resources to be associated by their type Email Email address for email reminders NOTE Instead of using Resources you may just want to add rooms or equipment as regular Providers 82 SERVICE CODES Service codes document the services you provide and help you discern through ScheduleVIEW s comprehensive reporting system which services are most profitable for your business This can be Initial Consultation Folow Up Visit Quote Needed or customize it to the service rendered such as Plumbing Roofing Appraisal etc Fields entered here are automatically used as defaults in the appointment scheduling process S Service codes File Edit Yiew Help ff oS ee O Categories Hide Refresh New Edit Delete Print Saye Cancel Filter Help Close Look for r Desctiption Sj Accounting Code uration Description Accounting e t30 min Type 1 si ee Duration oo o a mintes gt Color E CustomColor2 ts Priority Low Reminder 7 0 min Show message WV Allow other appointments al Integration with QuickBooks ltem name Number Sales Account Resource types Customers types Staffs types Referral sources Service codes
34. Fields MS Sans Seni fs BZU plz E l 1 Edit Rich Text Highlight your choice and Select a lt field gt in the list box below and press Ok button to insert this field click OR and the field will Into the Reminder message PARE ea tees insert E Business Mamer Business Address Business Phone F anren Ka Repeat this for all the fields lt BEusiness Web Address you wish Appointment gt DATE Cancel El Fields H Dymo Label Text File Edit view Format O de t Ba om B Ees MS Sans Seri F U E Here is an example ofan appointment reminder When you are finished a or CUSTOMER first name gt lt CUS TOMER last name gt has an appointment Click File on lt DATE gt at lt TIME gt Please call 24 hours in advance If Unable to come to this appointment Save and Exit Click Insert A Edit Restore Default Templates gt gt Template Integrations Reminder Messages are not available in LITE version Back LE Save Cancel Help 161 1 Options x Open AES T A Look in E Templates omer Info D Tems Preference WE customer Message rtf ea 4 Your new Dymo Label rtF fonts field Choose your new template and oper Group View Mail Setting B E e File name Your new Dymo Label rtf Files of type Rich Text Format Cancel Help a L
35. Fokjers Customerinfo S pecthes the mast tel esonesenis eel bet i veld lor Apes marked edt cori Daie boemals Use miem sirgs Use thence satire Shot Date Md Long Dale WEA dd Diha loimia Fhe MARAPI TAAN Zp Code 00000 Te Click EDIT MASKS to make changes to the Phone number and Zip Codes fields in ScheduleVIEW The default is setup for the United States if Input Mask Editor EOE hall rishi you reside in a country other than USA you p994 999 9999 95999 1 Ph 4151555 1212 TENIR Senet er will need to make changes to either the p hone Character for Blanks _ Leases number or zip code section To do this simply ic AT Social Seswity 35 55 195 i Save Literal Characters Short Zip Cada ani click on OTHER MASKS then select your one Zie Coda en504 0000 appropriate country and this information will i i pepe be filed in automatically Al of imme LEF Beri eae ScheduleVIEWV s forms will be updated a instantly to ensure you have consistent data _ entry Be sure to click Ok and then Save to save your Edit Masks 191 FOLDERS Determine where on your computer your data is being stored by clicking on the Folders tab The Folders tab allows you to edit the locations in which ScheduleVIEW stores information You may specify each location by clicking on the type and then clicking on the three dots to the right of the current path Options Customize k look for Appoi
36. For example 2days Select Time Period This date is from the selected From Date BACKWARDS in time As an example a hygienist sees patients aa 2 2m Sy means two days kwo twieeks two rijonths every 6 months if you put 6 months and 3 years then the report would show everyone C Full Address who has NOT had and appointment C All in the last 6 months ae Pee Select Customer Details to print out Phone C Customer Type Select Sorting Criteria a Save sethings Sena Sale Help Set as Default Report Print Export Cancel 2 The most common error is thinking that it runs using the service code attached to the customer information It does not do this for example run a report for a yearly checkup in my medical office it will show every customer who has not had an appointment with the service code of yearly checkup That patient may have been in for other service codes and it will still show up on the report because of this 170 USING REPORTS MODIFIED APPT REPORT TRACKING CHANGES gt TRACKING CHANGES DELETIONS MODIFICATIONS IN YOUR SCHEDULE This quick report will show you when Appointments have been modified and whether they have been deleted Click on Reports Modified Appointments Reports Eg Modified Appointments If you were in a Weekly View your report will App Ht ii T automatically generate for the week Cl
37. From Date i Tuesday dure 10 2009 leo Dae ig Widnes ding jure 1 70g Piridan ii Shepharia Heruer iE Rieleral pout Gonbwj 3 Zipcodes lite T Sho Da that meet these specified criteria Select appointments within a From and or To Date range Select appointments for a specific Provider Select appointments for a specific Resource Select appointments for a specific Referral source Select appointments for a specific Zip Code Group by the FIRST X digits meaning you want to sort or group by the first X number of digits in the zip code for example you may want to group by the first two digits or three digits Please note Selecting Show Details will print out details of all the appointments gt AUTHORIZED VISIT ALERT REPORT Description This report shows which Customers are close to completing their number of authorized visits Reports honn Visit diat Report Provider SEES Resources Ir Dirie Visite lyg Range M Show Detads Selection Criteria Select appointments within a From and or To Date range Select appointments for a specific Provider Select appointments for a specific Resource Select a number or range of visits Please note Selecting Show Details will print out details of all the appointments that meet these specified criteria 168 USING REPORTS gt REVENUE GENERATION REPORT Description This report shows how much revenue has been generated during a ti
38. Help 203 ots TERMS CHANGING TITLES Company Customer Provider and Resource ScheduleVIE Plus includes a new option that allows you to change basic terms to fit your business Change Customer to Patient Student or Homeowner Change Provider to Doctor Instructor Agent or Technician Change Resource to Room Truck or Laptop Or Company Name to Unit Number You decide IMPORTANT NOTE The field here that we call Company Name is the field name called Company name in the customer database screen IT IS NOT YOUR COMPANY NAME Most users should not change this exceptions might be military bases that want to change Company name to Unit or if perhaps your customers purchase something from you with a serial number and you want to track it here To get to the Terms click on File Options Customize Terms A Options Option list Customize From the Terms tab you may specify the terms used to refer to customers providers and resources Be aware Determines the basic terms o that once saved these terms are used LWStOMEeE ler OoOO boc throughout the program to refer to Appearance Calendar Holidays Edit Masks Folders Customer Info Appointment Info Schedule Grid Reminder Message Templates Backup Tems Fiesouce Room their designated counterparts If you see names referred to differently than in the manual or tutorials it may be because you hav
39. Microsoft Outlook 97 98 2000 2002 2003 your settings 5 Providers have been added Updates to ScheduleVIEW 10 Providers have been added Translation successful Close To ensure that you hawe the most curent data you can synchronize the Schedule EW database and the data on the selected place so that both are up to date Last Updated A Microsoft Outlook Personal Folders 12 77 2004 12 22 06 p To make any changes to an existing account click on Properties and you can go through the process again making modifications 4 Properties ddd Remove cred Hoe 136 Using Repotts USING REPORTS USING ScheduleVIEW REPORTS ScheduleVIE has a robust reporting system that allows you to query the database using focused selection criteria The report formats offer summaries and detail versions and also provide for email reminders letters and mailing label creations To access ScheduleVIEV s Report Menu select Reports from the Main Menu Report Selection Window When selected most reports in ScheduleVIEVV will pop open a Report Selection Window that allows you to define variables and selection criteria While each report has its own selection criteria and values there are common options for many of the reports Please note when you leave a white box BLANK that means you want all records in other words you are telling the program DO NOT use any selection criteria
40. Pagviders i Stephanie Jpjx l l a ET Select appointments with specific appointment statuses or all Flescusces e Pix oe Please note Selecting Show Details will print out details of all the ely vath alahas appointments that meet these specified criteria Show Detala Sapnai pages Separated pages will produce a report for each provider on a separate page gt REFERRAL SOURCE REPORT Description This report shows appointments by referral source allowing you to determine the effectiveness of your marketing campaigns and techniques pam f Selection Criteria Fetemal Source Report 4a Emm Dae P Tuesday Jee 12002 Select appointments within a From and or To Date range JoDete fe Wedreidey dune 11 2003 Shee Fee e Select appointments for a specific Provider rect Al s Select appointments for a specific Resource sind ala ein n Select appointments for a specific Referral source e el Select appointments for a specific Zip Code T Show Detma Select appointments for a specific Service Code Please note Selecting Show Details will print out details of all the appointments that meet these specified criteria 167 gt ZIP CODE REFERRAL REPORT Description This report shows appointments by the zip code of your customers allowing you to determine where your customers are located and how you might best service those geographical areas Selection Criteria Remarks Zp Code Aeterna A epos
41. Permissions Permissions Option Window lists groups M Uret must enter a name and password to use the databace of ScheduleVIEW Users Click on the to expand each group and show individual users Adrunistrators F iets Users To add a new user click on the Add button on the bottom of the window Power sers This initiates the Accounts and Permissions Wizard which guides you through the set up of new ScheduleVIE V Users and Security Groups Accounts and Permissions Wizard What would you like to do i Users and Groupe can imit tee ability bo petom certain achors by Go asagning hem nghis and pennisciunrs Select Group or User to begin with C Create a secunty Group account aimh 6 common set of pemes aara to muliple users Organinng users in groupe s Create a secunty User account This it an account that can be granted permissions and nights ard it regulates which uset Can have access bo the database and in what manner Ony user accounts can logon to Daly Planner database you cani log on by using a group account To continue chick Hest Ld ube I Pl eves or 206 SETUP AND CUSTOMIZATION Selecting a security User account gives access to an individual Only individuals can access the Daily Planner Database Accounts and Permissions Wizard x Select a group that this user belongs to Security user account Thit m an account hal can be granted pameaore and nghts Iran paui Go ee a
42. SchedulevlEW M Appointment Note mI m Help lt Back Cancel IntelliSync Assistant Wizard 1 54 What to synchronize Select one or more categories that contain information you want to synchronize a f Appointments Data source Outlook Folder SGersonal Folders Calendar If Pa Start from Date and Appointments related to parameters art Refresh syne from Schedule Ew M Appointment Note M Providers Resources M Categor M Customer Name Back Cancel 29 Once you have completed your choices click Next 133 Intellisync Assistant Wizard 1 50 How to synchronize Select a type of synchronization Publish data from your Accounting Program Contact Manager will take The choice you make determines which programs are Updated when you perform a synchronization data F rom MS OUTLOOK to ee eee Schedule VIEW PLUS i Download data from pour Accounting PragramContact Manager Download data from your Accounting Program Contact Manager will take data From ScheduleVIEW PLUS to MS Outlook Help Back Cancel Intelli ync Assistant Wizard 1 47 x What about conflicts How you want conflicts to be resolved When Both programe hawe different information for the same records which records would you like to remain unchanged Choose how you want to handle f Last modified records your data f Accounting Progran Contact Manag
43. Types Customer Types and Resource Types are provided just for informational purposes to help you track these types Provider and Customer types am 4 may also be selected when running a Provider List report or Customer List report STOI t EMO wr JE oO m ir T L L pa m oF wr mi ch _ s ir b ce _ ir L m E m t a wr mi ch _ B a WNW a m ir J Ta 85 SEARCHING FOR INFORMATION This will allow you to find specific information about your business EXAMPLE 1 For this example you will be able to see all your customers in a certain city E Search Click on the Search icon at the top of your calendar page Search What do you want to search for 4a Providers Resources Customer Types Clickeon Provider Types l Resource Types Customers Service Codes Referral Source To start your search follow the instructions in the left pane Cancel Help What do you want to search for tf Customers Search by any or all of the critena bellow gt cal city Choose City to bring up fields to narrow your search a word or phrase match type case sensitive T Active Address Address Approval Code Birthdate Chart TL Code Company Mame Created l Customer Type Deleted Direction l Email s Search How Cancel Help 86 What do you want to search for
44. a click of a button But appointment history is just the beginning ScheduleVIEVV s customer database allows you to keep notes on each appointment add documents or charts of critical information to the customer s file You can even record referral sources keep a photo of the customer or the customer s equipment store driving directions for your employees and even keep birthday information for birthday greetings But that s not all Your business is unique and so are your information needs ScheduleVIEVV lets you define your own custom fields to accommodate what you want to know and track about your customers But that s not all By setting up your employees and contractors as providers and rooms and equipment as resources in the ScheduleVIEW system you can now schedule and track breaks time off and down time Your business s productivity is available at a touch of a button with our powerful reports ScheduleVIEVV s reporting system lets you look at your business productivity and profitability in multiple ways Find out where your referrals are coming from and what geographic areas hold the most marketing potential From tracking no shows and cancellations to helping determining repeat visits and top revenue producing services and providers ScheduleVIEW gives you multiple ways to look at your business And we made it all easy for you ScheduleVIEW has a familiar MS Windows ook and feel that makes learning intu
45. a database 21 I receive error messages containing Quickbooks status code 1000 during Quickbooks synchronization Use Troubleshooter 21 if When I try to syne ScheduleVIEW with QuickBooks I get errors containing status code 1000 22 Error Message Field EditMasks already exists in table parameters Use Troubleshooter 22 if After upgrading ScheduleVIEW or installing an update I get this error 23 I want to reinstall an archived database Data issue 6 Use Troubleshooter 23 if I want to reinstall a database that was archived Please note that you need to call ScheduleVIEW tech support first to get an authorization code 24 Data issue 7 Use this troubleshooter only if instructed to do so by ScheduleVIEW tech support Please note that you need to call ScheduleVIEW tech support first to get an authorization code 25 I want to change misspelled Company Names Data issue 8 Use Troubleshooter 24 if I want to correct the misspelling of some of my Company Names Please note that you need to call ScheduleVIEW tech suppott first to get an authorization code 26 Error Message Table ZLAppointments already exists Use Troubleshooter 26 if I get this error when working with ScheduleVIEW 27 None of the above Use Troubleshooter 27 if I cannot find my problem elsewhere in this list 230 TROUBLESHOOTING ANALYZER If you do not see your problem listed in the Troublesh
46. a quick way to move an appointment when a Copy Ctrl C customer calls in Delete You can right click Cut or Copy and then Paste appointments Select All Cirl a EH Make Appointment Ctri alt A B Make Break Ctrl Alt 6 Make Template Ctrl Alt T Send amp Waiting List Overlay zm Schedule Waiting List Preferences j If this is a repeating ScheduleVIEW appointment you get the option of which appointments you want to cut copy and paste P J Do vou want to cut all occurences of the recurring appointment Jenkins a Jenny John All Future This One Cancel 101 op You can also Drag and Drop appointments by left a clicking and holding down the mouse as you drag See the appointment to its new location Select All Col A A Make Appointment Ctrl AIt A Make Break Ctrl alt4s Make Template Ctrltalt T Insert Column Ctrl ins m T S L Lr i TimeBar Position Waiting List Overlay E Schedule Waiting List Auto Resize Preferences Customize Options Option list Customize Appointment Info Schedul To turn this option on or off FET eman Right click and choose Preferences and Customize Biais mg Customize the appearance of Ei i LA Today View ga Appearance es H Rules Ls Mail Settings Ta Group View Options Option list Customize lt look fory Left click on the Appointment Info Schedule Grid Reminder Message Te
47. appointments remaining reminding you with each scheduling and gives a warning if the appointment will exceed the number of authorized visits You can also define a Warning Limit for the expiration of the authorization As an example a warning will popup when there are three appointments left 23 THE SCHEDULEVIEW INTERFACE ScheduleVIEW has a number of elements that make it an easy to work with its scheduling system Here is a quick overview of those elements and how they can help you navigate through and best utilize the ScheduleVIE system e The major menus and toolbars e Important buttons and icons e QuickKey shortcuts for navigation MENU AND TOOLBARS ScheduleVIEVV has a number of menus and toolbars that facilitate its easy navigation and use The following summarizes these menus and toolbars They are os RUT Te a Os oe Oma to teh a od Can a 2st Ors a Esl es Company Name and Version of ScheduleVIEW tm Beles File Edit View Activity Reports Window Help Main Menu Bar lI want to t want to Shortcuts gt R z i Bar What s this Help Exit a 3E Open Search Options Appointments Customers Providers Services Reports Default Refresh View Selection Bar Window _xglthompson Tommy le Make Appointmers margy nah mamae Seidler Waiting Overlay R Schedule Waiting fios g w Wednesday August 27 2003 4 August 2003 a2 a 4 gt A Wednesday A
48. basis only and SELENT may not be able to resolve every support request SELENT supports the Software only if it is used under conditions and on operating systems for which the Software is designed For support requests contact SELENT via email fax or phone as indicated in the Documentation or Help section of the software IN NO EVENT WILL SELENT OR ITS SUPPLIERS BE LIABLE FOR INDIRECT SPECIAL INCIDENTAL CONTINGENT CONSEQUENTIAL OR SIMILAR DAMAGES OF ANY KIND RESULTING FROM THE DELIVERY OF TECHNICAL SUPPORT SERVICES OF ANY KIND THIS INCLUDES BUT IS NOT LIMITED TO DAMAGE TO YOUR COMPUTER EQUIPMENT AND THE LOSS OF YOUR DATA Confidentiality and all Materials provided by SELENT under this License are confidential and proprietary to SELENT You agree to hold them in confidence not to use them other than in connection with and the performance of this License You agtee to defend and indemnify SELENT AND ASSOCIATES INC against all claims losses liabilities damages costs and expenses including attorney s fees which SELENT AND ASSOCIATES INC may incur in connection with your breach of this Agreement 15 INSTALLATION OF ScheduleVIEW ScheduleViEVW Plus 2 0 1 23 Release I EAN o ScheduleViE What woul fou like to do ES Gato now detabass The Database Wizard will help you en the process of Creating a new database for your company aL Open an existing file Browse Sample database afdsafd av
49. be scheduled 41 Appointments New File Edit View Help i Show e Categories New Appointment i Don t Call Add Image Duration Color Show Appts i p 7 l i l visits Refresh Appointment Customer Phone Status Charges Reminder Tester D ah The appointment occurs in the past Fe a Providers ne Resouces Set 0 00 30 Service minates Code Mm ellow l 15 min Appointment Detinable Fields ooo 34 Priority a fee ee er ee A M next to the name indicates that you want to use a name in the customer database If you uncheck this box you are indicating that you do not wish to place this customer into the database or select an existing customer it means that you just want to write in this customer and not keep track of them in the database This is great for 1 time only appointments To select a customer name from the database click on the button A list of all the customers in the database will appear Appointment ha Customer W Ee Pale z P Caruthers Cand Fhone Company Name ID numbers Address na OEE a a a a Nee peret or Wu eeontrte eo lees reneiey nem tee dadaa Ist sleet Soy A Status Black Belinda S43 Winding Terrace Charges Caruthers Candy 431 Mineola Lane DAVIDA Davidson David 3322 Oakbrook Lane FRANFAROT Franklin Fran 32432 AR 3 NE 0000 Front St 1
50. displayed in the Window 139 ADVANCED REPORTS NOTE Advanced Reports are available only in Schedule VIEW PLUS Click on Repotrts and Advanced Reports gt CUSTOMER E MAIL MESSAGES da Description The Customer E Mail Messages allows you to send email messages to selected customers The messages can use a pre established template Selection Criteria Select or Edit a Template to use with this message Cusiprmai E a Hartat eet Select customers with specific Service Codes to send this message to i aiy OAT Mees age E TE genien k wie Select customers with specific Customer Types to send this message to Festa iej le ete Customs a ilz Select specific Customers to send this message to gt CUSTOMER E MAIL REMINDERS Description The Customer E Mail Reminders allows you to send email appointment reminders to selected customers Selection Criteria Select or Edit a Template to use with this message See Sending Appointment feriha Reminders in this manual Castner Emal Floreat m Denk Aa aree meda In edad customers ear Use he TOERANLT eal Select customers with appointments within a From and or To Date range From Ghote ff Tuesday due 10 2000 bse P uaea ee liam if Select customers with appointments with specific Providers Pooviders V Stepharie Px Fiesouce a l Select customers with appointments for Saer u Pix specific Service Codes Duhom a jpjx
51. eat Sort by Clients Tam Caruthers Charles Candy 06 057 110 SETUP AND CUSTOMIZATION Schedule VIEW provides you even more ways to look at and track your appointments Rino Rine it s the telephone ringing and Andy Adams is on the phone he knows he has some upcoming appointments but doesn t remember when and wants you to tell him when the upcoming appointment are EASY AS PIE with Schedule VIEW Just click on EDIT APPOINTMENTS click on the box with the fe or on Advanced Options choose From Today Forward and make sure the FILTER box is checked and type in Adams Andy in the white box where is says Look for Customer Name 4 Appointments from Today Forward Elles File Edit view Help H 6 89l E A EF BE O a Categories Hide Refresh New Edit Delete Print Save Filt Help Close Look for Customer adams and Jw gt Adams Andy Name Customer N ame Wp iy Look For Customer Name aS 00000058 or Today Only THOMTOO1 x Customer Iv Adams Andy vl p a Staffs 4 Vy From Today Forward No Repeat THOMTOO1 Resources 1 show Al No Repeat THOMTOO1 Te Phone 655 555 1 234 3 No Repeat THOMTOO1 5 Status Set 7 4 Staffs No Repeat THOMTOO1 aan a Ar Charges 0 00 Ell Staffs and Resources Duration ooo g mintes e j Vp Filter Color Custom Color 3 gt Priority IL Sort by Date aa Reminder E 15 min hi essage V BE Vi
52. for tomorrow next week several weeks from now and even next year If you ran an Appointment list for today and checked the box Transaction Report the report would show you all the appointments that were entered today and the appointment dates that they occur on This is great for tracking changes to the schedule in the event of computer trouble If this report is run and printed each day you have a complete record of your appointments on file Click on Reports Appointment List Appointment List 4a Select appointments within a From and or To Date range Select appointments with specific Providers Select appointments with specific Resources Dum e Trucks L lelxl Select appointments with specific Categories Categor Appointment r User defined Fields Tester Initials Visible Fields lv Start Date A Default Al Time l We Save settings Page Setup Help Set as Default Report g Print Export Cancel 96 SETUP AND CUSTOMIZATION Reports Appointment List Resources Check Transaction Report Customers Service code User defined Fields gt hone Visible Fields Default Start Date Time Group by fe Mame C Date A Transaction report Separated pages i Save settings TREE 7 age Setu e M Set as Default Report gee P Bh Preview amp Pit Export Cancel Visible Fields FORSE Tracking To track when an appoin
53. for each service code Selection Criteria Service Code Araks Repos Select appointments within a From and or To Date range Pints the count of appaninert par sence coda Eom Date i Tuesday dune 10 2001 Select appointments with specific Providers To Dishes fF wede dune 11 2000 i Peider semas plk Select appointments with specific Resources A E ri j Besoucae T STES Select appointments with specific Customers Lreerter a P ix Service a elel Select appointments with specific Service Codes f sane i Select appointments with specific Categories M Show Datak Please note Selecting Show Details will print out details of all the appointments that meet these specified criteria 143 BLUS l gt WAITING LIST REPORT Description This report shows the current Waiting List kerarts Selection Criteria Select Waiting List with specific Providers Select Waiting List with specific Resources Select Waiting List with specific Customers Select Waiting List with specific Service Codes Select Waiting List with specific Priorities 144 USING REPORTS APPOINTMENT REPORTS gt TODAY S APPOINTMENT Description This report prints out Today s Appointments SCHEDULE GRID REPORT This report shows today s appointment schedule in Grid Format Click on Reports and Schedule Grid on your Calendar page Reports x Schedule Grid al This is your vi
54. frame They will have rounded corners for easy identification 69 BREAKS Breaks are blocks of time in which providers and resources are unavailable for scheduling such as lunches holidays vacations seminars and days off If you add an appointment to this timeslot it will be double booked with the break still showing Unger CPA LLC Appointment Central tm ScheduleVIEV File Edit View Activity Reports Window Help S p A A amp Open Search Options Appointments Customers Providers Servi Providers New Provider S ra a April 03 April 09 Gweek 15 as oun 3 Wion 4 Tue 5 K 11 atti 30 Ei Edit att Appointment Status 12 se Cut Ctrl a F Copy Chrl c E Ei Ctrl 1 Delete ele Ki Undelete Ctrl zZ E1 a Undelete Ctrl z ee Select All Chri wo 9 ON a 5 pm EE Make Appointment Ctr Alt 4 E cil E Make Break Ctr Alt E F a 5 Make Template Ctrl alt T pm Send 30 pim amp Waiting List Overlay 4 UU Ga Schedule Waiting List pig 30 Preferences On your calendar page Right Click on the time you want to create your break and choose Make Break 70 SETUP AND CUSTOMIZATION 4 Breaks from Today Forward File Edit View Help x Categories Hide Refresh i Delete Print Save Cancel iter Hels eee Look for Subject O A lp Lunch i 00000059 Subject Lunch Staffs Thompson Tommy Resources v Duration e0 minut
55. or data files Import data from comma separated text file txt csv Please See the following section on Importing t data from ML file xml ma mi Yep pst Data into ScheduleVIEVV Import from QuickBooks Pro 2002 2003 database gbw If you select not to import data clicking on Finish will end the Wizard Your database is created lt Back Finish Cancel the Installation process is finished a new icon for ScheduleVIEVV will be installed on your desktop Simply double click on the icon that is now on your Wia desktop to start the ScheduleVIEVV program 17 NETWORK INSTALLATION OF SCHEDULEVIEW ScheduleVIEW easily allows you to network this software There are 3 steps in networking 1 Install ScheduleVIEVV on your server or onto the computer on your network set up as your server NOTE if you have a dedicated file server on your network you probably won t install ScheduleVIEV on the file server In this case start by installing ScheduleVIEVY on one of the workstations then creating a new database and save it on the file server During this process you will be prompted to create a new database Ensure that you create this database in a Shared folder on your network that other users can access preferably on a server REMEMBER THE LOCATION WHERE YOU SAVE THE NEWLY CREATED DATABASE as other network users will need this information when they install the program IMPORTANT One
56. perform a two backups before proceeding You may later view your archived database but it will be separate from your existing database The ScheduleVIEW Archive Wizard accomplishes multiple steps in one easy process including backup of data deletion of inactive customers and old appointments purging permanent removal of deleted items and compact and repair of the database Click on File Maintenance Archive Archive Assistant Wizard Welcome to Sched VIEW Archive eizard Using this wizard you ll be able to discard and archive old items whose content has expired and is no longer walid To keep your data manageable you need discard the old tems whose content has expired and is no longer valid such as an appointment you had an year ago that shill appears on your calendar Archive Wizard can do one or both of the following for items in a database permanently delete expired items or delete and archive old items that are important but not frequently used Click Next To continue click Next Help Cancel 220 SETUP AND CUSTOMIZATION Archive Assistant Wizjerd What would you like to do Specify items which pou want to discard and archive 7 Backup file RENJEN EEE Delete appointments older than Cutoff date Delete inactive Customers W Archive deleted thems recommended Archive file Sample databaseT ommy archive created 11 3 2003 2 22 19 pr W Purge Deleted it
57. saioa xi Show All Appointments Priority 7 Customer Nam The items in the Waiting List will always have Pointed Ends on them to indicate they are on the waiting list and not to be confused with regular appointments Also notice on the right hand side under the Appointment Info window there is a notice that you are in the Waiting List Overlay mode e Schedule Waiting Use this button to have ScheduleVIEW attempt to automatically make appointments from the waiting list to the main scheduling screen for you In order to make this happen you MUST have entered in all the necessary parameters to make an appointment For example you MUST have specified a Customer name a Provider that is in the database and a Date and Time for the waiting appointment IF YOU OMIT ANY OF THESE ITEMS ScheduleVIEW will not be able to schedule the appointment for you You will need to EDIT the waiting list items and enter the necessary information in order to be able to have ScheduleVIEW attempt to schedule these waiting list items for you NOTE It is our future intention of developing a WEB INTERFACE for ScheduleVIEW so that your da customer clients will be able to go to a web page and see available time slots for booking and request an appointment via the web You will then need to Synchronize the web page with your desktop ScheduleVIEW to receive these requests When you receive them they will be entered in the WAIT
58. the list Unger CPA LLC ScheduleVIEW Plus 2 0 1 25 Release Candidate 1 File Edit View Activity Reports Window Help P Ff E E a w A e Open Search Options Appointments Customers Providers Services FRleports Default Fete Providers GRE ETeemud arel j P ra Make Appointment fe Make Bre 4 a td ieee T HONTO Thompso UNGEOLOI Unger TOUNTYADT Young ZEWO Zavier Each of the Calendar Views consists of 4 main sections The Appointment Grid Which graphically shows appointments using color options The Monthly Calendar That highlights today s date and allows you to easily scroll back and forth between months The Appointment Info Pane Which brings up additional information on the appointment simply by selecting that appointment on the Grid The Waiting List Which shows customers awaiting appointments in priority order 91 gt THE DAILY VIEW The Daily View shows a complete listing of the day s appointments by Provider Resource or Group Additionally The Daily View allows you to add multiple columns to a provider or resource to allow for double triple quadruple etc booking To add an extra column click in a time slot and then right click with your mouse button and choose Preferences and then either INSERT COLUMN or DELETE COLUMN i Unger CPA LLC ScheduleVIEW Plus 2 0 1 25 Release Candidate 1 File Edit View Activity Reports Window Help want to
59. the selected place so that both are up to date Last Updated QuickBooks Affiliate Testing From now on when you begin your sync you may just choose Synchronize and ScheduleVIE V PLUS will remember your settings To make changes you will click on Properties a Properties Add Remove coe tt 125 Troubleshooting QuickBooks synch To set up QuickBooks Before synching open QuickBooks and click on Edit Preferences Integrated Applications Company Preferences Make sure you have Don t allow unchecked and Notify the user checked Preferences Ask a help question Ask ge A My Preferences Company Preferences E You can manage all applications that interact with this QuickBooks compan file here Accounting mance Help kx Notify the user before running any application whose certificate has expired Sore Defan D a cT we a cu cu Ta a cu oT ma un a D qu mn a ut LP zl r LP mn ma Tl gu J oe E Applications that have previously requested access to this company File Allow Access pplication Mame Also See Gener al DYMO Label riter Add In QuickBooks 2003 QBW32 service QuickBooks Customer Manager Connection ShipRushtk For FedEx x To learn more about applications that integrate with QuickBooks go to the Integrated QuickBooks Solutions Marketplace Mop
60. window A Options Option list Customize kiok for Se Appointment Info Schedule Grid Reminder Message Templates Backup Terms Appearance Calendar Holidays Edit Masks Folders Customer Infa Customize the appearance of the Calendar UES Today View H Customize Today view ie Few all appointments for today O Show appointments fram now to end of day When starting go directly to Today View H Show this number of days 1 Use this style baw colum ai Show these Web pages 7 Default page height 300 ar Tip of the Dap Show these Reports M Appointment List L Appointment Reminder Messages L Appointment Status Report 0 Authorized Visit Alert Report M Available Appointments Customer E mail Messages Customer E mail Reminders Ey Save Cancel Help When starting go directly to Today View allows you to jump directly to the today view when ScheduleVIEW first loads Show this number of days allows you to control the daily appointments displayed in the Today View Show these Web pages allows you to insert custom information or useful web pages directly into the Today View You may insert edit or remove these websites Tip of the Day is inserted by default Show these Reports allows you to create shortcuts to your favorite reports on the Today View Links to check marked reports will display under the Reports section of the Today
61. your customers or Personal Fields for one specific customer Notes Enter here any permanent default or ongoing notes about the customer and their appointments Whatever you type will always show also in the New Edit Appointment Window when you select this customer Again please_note Customer Notes will show up every time an appointment is made for that customer Notes put into the Appointment screen will only show on the specific appointment they are entered into 79 PROVIDERS Providers are your employees contractors anyone who provides services to your customers Having a provider is mandatory for scheduling appointments Entering Provider information helps you track productivity through ScheduleVIEV s reporting system File Edit view Help B E e 4 u o S amp P Categories Hide Refresh New Edit Delete Print Save Cancel Filter Help Close panel ll Last Name Thompson Unger Ulma BB lndctive First Name Tommy WALLWEG Wallace Were Middle initials Credentials CPA YOUNYAOT Young Yancy ZAVIZIO Zavier Ziad Address 1 19823 Ocean View Blvd Address 2 SSS City Anytown State FL Zip code 33952 C Phones 555 555 6543 tise Fax 655555542 C S Email tommythompsan isp com ga w o Type 9 Notes clear text choose template lt u 5 record s FA SchedulevIEW ia Sv2 manualEnd Nov 3 Fields in the Provider Window are as follows
62. 0 El eo bows Page Setup Time style fiz hour h mm ampri ae Time color i Purple Permissions F Date Navigator ial E Ea First day of week Sunday Customiz z Pa j Weekend font Ms Sane Serif ei Holidays font Ms Sans Serif mj Integrations Add Holidays gt l Save Cancel Help 174 SETUP AND CUSTOMIZATION Preferences ScheduleVIEW allows you to set up its program reporting and calendar the way that you run your business The first step in customization is to define general parameters selecting Preferences from the Options Toolbar Options Preferences kloak for F General Business Mame Unger CFA LLE i Advanced Options gt gt Group View Work Time Start time S00 004M Jail Settings MET te End time 50000PM a ae i minutes se Interval 30 E f hours Page Setup i Time style fiz hour himm am pm ae Time color L Purple aj Permissions f i Date Navigator TE i gt E First day of week Sunday Customize of Weekend fant Ms Sans Serif Ei Holidays font Ms Sans Serif zj Integrations Add Holidays gt gt LL Save Cancel Help Input your company name here as well as your work times your typical appointment intervals 12 or 24 hour time style colors and days of the week and fonts PLEASE NOTE ScheduleVIEW will not cross the dateline If you are open 24 hours a day or are open all night your start time and end
63. 000113 Appointment Customer W Status Set Charges 0 00 Hf Don t Call Duration 30 L Showy Sue Color Show Appts Visits ani Phone S55 555 11 Reminder 15 min i Appointment Definable Fiel When your customer is ready to leave you can now print up an appointment reminder sticker and hand it to them To do this Edit their appointment and day Click on the Dymo Appt icon isis ew Detinable e Field Aea rem Start time 04722 2005 Repeat Daily Add Invoice Every fi E Motes You will get a preview of the label Make sure you have chosen the correct Label Template for your Dymo LabelWriter Please note this is not a Schedule VIEW setting it is a Dymo LabelWriter setting and depends upon the label size you have loaded into your printer Click Print Label to print Dymo LabelWriter Recipient Address Candy Carruthers has an appointment on April 18 2005 at 1 00pm Please call 24 hours in advance If Unable to come to this appointment POSTANET barcode e None Above C Below Label Le aplete Address SU2452 30320 Address 30252 30320 l Ar ai Address 99010 SETUP AND CUSTOMIZATION Dymo LabelWriter software uses shrink to fit technology We recommend formatting your label with short widths and multiple lines so they are more legible Belinda Black has an appointment on April 22 2005 at 9 30am
64. 1 54 What to synchronize Select one or more categories that contain information You want to synchronize gt M Providers Data source Outlook Folder Yr Outlook Category i Include Active Outlook User Refresh syne from Schedule Eww M Address i M Address M City M Code M Email M Fax First Name z Help Back Cancel Now scroll down and check each field you want to sync i e Address 1 City Email Company Name etc IntelliSync Assistant Wizard 1 54 What to synchronize Select one or more categories that contain information you want to synchronize You must choose an Outlook Category EM Providers El g Data source 3 Outlook Folder Personal Folders Contacts E ia r ilter Dutlook Category Providers For this example you are synchin M Include Active Outlook g P M he S 0 Refresh syne from Schedule IEW Providers so click on Outlook M Address Category and type in the word M Address F 3 Providers W Lode oof Email M Fax ay First Name ba gt Help lt Back Next gt Cancel 131 Intelli ync Assistant Wizard 1 50 What to synchronize Select one or more categories that contain information you want to synchronize E Providers Customers esouces Eo IMPORTANT This process will be repeated for each category Providers Customers Resources a
65. 111 Falar AI _ m rariti r mrm iai Duration If you type the first letters of the customer s last name and press the button you will reach that alphabetical position in the customer database Just click your customer s name and information on that customer will auto fill in on the New Appointment Form Appointment HINT If your customer does not Customer Zelm Providers e Caruthd auto fill and leaves the field blank Phone E Look For Code _ Check that your choice is Search for Chats st Look For Last Name Last Name If you have it set as Look A Fo Fone sae ae for Company Name and there is no Charges 0 00 De leon rancariany ane _ company name in the customers information then the field will be blank Duration 15 H minutes poorer or EnOmbete _ because it will have no data to use Color m Yellow W Filter Reminder E lamn advanced Search Ctrl G Appointment Detinable Fields D Mew Customer y Appt Info E Edit Customer If you don t want to add to the customer database you can just type the in the name and press Enter or Tab to go to the next field When you do this the program recognizes that you are not adding this customer to the database and the checkmark to the left of the name will disappear meaning that this is not a customer in the database This is useful if you are scheduling an appointment with a sales rep or someone that you won t be scheduling fre
66. 30 min 30 min 30 min Set Deleted Set Set Deleted Deleted Set Deleted Set Check In 4 8 2004 2 27 5 Customer Name Albert Arnold Townsend Tony Break Template Adams Andy Young Yolanda Adams Andy Underwood Uma Sorenson Sandy Susan Snoddgrass 3 DELETED APPOINTMENTS File Edit View Activity Repor YOU may retrieve appointments mistakenly deleted by Gat db Cut Etrit Ope Copy Ctrl C Delete Select ae Appointments Breaks Templates Miscellaneous Waiting List Ss CUStOMmers gl Providers Resources d Services Group view ay Custom E Monthly weekly a Daily Deleted Items A list of the deleted appointments will come up To view the original appointment double click on it clicking on Edit Deleted Items i Deleted Items File Edit View Help Categories ae Show Refresh New Ed CY fA Edt Delete eee Fe Advanced Options Category Appontment Break Appontment Appontment Appontment Customer Customer Appontment Appontment Appontment Miscellaneous Miscellaneous Apporntment Appontment Appontment Appontment Subject ALLEN FERRY Break 2 Romdell A aoul Fundin Paul Appointment Set Appointment Set Appointment Set ALLEN JONATHAN Albert Arold ALLEN PATRICIA testing for time task Albert Arold Adams Andy Townsend Tony Adams Andy Deleted 1 16 2004 11 54
67. 54 arn 172172004 11 14 11 am 1 27 2004 11 18 14 arm 1 27 2004 11 53 47 am 172172004 11 54 08 am 1 27 2004 11 58 26 am 1 27 2004 11 58 33 am 1 26 2004 3 52 13 prm 1 26 2004 3 4 3 pr 2 10 2004 3 41 28 pr 2 16 2004 3 03 15 prm 2 16 2004 4 70 40 pr 2 1 2004 3 25 43 pr a3 2004 4 25 46 pr 4 7 2004 3 56 16 pr 4 0 2004 12 56 27 pr Appontment Young Yolanda 99 4 o 2004 12 3732 pm Deleted Items Edit File Edit View Help i e Elif A Gal Ss H Oly Categories Show Refresh Hen Edt Delte Print Save Cancel Filter Help Close Young Yolanda 00001603 Add Image Show Appts Visits Directions Add Chart Message Add Invoice E You are editing a Deleted item you cannot save changes until the item has been Unde Iw a Young Yolanda k pE E Providers Phone sza Resources Status be o Charges a Duration 30 minutes x Service C PEK Code Color O tellows Pricrrity Normal Reminder 15 mir P Allow other appointments Unger Ulmaz Show message hai Appointment Definable Fields customize Tester i Initials ae Shark time 475704 9 30 am Repeat No Repeat Hotes End time 45 04 10 00 am cleartext choose template qs q q q _iq_qaq 100 To put the appointment back into your schedule click on Restore Managing Your Appointments MOVING YOUR APPOINTMENTS gt Edit Appointment Status j y For
68. 6 Data issue 1 Use this troubleshooter only if instructed to do so by Schedule VIEW tech support Please note that you need to call Schedule VIEW tech support first to get an authorization code 225 7 Data issue 2 Use this troubleshooter only if instructed to do so by ScheduleVIEW tech support Please note that you need to call ScheduleVIEW tech support first to get an authorization code 8 Error Message Not a valid bookmark Use Troubleshooter 8 if I get the error Not a valid bookmark when attempting to open ScheduleVIEW 9 RTF formatting symbols appear in the Customer Notes field Choose Troubleshooter 9 if When I make a new appointment and try to enter notes I get strange symbols like this wizita Appointment Vehnable Fields customize Tester Directions miae oooO O Add Chart l S g Start Hime 10 22704 2 30 am End time 10722704 10 00 am Message Repeat No Repeat Add Invoice Notes clear test choose template rt ansiideff0ffonttbifo inil MS San Serif icolortbl redO greenO blueO Wwewkind4 uc T pardicfl Vang 1033s 16 par le Cause This may happen when you continue using an older program version after database conversion due new upgrade installed 10 Error Message Invalid input value Use escape key to abandon change Use Troubleshooter 10 if I get this error when putting in new or editing customers State DC Zip code ScheduleVIEW
69. ANDARD allows you to choose what information is requested in your customer information screen Create and Send Print Superbills Encounter Forms Work Orders Custom forms may be created including using Word documents or Excel forms using ScheduleVIEW STANDARD Enhanced Security Individual login and password capability with customizable levels of access View Only Security Level This allows you to safely allow others to view the schedule without concern for unauthorized changes Provider Security Great for businesses with multiple Providers Technicians etc Set security so that each person is only able to view their own information 11 ScheduleVIE V PLUS FEATURES uickBooks Outlook Synchronization Synchronize data between ScheduleVIEVV PLUS and your QuickBooks or MS Outlook Applications so that you only have to enter data once QuickBooks Pro Premier or Enterprise 2002 and newer or MS Outlook 1997 and newer Change Or Set Terms Change ScheduleVIEV s terminology to suit your particular business needs Are your customers students patients or clients Are your providers therapists counselors or technicians Are your resourtces_ vehicles equipment or conference rooms Make ScheduleVIEVV Plus look like your business Modify Or Change What Appears In The Appointment Grid What information is most important to your business when looking at appointments Now ScheduleVIEVV Plus allows
70. Appointment List Unger CPA LLC 04 27 2005 3 16 25 prn Unger Ulma 00000120 042 4005 215 pm 30 min Set Black Belinda 3 T01 Creafecot April 27 2005 2 48 07 pm by Administrator Modded April 27 2005 2 48 07 om by Administrator Wallace Wendy 00000121 04282005 245 pm 30 min SEt Ethendge Evan 3 T01 Created April 27 2005 2 49 15 pm by Administrator Modified April 27 2005 2 49 15 pm by Administrator 173 CUSTOMIZING Schedule VIEW m ScheduleVIEW gives you a variety of ways of customizing views to best fit the needs of your company To begin customizing sampling select File from the Main Menu then Options This brings up Options Window which has the following seven buttons on the left Preferences Click here to set up your business name work time and date parameters Group View Click here to add edit or delete group views Mail Settings Click here to set up your mail and email options Page Setup Click here to set up your printer options Permissions Click here to set up your security for ScheduleVIEV Customize Click here to customize your ScheduleVIE V windows Integrations Click here to set up your interface with QuickBooks Options k look For Preferences General Business Mame Unger CRA LLC Le Advanced Options gt gt Group View en Work Time 2A SS a Start time amp O0 00AM il Settings HOES clue End time 50000PM w Mea a 4 f minutes L Interval 3
71. Break ik aa Find Slot EA Fir May 23rd Appoinine let appointment dnd appointment o k amp Refresh what s this Help fe A Reports Default lj BB Ea Bo om E Monthly Ei weekly E Daily jmi E Niote This will only work in a single Provider view not in a Group view Managing Your Information MANAGING YOUR INFORMATION CREATING EDITING amp DELETING INFORMATION ScheduleVIEVV has multiple ways to manage your business information through our menu system directly from the calendar or through the use of Quick Keys A One of the simplest is by selecting Edit from the Main Menu or by typing Alt E as the same time Select a category of information to get a complete listing of entries Appointments Breaks Waiting List Templates Customers Providers Resources Services e E A mA Cf A k a Q Caegonss Hide Refresh New Ede Delete Port Hele Close Group Views Each selection brings up a multi pane window with a complete list of entries for that category and the details of the first entry The window also contains the following available buttons Categories Switch views between categories of information Hide Switches the multi pane window between horizontal and vertical lists Refresh Refreshes the window with the latest information from the database important with multiple users New Create a new entry in the database under th
72. CK KEYS ScheduleVIEW has a number of short cut keys that move you Quick Keys quickly through the application Here is a summary of our Quick Keys F5 is used to Add records F8 is used to Edit highlighted or selected records Ctrl T is used to Jump to today s calendar Ctrl J is used to Jump forward to a future date Ctrl F is used to Find an open time slot 32 SETTING AN APPOINTMENT WITH Schedule VIE Select the Appointment Time already displayed in the window hand corner of the screen right above the Windows Start button 48 Home Calendar gt Data Gy Shortcuts C Program Fil This opens your Main Appointment Window Unger CPA LLC Appointment Central tm ScheduleVIEW Plus 7 0 65 File Edit View Actyity Reports Window Help E E Customers Staffs E Appointments se g T Open Search Options Services Default LE Reports 4t Refresh w Unger Ulma ES i ES Ls A jmi jmi BE S 5 ji b o Wallace Wendy Groups Tax CFA a Make Appointment Fs Make Break Se a 4 Thompson T ommy Thompson T omiy Delete k Undelete Select All Chrl z Ctrit 4 Mak e ppointment fi Make Break Make Template Send amp Waiting List Overlay
73. Candidate 1 want to File Edit View Activity Reports Window Help co 2 8 E jw A Open Search Options Appointments Customers Providers Services Reports Default Refresh K e What s this Help Exit v Providers Wallace Wendy P Make Appointment CA Make Break ga Find Slot BA Find Ne waiting Overlay EB Schedule Waiting fron E 4 June 2001 T 6 4 2001 6 5 2001 6 6 2001 6 7 2001 6 8 2001 SMT WIT F Wee cae 3l 3 I gt 10 11 12 13 14 15 16 17 18 19 2 21 2 23 24 25 26 27 28 29 30 6 4 2001 6 5 2001 676 200 4 Appointment Info gt Ey Waiting list overlay mode Fan R NO gna saboia naz dy Waiting List Show All Appointments a Custom E Monthly E Weekly gt Daily 4 rity y ver N I ULL a a gt 24 Home Calendar Data Shortcuts C Program Files ScheduleVIEW datalSample database MDB wendy i Monday June 04 2001 9 E SH ScheduleVIEW RoboScreenCapture cug Sv2 manual6 doc Mi lt aa ad ery 6 43 PM 95 AUDITING APPOINTMENTS AND CHANGES There are several reports to help you track created changed or modified appointments 1 TRANSACTION REPORT A Transaction report is unique in that it lists the Appointments that were CREATED or MODIFIED for the dates specified not appointments that Occur on the specified dates For example today you may enter 50 appointments some appointments may be
74. D CUSTOMIZATION 4 Templates New File Edit View Help Categories Refresh New Edit Delete Print Save Cancel Filter Help Close Look for o Cz Subject zll Subject Y There are no items in this view IS Staffs Subject Followup Appointments l PAPP Resources Password without password C group password C user password v Duration 30 ron minutes A 9 v Details Set Password Color a Custom Color 2 Priority Normal Reminder E 15 min Sh iow Message Allow I BEENIE Appointment Definable Fields customize lt none gt Start time End time x Repeat No Repeat 7 Notes cleartext choose template lt 0 record s 9 E SA SchedulevIEW cuy Sv2 manualEnd Nov 3 Fields in the Appointment Template Window are as follows Subject A description of the Appointment Template Providers Resources The Providers and Resources who will have this Appointment Template on their schedule Duration The amount of time for the Appointment Template in minutes hours or days Service Code The Service Code reserved for this Appointment Template Color The color of the Appointment Template as it appears in the Daily Calendar Please note that Appointment Templates always show up in the Calendar with a red line next to them Priority Set a priority for the Appointment Template of normal low or high Reminder Set up Reminder fo
75. D to add a new Group View after clicking ADD Enter a name to describe the group then add the providers resources you want for this group Click REMOVE to remove the currently selected or highlighted group 181 MAIL SETTINGS SETTING UP EMAIL WITH Schedule V IEW Setting up an email interface with ScheduleVIEW is easy Simply select File from the Main Menu then Options to bring up the Options Window Select Mail Settings Scroll down to E mail Options to set up email We STRONLY recommend you choose the Default Email Program option If you choose this option ScheduleVIEW will use the default email program that you have setup on your computer eT Your email account must be a SMTP Server and a POP3 account Note AOL is not compatible 2 Some ISP s place restrictions on sending email through their servers or do not allow 3 party programs to send email through them You will need to check with your ISP to see if these limitations apply to your account Options Mail settings kloak for Mail options E Address 123 Dak Street ieeienee Pr FL 33333 z Pery View Phone an 555 1212 a Web address scheduleview cam Reminder E mail Page Setup Subject line Appointment Reminder i Reminder Message gt gt Permissions E mail options min fa Use default e mail program Customize Profile name zh Password L Integratians Use ScheduleViEW e mail system E mail addr
76. EVV can be configured for single users or for networked groups A Comprehensive Customer Information Database ScheduleVIEV includes a powerful customer database that allows storage of photographs in customer records website and email information appointment history driving directions referral information insurance policies and companies A Resource and Provider Management Tool Set up and manage your resoutces office space vehicles and tools as well as establishing and maintaining employee and other providers availability A Powerful Appointment Setting Tool The heart of ScheduleVIEW is its appointment setting and management tool that quickly determines the availability of resources and providers in setting up appointments for your customers it also maintains a status and history of those appointments ScheduleVIEW also allows you to create and manage a waiting list ensuring that appointments won t get missed Data Sharing Between Applications ScheduleVIEVV imports from database and spreadsheet applications such as Access and Excel ScheduleVIEV exports data in the following formats Word doc Excel xls HTML for websites html Rich Text Format File rtf Comma Separated Value csv comma delimited Text Files txt XML Files xml Adobe Acrobat pdf NOTE not all formats are available in all parts of the program Easy to Customize Change colors views and appointment blocks eas
77. Enter a name password full name and description for the user you are adding Be sure to click on the three periods next to P password z to select a secret question in Posse se case you forget the password Ful Hame Description Choose any of the checkbox options at the User must change password at mest logon ro Liner cael change pamiiri bottom of the window Account amp disabled h Password never tipies A Click on the Finish button in order to save this W Pensions fom Group are propagated bo this User j j user A Popup Window will ask you if you wish k ee _ Concet to set a security question for forgotten passwords for this user Click Ok and then Finish to save the user This takes you back to the previous Accounts and Permissions window Click on the icon next to each category to choose add or delete security permissions for this user Accounts and Permissions VIEW ONLY GUESTS Ww Users must enter a name and password to use t Note If you want a Guest to only be able to view Click to select the check box next to any action thal the calendar and be unable to make any changes Administrators Description uncheck everything except view calendar Guests F Guest f test Options g File F Tester Jfa View Users M Calendar Power Users Data tester l Shortcuts harry W Home da Data Fe Reports 207 Accounts and Pe
78. ING LIST When this function becomes available the WAITING OVERLAY and SCHEDULE WAITING buttons will be more functional and useful If you have an interest in this feature please email us a request to be put on a notification list Send an email to webinterfac scheduleview com with WEB INTERFACE NOTIFICATION in the Subject Line 29 gt THE SCHEDULEVIE W TOOLBAR se 5 8 e R Open Search Options Appointments Customers Providers Services Reports Default Refresh What s this Help E vit The ScheduleVIEW Toolbar allows you to easily move back and forth between the most important functions of ScheduleVIEVV By default it rests on the same portion of the ScheduleVIEVV View Bar but you can move it to anyplace you want by simply holding the mouse down on the bar and moving it The ScheduleVIEVV Toolbar has sixteen menu functions If a menu function appears as light gray on the bar it is currently unavailable for use The sixteen menu functions from left to right are e Open an Existing Database Click here to open a database e Search Brings up the Search window to search the data in ScheduleVIEV s database e Options Brings up the ScheduleVIEW Options window e Appointments Brings up the Appointment List Window and allows you to view the current appointments or by clicking on Advanced Options button allows you to view all future appointments as well Great if someone calls and asks Whe
79. KING NITIH DATABASE S ii E EEE OEE EE EEE E 116 CREATING YOUR CUSTOMER DATABASE naana a n aa eai 116 IMPORTING DATA INTO Schedule VIEW oo eceecseecescssssssssscsesseesseeeees 118 EXPORTING SCHEDULEVIEW DATA TO OTHER APPLICATIONG 121 QUICKBOOKS SYNCHING Schedule VIEW DATA WITH QUICKBOOKS 122 OUTLOOK SYNCHING Schedule VIEW DATA WITH MSOUTLOOK Lo 127 USING REPORTS corcrennri odie E eee i 137 USING Schedule VIENIEM RE POR US rcninrsrnin i ea T ATA T 137 PRENT PREVIEW TOOLBAR east cates e E see tas ea eae eso 138 EXPORTING ac RE POR Tirania ence iedaie cai an eed eane Re mee 139 HON ene ORs Teta eae eo eae eens 139 AOVA NGE O Ri PO RT raie aT acelin aay a ad ata bans 140 APPOINTMENT REPOR Ts sscs csy sedan los scnataiioteeaeaceeaietixeaaas sea tanesiaviaa AA 145 SCE EDULE GRIDREPOR Pensie a a e E 145 APPOINTMENT HST REPOR Ts asvises caascexcasvierousavavtveowsgoceteldndecbinTsbucnteeneveklutebonntesrovetedess 148 APPOINTMENT STATUS REPOR DSrornetisni aaa 153 REMINDER REPORTSAND MAIL LABELS cocacesssosicestavotdeenddeessutevcidsosaveshaestvastaowssestets 155 PRODUCTIVITY AND REVENUE REPORTS creuinnecdi tir E 167 SERVICE CODE RECALL REPOR Turone A aumreniehel marie 170 MODIFIED APPT REPORT TRACKING CHANGES e cc ccecccesssssceessseeeeeees 171 TRANSACTION REPORT TRACKING CHANGES uo cccccccssssccesssseceessesscesens 172 CUSTOMIZING Sched Vey a A A A A ANE 174 GROUP VTE CO TU IMIN VIEW ecien an E TN OO
80. N S 181 MAIL SETTINGS SETTING UP EMAIL WITH ScheduleVIEW 182 PAGBSETCOP PRINTOPTION S cenne I 184 CHANGING APPEARANCES IN Schedule VIEW M paana a tetas 185 CALENDAR CUSTOMIZING Schedale VIEW Mirenen aaa A 186 HOGIDA Y o aane a EE E O O 190 CUSTOMIZING DATE PHONE AND ZIP CODES EDIT MASKS cecce 191 POEDER oerni A T E AA EAN 192 CUSTOMER INFO COLLECTED AND SHOWN YOUR WAY ue 193 APPOINTMENT INFORMA TON vosazaesdorsicascecnsseevastiaga gach iavviclocmisiannieetialiote inch miiebeatoue 195 Oe 0 IB ashe 2a Ul erence nee ne T nr ne eee 198 REMINDERMES ACG Ezera A A 201 TERMS CHANGING TITLES Company Customer Provider and Resource 204 SECURITY PERMISSTON S raoa ETN TEETE 205 SETTING UP SECURITY FOR Schedule VIEW ooo ccecsscsscsscssseseeees 205 FORGOTTEN PASSWORDS ieran r r ee 208 TOTALLY PREVENTING DOUBLE BOOKING Through security setup 210 MALNTE NANCE creena cecstst esse a eta ten aa owit soe va aes sical ae Ga a a ce sine AA BACKUP Sa RESTORE oneer aaa asennad eee oe eas 211 CONEA See cad REE AAIR peer ean Be Pe PP ee EOP COED Re AOTC r 218 RESTORING DECE TT Fi raaraa tuations aieee 219 1B 208 Were te I hye UO P reer ter ne eee me EE E 219 ENTS CoP ENG TOA seat sie ta adsense aig gen cnc aicoeie then enc O 220 JROUBEESH OO TING WIZARDS reniei aiina eainiie aeaaaee 224 TROU BEE SHOOTING A NAGAR uone e E E ERRIETA 231 SCP ORT PG TM Sree E A AEE 233 TECHNIC ES UPPEOR To E TTA 233 ONLINE TUTORA E aon T E E O E 234
81. Options Appointmen In Calendar Views this allows you to easily switch between Groups Providers and Resources Providers Zavier y Providers 4 Resources SrOUpS A ay Lally Customers she gt i In Data views the View Selection Bar allows you to easily bia GO dee ACO Hapete Aio Hae switch between the multiple types of data ScheduleVIEW S 5 pee Open Search Options Appointments Customers Providers Manages for you Appointments Breaks Waiting Lists Look in Appointments amp Templates Customers Providers Resources Services Group View and Deleted Items H Unger CPA LLC ScheduleVIEW Plus 2 0 1 25 Release Candida Fie Edt Activiy Reporte a z a In the ShortCut views the View Selection Bar allows you to oo PE f Open Search Options Appointments Customers Providers Services easily move between databases templates images reports Look in Databases Pata backups archives favorites and tasks 26 SETUP AND CUSTOMIZATION The SHORTCUT BAR a Make Appointment sl Make Break Ca Find Slot BA Find Het Se waiting Overlay Lk Schedule Waiting fron h i Shortcut Bar Shortcut Bar Shortcut Bar Shortcut Bar Shortcut Bar Shortcut Bar Shortcut Bar Shortcut Bar Shortcut Bar Shortcut Click on Make Appointment to bring up the Add Appointment Window HOWEVER we recommend instead that you always do
82. View 186 SETUP AND CUSTOMIZATION Click on the Sign for Appearances and customize your Calendar Views including such things as colors time bar position and all day or work day views E Options Option list Customize cloak for z Appointment Info Schedule Grid Reminder Message Templates Backup Termes l Appearance Calendar Holidays Edit Maske Folders Customer Info Preferences eal Group View Customize the appearance of the Calendar sf 4 Appoarance Customize users perception of the calendar oo Show all day M Use different colors for weekend and holidays E K Use different colors in group view ef Paint column in that colors FI Use for all views i TimeBar position E Default colors a Current time Occupied time Show conflicts irr Selected item Default appointment Default break Default template H Rules Integrations D Save Cancel Help Appearance under the Calendar tab allows you to change the way the schedule grid displays When check marked the Show all day option displays time slots outside of the work day These timeslots are shaded gray but you still schedule them by double clicking Use different colors for weekends and holidays control the display for marked holidays and weekends You may change these colors in File gt Options gt Preferences under the Calendar section Use different colors in group view
83. a Select customers with specific Customer Types Select specific Customers gt CUSTOMER LABELS 140 Description This prints mailing labels for customers Selection Criteria Reports Select customers with specific Customer Types Select specific Customers gt CUSTOMER LETTERS Description This prints letters for customers Selection Criteria Select or Edit a Template to use with this message Select customers with specific Customer Types Customer Letiers aa f Prints ethers to selected aniona tareis Datome Whack aye ve ole re z lfjxi Select specific Customers Dbamy aipa 141 USING REPORTS PLUS da gt CUSTOMER STATISTICAL REPORT Description This report shows how many new customers were seen during this time period Selection Criteria From and To Dates to include in the Report Turer Baali Repa Haav mney ri Customer ware seer in a ment yee Please note Selecting Show Details will print out details of all the new customers within this timeframe gt PROVIDER ANALYSIS s Description Fom Date G02003 TaDale 11209 This report shows how the number of appointments each provider had during a time period Selection Criteria From and To Dates to include in the Report Poe Parada nahiy Aapu a Pinis the coumi af appioninerts pei preki Ean Date a Tiida da Iaa E Specific Providers to include in the Report Types of Providers to include in the Repo
84. a reminder message and a time to email Start and End Time Enter the appointment Start and End Times To change the date simply press the V button and select another date from the drop down calendar To change the time highlight and type over Repeat Enter the parameters if this is a repeating appointment ScheduleVIEVV will automatically create all the appointments for you 66 SETUP AND CUSTOMIZATION Providers Resources Enter the specific providers and resources needed to accomplish this appointment Select them from the database or add new ones Service Code Enter the type of service provided in this appointment by selecting from the database or by adding a new one Entering a service code will automatically fill in default values for duration priority color allow other appointments and a number of fields Priority Set a low medium or high priority for this appointment Set a low priority for an appointment if this space can be filled with emergencies etc Allow Other Appointments Check yes if this appointment can be concurrent with others Leaving this blank will prevent double booking of appointments You may disable double booking when you set up security See Permissions in this manual Notes Special Appointment or Customer notes This will default to the notes from the Customer s data record 67 APPOINTMENTS MISCELLANEOUS Appointments New Fie Edit View Help ef A g New Edit Pel
85. abel Template Address 30252 30320 Show Edit Restore Default Templates gt gt i Reminder Messages are not available m LITE version g lt Back E Save Cancel Help Now click Save When your customer is ready to leave you can now print up an appointment reminder sticker and hand it to them To do this Edit their appointment Integrations 4 Appointments Edit File Edit View Help oe S Categories Show Refresh Black Belinda 00000113 7 Appointment Customer M Phone 555 555 11 Status Set Charges 0 00 T Don t Call Show Image Duration 30 Color i Show Appts Reminder 15 min ni i visits Appointment Detinable Fiel ew Detinable ye Field Directions Add Chart a Start time 0422 2005 a Click on the Dym O Appt icon Message Repeat Daily Add Invoice Every 1 a cL g H Dymo Cust Motes 162 USING REPORTS Dymo LabelWriter You will get a preview of the label Recipient Address Please call 24 hours in advance It unable to come to this appointment Ed Candy Carruthers has an appointment Print Label on April 18 2005 at 1 00pm Cancel Make sure you have chosen the correct Label Template for your POSTNET barcode Dymo LabelWriter f None i Above C Below Please note this is not a Schedule VIEW setting it is a ee adress 20252 30320 Sl Stews Dymo LabelWriter sett
86. ae gt Reports Default Refresh What s this Help Exit o Open Search Options Appointments Customers Providers Services v Providers Wallace Wendy v p Ei Make Appointment Make Break 88 Find Slot Bad Find Next 4 Waiting Overlay Ep Schedule Waiting 100 June 03 June 09 week 23 4 June 2001 i CEKET gt Sun 3 Mon 4 Tue 5 Wed6 Thu Frig Sat 9 SM Tw F S e g 00 gt 30 10 11 12 13 14 15 16 pi 17 18 19 20 21 22 23 900 8 30 am 11 30 am Jenkins Jenny 24 25 26 27 28 29 30 EE 10 Today is 9 21 2003 30 4 Appointment Info gt EY Ei 11 00 Fan N NO agaanineant E sachat pO E enves Gra 6 t mr o 12 xl v Waiting List Show All Appointments v wu y istomer Nz A A iv 24 Home Calendar Data es Shortcuts C Program Files ScheduleVIEW data Sample database MDB wendy Friday June 08 2001 1 SA SchedulevIEW RoboScreenCapture ta Sv2 manual doc Mi 93 gt THE MONTHLY VIEW ScheduleVIEV also provides a month at a time view of your appointments Please note that this works best for a s ngle Provider or Resource This option is great for an overview of your month Looking at a monthly view for multiple Providers or Resources will result in a less viewable page A Unger CPA LLC ScheduleVIEW Plus 2 0 1 25 Release Candidate 1 o fe x File Edit View Activity Reports Window Help 1 want t
87. ae ete ce Here s Another Way To Do It Be Fi oren tne sot cater Press Ctrl F Or use the Find Open Time Slot button on the Schedule VIEW toolbar Find Slot Find Open time slot 2 ___ I This brings up the Find Open Time Slot Window where you Slot tofind EL minutes f hours can chose specific parameters for the appointment Time zone 10 00 am 5 00 pm m Ee tine aadi des geva comand be Enter the amount of time needed for the appointment in commu ar cmp OEE PAT PERE Te ipin minutes or hours and the preferred time zones each one a Search Selected oek separated by a comma Selecting Advanced Options brings up another window that ay ome Cacai e allows the entry of even more specific parameters Selecting Entire Scope will search from today forward Find Open Time Slot bal H Selecting From Cursor will search from where your curser is Sist gs METE forward For instance you can click on a date one month from Sktinfind 30 memts z now to begin the search there Tire zene E0 am 5 00 pn 5 Upin Search in first X columns only will ensure that you are only Aten to Time set searching for open time slots in the first x columns that represent 2 8 P p C Enia senpa i pE Pat Seach i frst 1 coher your primary booking columns f you use extra columns for Fion cuta aem ihi g F Da of Week multiple booking M Sun Days of the Week will speci
88. all the new customer information and click the Save icon S Customers New File Edit View Help EF A g H 3 New Edt Delte Print Save Cancel a Help Close iE ie Categories Show Refresh New Customer Last Hame P E ma lil o gt First Name O URL Pi Company Name fx Serice Code 0 a Middle initials Gey o Customer Type a T Bithdate stf BT m Address 1 PO Referal Source 0 Ea Address Z Po ID number 2 P City Po Social Security H Pe State o Zip code Approval Code nde Phones f l y Visits Remaining pe g Visits pm Directions Customer Definable Fields customize insert personal field delete personal field field HONE This will take you back to the new appointment screen to finish setting the appointment 37 Enter Who The Appointment Is With and What They Need Next select who the appointment is with by clicking on sta ea Thompson Torn the white box that says 2 Conference Room PROVIDERS RESOURCES The program will default to the currently displayed provider You may schedule for more than 1 provider or resource when making an appointment Press this icon to select from the Provider List 2 Press this icon to select Resources needed such as treatment or service rooms equipment or trucks y Press this icon to select a Group from the Group List For this example the Customer Jenny Jenkins is going to meet Provider Tom T
89. allows you to use custom colors for each provider resource in the group view Paint columns in that color allows you to change the entire column to the color selected for the provider resoutce Use for all views makes your changes applicable to all of the schedule grid views in ScheduleVIEW TimeBar position allows you to control the location of the TimeBar which labels the time intervals Default Colors allows you to modify the display color for each specific type of item that appears on the schedule grid 187 Click on the Sign for Rules and set up general rules for prompts warnings and drag and drop options A Options Option list Customize k look for z Appointment Info Schedule Grid Reminder Message Templates Backup Terms ppearance Calendar Holidays Edit Masks Folders Customer Info Customize the appearance of the Calendar BEF s oday View Egia Appearance J e Rules Define some of the check functions I K Enable edit appointment notes if Prompt before changing a notes K Enable drag and drop appointments Prompt before moving an appointment E K Enable resize appointments ef Prompt before resizing an appointment Occupied time slots Allow other appointments yes oo iDO Show occupied time M Warn when authorized number of visits remaining is less thar 3 I Auto resize appointment cells M Prompt before applying changes to all cells Minima
90. and duration and create the repeating breaks when you Save the Break Notes Enter any notes about this Break here Or select a template A pre written set of notes to paste in here 71 APPOINTMENT TEMPLATES Appointment Templates are used to RESERVE specific appointment slots for specific Service codes or specific reasons For example if you want to block 9 12 noon on Monday Wednesday and Fridays for New Customers or if you wanted to schedule 9 12 noon for a specific type of service code or if you wanted to schedule Follow up visits When you add an appointment to this timeslot the template will erase and only your appointment will show Templates may also be password protected Unger CPA LLC Appointment Central tm Schedule File Edit View Activity Reports Window Help E i gE Open Search Options Appointments Customers Providers Providers New Provider April 03 April 09 Gweek 15 4 Fe can 3 T Tens On your calendar page Right Click on the time you want to create your Template and g choose Make Template Aoooinkment Status Week ly Daily F Cut Ctrl Copy Ctrl C Ctrl jmi o K Undelete Ctrl 2 IE Select All Chrl 4 af Custom H Monthy EH Make Appointment Ctri Alt 4 Ei Make Break Ctr Alt E m Make Template Ckrl Alt T Send amp Waiting List Overlay Es Schedule Waiting List Preferences 72 SETUP AN
91. and or extension Email Address Customer Email Address URL Customer s Website Address Service Code The default Service Code for this Customer Customer Type Use this field to classify your customers however you like Cash Charge Local Distance Plumbing Drywall etc Provider The default Provider for this Customer Referral Source Use this field to identify who referred your customer to you or how they found out about you ID Number 2 Optional alpha numeric identification field Social Security Customert s Social Security Number Approval Code Approval Codes can be used for an insurance policy number or for a reference number for contracts or invoices Visits Remaining This field allows you to keep track of authorized visits by listing how many visits are remaining on a customer s service contract or insurance program If in place a warning message will pop up when the customer has used up the contracted visits Visit This field shows how many visits have been scheduled for your client The total will continue to add during multiple service contracts insurance approvals 78 SETUP AND CUSTOMIZATION Directions This is an optional field that will provide popup directions to a customet s residence or business Be creative and use this field for whatever additional information you may want to let your providers know Definable Fields ScheduleVIEVV allows you to set up Definable Fields that apply to all
92. ansaction Modified Tuesday March 16 2004 10 35 16 am by Administrator report will show 00000012 Gwenevere Gustophson Created Tuesday March 16 2004 10 35 22 am by Administrator WHO created or Modified Tuesday March 16 2004 10 35 22 am by Administrator modified the appts 150 gt PROVIDERS LIST Description This report shows how the number of appointments each provider had during a time period Selection Criteria Reports 3 Select specific Providers Provacers List a Prgyiders iw ETE Fi Select specific Provider Types Provider cla bytes n E N Bete Select the sorting criteria for the report eik Show Details of each Provider such as name address phone fe Alor C Cadentak number l Addii O Prida Tut Sha Daah gt CUSTOMER LIST Description This report lists customer information details Selection Criteria Reports F Select by specific Customer Cuslomers List a Customers ff pix Select by specific Customer Type Custorner pk bpa Select whether to print details such as Address or All Customer a Information ff Hone CO Fidde i Select Sorting Criteria by name phone address or customer type Gout by fe Hama C Adder C Froe O Curone Tppe 151 gt SERVICE CODE LIST Description This report lists Service Code Details Selection Criteria Select Service Code to list leave empty for all Senos Code List H
93. ant Wizard screen and your Folder will be filled in Click on Next lt Back Cancel 129 Intellisynec Assistant Wizard 1 54 What to synchronize Select one or more categories that contain information you want to synchronize A Put a checkmark next to Providers 3 Providers B Click the next to Data Source to open the drop down menu Data source Outlook Folder a ie Outlook Category M Include Active Outlook User Refresh sync from SchedulevlEW C Click the next to Filter W Address 7 M Address to open the drop down menu Fi cits W Code D Put a checkmark next to Mw Email W Fax Include Active Outlook User First Hame rE Help Intellisync Assistant Wizard 1 50 What to synchronize Select one or more categories that contain information you want to syrchrarig Click on Outlook Folder Customers Data source Click on the 1 to browse to your Outlook Folder nl Outlook Folder VE Filter M Address M Address M Birthdate Iw City T Code M Company Name M Email First Hame Last Warne I Middle Initial ery a Help 130 USING REPORTS Choose a Folder The list below shows the available folders in MS Outlook Highlight a folder that contain Contacts andor Appointments You want to synchronize Personal Folders Va Contacts Choose your folder and click OK Cancel Intellisync Assistant Wizard
94. are getting the information you need quickly and without excessive paper Each report has an optional preview function that opens a Print Preview Window which contains the report and the following Print Preview Toolbar 4 4 gt Dl The Print Preview Toolbar is divided into 5 sections Close 1 Viewing the Preview Zoom to Fit lets you see the entire page of the report in the window 100 lets you see the report at 100 Zoom to Width lets you Zoom the report to fit the width of the window 2 Navigating through the Preview allows you to page back and forth through a multi page report preview First Page Previous Page Next Page Last Page 3 Printing Functions Printer Setup brings up the Printer Setup Window and allows you to change printer defaults Print Report sends the preview to the printer 4 Save and Load Preview Save Report saves the preview on your computer or network as a Quick Report File qrp Load Report opens previously saved Quick Report Files qrp that can then be previewed and printed 5 Close Preview Window exits the preview window 138 EXPORTING A REPORT USING REPORTS ScheduleVIEV allows you to export any of its reports into four formats text file txt which can be imported into any word processing system comma separated files csv which can easily be imported into spreadsheet applications such as Excel HTML format htm
95. ase s Browse organization who you will be scheduling appointments EE for with your customers You must enter a Last and First name here and then click Next to continue creating the database Cancel 116 SETUP AND CUSTOMIZATION 3 Customize the Appearance of the Calendar New Database Wizard x Create a new E a step 3 4 Customize the Sppearance of the Calendar gal General Business Name Your Company Name Work Time Start Time 8 00 00AM End Time 5 00 00PM minutes C hours Time style fi2 hour h mm am pm Interval 130 al Help lt Back Cancel 4 Import Data from Other Applications At this point you can decide to import or not import your data for this database from other applications or data files Please see the folowing section on Importing Data into Schedule VIEW If you select not to import data clicking on Finish will end the Wizard Your database is created The next step in creating the database is to enter the Name of your Company or Business Then enter your business hours the start and stop times of your day s appointments Enter an Interval that is a time increment you want to display on your calendar Choose to display by minutes or hours Finally enter the Time Style choosing from 12 hour am pm or 24 Hour Military Style Import a data step 4 4 Imports your data from other databases Choose an action to p
96. at category Edit Allows editing of the currently selected entry Delete Deletes the currently selected entry Print Prints detail on the currently selected entry Save Only available when in Edit or New mode Cancel Only available when in Edit or New mode 63 Help Close Brings up the Help System Closes the Edit Window and returns you to the main window To Add a new customer to your database or change customer info Click on the Customers icon E Customers at the top of your calendar page S Customers File Edit View Help HE y Categories Show t Refresh Fal Hew A Filter Faj Sp H Edit Frint JYE Delete A on erie Advanced Options Full ame ADAMA ALBEA ALLE P ALLE F ALLE Adame ALLEN ALLEN ALLEN Andy Albert Arnal PERRY REBECCA WINSTON ALLE JOT ALLEN JONATHAN ALLE L ALLEN LINDA aea LEE timate titel ala Company Address Orel wot hre eet So e Company 23999 1st Street South lg Help This view shows your customet list only EFFEEF 1034 SUBURBAN AVENUE 65177 3141 SAD AVE 5 BES VAN BUREN AVENUE TwoThree Company 1611 SMES AVE P45 ENGLEWOOD AVE A te COMO AVENUE 61282 65145 BST 65145 651659 If you would like to see the customer list and the edit customers screen click on the di Show 2h icon and you will see this view A Customers File Edit View H
97. at contain information you want to synchronize This will take you back to your Assistant Wizard screen and your drive path will be filled in Accounting ProgramContact Manager data location CcWPragrarm Files Quickbooks your Database Name o Bill Browse Click on Next Help Back Cancel 123 Intelisync Assistant Wizard 1 42 What to synchronize Select one or more categories that contain information You want to synchronize M Customers MW Address S f ddress2 M City Put a checkmark next to Customers and a Code fal annan Name Check each field you want to syne of Email First Hame e i E Last Name Click Next O Middle Initial W Phoned Phone W State I Zip re ma m A A Publish data to yOUr Accounting IntelliSync Assistant Wizard 1 42 Program Contact Manager will take data Bow io sonchroniza from Schedule VIEWTM PLUS to Select a type of synchronization ate QuickBooks Pro or Premier The choice you make determines which programs are updated when you perform a synchronization Publish data from your Accounting Publish data to your Accounting Program Contact Manager Program Contact Manager will take data from QuickBooks Pro or Premier to Schedule VIEW PLUS Check which you would like to do andClick Next Help lt Back Cancel IntelliSync Assistant Wizard 1 42 What about conflicts How you want conflicts to be resolved
98. ble Fields customize inzert personal field delete personal field she Created 37909 Mew Field New Definable Field Motes Motes Section 64 cleartext choose template SETUP AND CUSTOMIZATION Fill in all the new customer information and click the Save icon S Customers New File Edit View Help EF A g H 3 Hew Edt Delete Frnt Save Cancel I Help Close iE ie Categories Show Refresh New Customer Last Hame P E ma lil o gt First Name O URL Pi Company Name fx Serice Code 0 a Middle initials Gey o Customer Type a T Bithdate stf BT m Address 1 PO Referal Source 0 Ea Address Z Po ID number 2 P City Po Social Security H Pe State o Zip code Approval Code nde Phones f l y Visits Remaining pe g Visits po a Directionfa Customer Definable Fields customize insert perzonal field delete personal field field HONE Selecting Appointments from the Edit Menu brings up the Today s Appointments Window and shows all of the day s appointments in the left hand pane Selecting an appointment in the left hand pane will highlight its detail in the large right hand pane and allow editing of the appointment information Press the Save Button to save your changes Add a new appointment by pressing the New button Delete an appointment by pressing the Delete button 65 H Appointments from Today Forward F
99. ble booking If you wish to disable double booking entirely go to the Permissions setting up security section in this manual Show occupied time highlights occupied time on the TimeBar Warn when authorized number of visits remaining allows you to set a warning level for the authorized visits left set in each customer s information form Auto resize appointment cells allows you to control the automatic resizing of the columns in ScheduleVIEWM You may allow ScheduleVIEW to automatically handle the size or uncheck this box to specify your own by dragging the column borders on the schedule grid If you have this box checked you may also specify the minimum cell You may check mark Prompt before applying changes to all cells to be prompted before changes are made to the schedule if you wish to be warned when changing the size of the columns yourself Warn when scheduling a non default provider allows you to disable the warning when you attempt to schedule a customer with a provider other than the one specified for that customer in the customer database 189 HOLIDAYS Select Holidays from the tab and enter all the holidays for your business Double click on a blank space to add Select a current holiday and double click to edit Highlight and press the Delete key to delete When adding a holiday double click to setup an annual recurrence so that ScheduleVIEV automatically creates the holida
100. ccounting P EE Thursday February 17 2005 A zd Caruthers C Franklin Fran Conference K Zavier Ziad Yc o0 Ctr Ctrl c Then clicking on the word Position lets Ctrl you choose where the waiting list is x Delete displayed your choices are at the bottom zE Ctrl 2 center under the main calendar or in the wv Sort Ascending bottom right hand corner for this y Sort Descending example we have it on the bottom Position Waiting List i Add to Waiting List F5 EF Open Item Fa EA Make Appointment 4 Synchronize 2 G Schedule waiting List Show All Appoantments Friority Customer Mame Phone Length Created Normal Jenkins Jenny 555 555 4445 30 min 271772005 1 ma m e 105 Cut Copy al Faste X Delete KE Undelete Ctrl ctrl E Ctrl Ctrl 2 Sort Ascending F amp Sort Descending Position Waiting List Dl Add to Waiting List er Click on Waiting List a and choose Add to Waiting List E Open Item Fie BE Make Appointment Synchronize Es Schedule Waiting List Show All Appointments Priority VF 2 High Customer Hame Enter all of the information just as you would when making an appointment By clicking on the drop down arrows by start time and end time you can choose a date if a specific day is requested Click Save when done Caruthers Candy Phone 555 55 Waiting List New
101. ces should NOT purchase the LITE version due to HIPAA issues List of Customers who have not had an appointment for a specific service code in a specified time frame Great for service businesses that provide regular periodic recurring services View Providers Resources Groups Email Enabled View Day Week or Month at a Yes Yes Yes Glance Color Code Appointments Create Appointment Templates Y Appointment Info Window Y Appointment Providers Resources Import From CSV Format File Yes O O at f Ability to set Repeating Number Format Easy to Setup and Use Y Y Y Y Y Y Y Y es es j es i es es es es es WORKING WITH DATABASES LITE STANDARD PLUS po O S Yes Yes Yes Yes Yes Print SSN or Date of Birth on Appointment List To sync between SCHEDULEVIEW and QuickBooks You must have SCHEDULEVIEW PLUS and QuickBooks Pro Premier or Enterprise 2002 or newer Yes ScheduleVIE LITE FEATURES Great for single person offices home users and for basic scheduling needs You get the user friendly interface that ScheduleVIEW is famous for PLUS you can upgrade to a higher version at any time for the difference in price you can t go wrong WARNING this version is NOT recommended for Medical Practices because it does not have security features needed for HIPAA Does not include QuickBooks or Outlook Calendar Synchronization Flexible Configuration ScheduleVI
102. ct does this have on my screen Unger CPA LLC ScheduleVIEW Plus 2 0 1 21 Release Candidate 1 File Edit View Activity Reports Window Help Bw p amp E E A w2 A 8 R Open Search Options Appointments Customers Providers Services Reports Default Refresh What s this Help v Providers Thompson Tommy Hel CMake Appointment CE Make Break ga Find Slot FAF Wednesday August 27 2003 ae day Augu Wednesday August 27 2003 T E Day 30 9 SgS pmi 8 88 8 p p oS 88 al Custom B Monthly Bl Weekly j N am Wid o 8 SgS p g8 Unger CPA LLC ScheduleVIEW Plus 2 0 1 21 Release Candidate 1 File Edit View Activity Reports Window Help A oe A Appointments Customers Providers Services D R Refresh What s th Sa Reports Default we p Open Search Options Providers Thompson Tommy 2 CMake Appointment CE Make Break a Find Wednesday August 27 2003 day Augu Wednesday August 27 2003 A amp E Day gS al Custom B Monthly Weekly Sl ep 2 g sg SB O B 8 pmi pmi So 5 pmi N 5 5 199 Here is a BEFORE screen shot of what the Schedule Grid looks like in a default format without customizing And here is the same screen AFTER we customized it to show the Customer Name Adress1 City State and Social Security Numbe
103. d Select Emails or Letters To Selected Choose Customers or Providers gt MAILING LABELS Description Mailing labels can be printed on Avery 5160 or compatible labels Three across ten down Reports Mailing Labels C All Customers Sort by f Name Address City State Zip Save settings gaa Setup Help Set as Default Report Sen cone ces Selection Criteria Select ALL CUSTOMERS or SELECTED CUSTOMERS If you choose SELECTED the following additional fields will be available Customers You can enter a range of customers in this field Customer Types If you assigned customer types to the customers as you entered them in in the ADD EDIT customer window then you can select the type of customers you want to print mailing labels for here Providers If you assigned a provider to each customer as you entered them in in ADD EDIT customer window then you can select the range of assigned providers that you want to send the mailing labels to Zip Codes Enter the range of zip codes or leave them blank From Date If you want to send mailing labels to customers that had have appointments in a specified date range then enter the beginning date range here To Date Enter the ending appointment date range here 156 USING REPORTS Sort by Settings Choose to sort names by Name Address City State or Zip Code Save Settings Check if you want these setting to be saved so you do not have to re
104. d Restores and setting an automatic reminder to backup your database From the Backup tab you may change the settings related to your ScheduleVIEW system backup Password Security allows you to set a password to restrict access to the zip file created by the backup process What to Backup or Restore allows you to control the amount and type of information included in the backup and restore process Backup Reminder allows you to set the occurrence and frequency of a backup reminder message Option list Hite Preferences z Group View Mail Settings ka onl Integrations A Options x Customize klook for z Appearance Calendar Holidays Edit Masks Folders Customer Info Appointment Info Schedule Grid Reminder Message Templates ne Terms Portree errr n nn Password protecting files in a Backup provides a measure of protection against casual users who don t have the password and are trying to Restore or determine the contents of your files To password protect Backup files itis important to speciy the password BEFORE adding the files Password Secumnty Ehange Bassma What to Backup or Restore Active database Related Data Templates Images etc C System Data Local System Settings L Program Files Used EXE DLL Help etc files Backup Reminder T Notify if a database haven t been i day s backed up for last ey Save Cancel
105. d customers but this is only a view process and you cannot do anything else with this database Click 21 icon to browse to your archive folder Purge Deleted items Recommended check this box to actually Purge or Delete the items that have been marked for deletion in your database NOTE when you delete a customer provider service code etc from the database you actually only Mark it for deletion This is so that you can undo a mistake at a later time However if you actually want to purge all of this data from your database you can check this box during the archive process to delete all the items marked for deletion 221 Compact and Repair Database Recommended Check this box to perform a Compact and Repair of the database after the Archive process Archive Assistant Myzard Completing the Wizard Wizard has enough information to start archiving IF you want to review or change any settings click Back button IF you are archiving a multi user shared database that is located on a server or shared folder make sure that no one else has it open Then you can start the archiving process by pressing Finish button removed can not be reinstalled A Use this process with care If you didn t specify a backup file data Click Finish to start archiving now Help Cancel Click FINISH if you are sure you want to perform the Archive task and be sure that no other users have the program open when performing this ta
106. date and turned passwords back on the program no longer allow me to access my Databases Of forgot my password I am having trouble logging in Next gt 224 SETUP AND CUSTOMIZATION 2 I get an error message that says there is a newer version Choose Troubleshooter 2 if Schedule VIEW When I open ScheduleVIEW I Do you want to upgrade your software now get a message that there is a newer version but I already have the Cancel Browse newest version Bs A new update for ScheduleVIEW has been detected on a network resource 2 3 Data restructure Use this troubleshooter only if instructed to do so by Schedule VIEW tech support Please note that you need to call Schedule VIEW tech support first to get an authorization code 4 I need to recover all hidden appointments Use Troubleshooter 4 if I have missing appointments Please note that you need to call Schedule VIEW tech support first to get an authorization code 5 Incrementally searching through the lookup list by directly typing into the combo control doesn t work correctly A Appointments New File Edit View Help Choose Troubleshooter 5 if Me ad al When making an appointment I New Edit Delete Siem afresh Categories show Retresh type in a letter and the search goes to another letter New Appointment A The appointment occurs in the past Appointment I Customer Iv F E
107. dow Enters the old password and then the new New password password twice to confirm Click on OK to save Dontim patted I a caret System Administrators can change user passwords through the Accounts and Permissions Window If you are unable to retrieve your password you may call and for a fee ScheduleVIE tech support may be able to recover it for you 209 ots US TOTALLY PREVENTING DOUBLE BOOKING Through security setup Use this methond for TOTALLY preventing a user from Options double booking appointments By default Scheduelview TM ia File only WARNS you of a double booking situation and allows ee you to double book if you click that its OK to double book Data However in some companies or in some situations you may iceman want to totally prevent someone from double booking To Update Data accomplish that Select the User you wish to prevent from A W Insert Data double booking Click on the Plus sign by DATA and Enable over riding a locked time slot Uncheck Enable over riding a locked time slot FS Reports If this is set up in security the Administrator can log in and double book for special circumstances If you would simply like a warning to pop up which you can override and be able to double book go to the Double Booking Warning Pop Up Message section in this manual To create a security Group choose Group in the Accounts and Permission Wizard Schedu
108. e harry JY Always show at startup Help Cancel Installing ScheduleVIEW is easy Either download the ScheduleVIEW software from our website at http www scheduleview com and follow the easy download instructions Or use the CD Rom that was mailed to you inserting it in your computer s CD or DVD drive The installation program will automatically start Merely follow the easy install instructions Toward the end of the Installation Process the following window will popup to prompt you to create your database for ScheduleVIEW The Create Database Wizard will walk you through the important steps in creating a new database 1 Give the Database a Name and Location New Database Wizard Ea a EPEn ore r First click on the Browse button to find the location folder for the database and give it a file name Type in E EEE e you through the process of creating a new database that you can the name o f the da tabase in the whi te box asa In network environment we recommend you use UNC naming convention instead of using mapped dives description Choose a name of your new database omputerl scheduleview data y Browse Remember the file name and location of the database is especially important to remember if you are networking this program with other users or computers lt Back Cancel 2 Create a Provider to add to the Database New Database Wizard x Create a new database N
109. e Grid Reminder Message Templates Backup Terme Preferences ma Determines the Appointment Info wiew i H 4 Visible Fields Group View 1 2 ces ae Go Insert EmA Ki ecity additional appointment fields you want to show Mail Settings 2 Ce Page Setup Permissions chee le Save Cancel Help 196 SETUP AND CUSTOMIZATION Here is what the ADD EDIT Appointment Screen looks like with the new Appointment Definable Field called EMPLOYEE Appointments New File Edit View Help He feel Ee Ee fF Fs FB ty Ss amp Categories Shove Renesh Hew Edit Delete Prt Save Cancel Hilter Help Clr New Appointment Appointment k Customer FI elel Providers gy Thompson Tommy Resources 2 Phone I Ie Status Set Charges 0 00 E Add Image Duration 20 minutes j ee Baa P P A Color m rellow 3j Priority Normal Reminder g 15 min Show message Allow other appointments viselte Erections Add Erhart ieee Start time 5727703 10 30 am End time 6 27 03 11 00 am z Repeat No Repeat Add Ayoice Notes cleartext choose template 197 SCHEDULE GRID The Schedule Grid gives you details of a specific appointment right on the main scheduling screen of the program in the appointment cells themselves Customize how you wish to see the Schedule Grid information in the Calendar View by selecting and deselecting informatio
110. e email address above with an explanation of your interest 27 This is what your screen might look like before pressing the Waiting Overlay button Unger CPA LLC Schedule VIEW Plus 2 0 1 21 Release Candidate 1 5 g a 3 d Thompson Tommy 2 BE Wednesday August 27 2003 2 28 29 3 4 65 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 7 28 29 30 Jie 23 a a Today is 8 27 03 l Fare sno agora seit pa Show All Appointments Priority F Customer Na Notice that there is an item in the Waiting List window on the right hand side of the screen when we click on the Waiting List Overlay button that waiting list item happens to be scheduled to be waiting for a 3pm time slot however a lot of waiting list items will not have a date and time that they are waiting for and if they do they may be on a totally different day so you may have to go clicking on different days or weeks to see where they are 28 SETUP AND CUSTOMIZATION In any event here is what the screen looks like AFTER you click on Waiting List Overlay button Unger CPA LLC ScheduleVIEW Plus 2 0 1 21 Release Candidate 1 5 a me HS Thompson Tommy 2 LY Wednesday August 27 2003 2 cde 2d SU sie a2 Jo to Oa oud 10 11 12 13 14 15 16 17 16 19 20 21 22 23 24 25 2 z7 28 2 30 ee ere fe E Today is 8 27 03 ay Waiting list overlay Fan R NO gonna
111. e office at 555 1212 to reschedule the appointment There is a 25 missed appointment fee if pou miss the appointment and a 25 reschduling fee if you reschedule less than 48 hours betore the scheduled appointment Thank vou for your patronage and we look forward to serving you on your nest appointment The Staff Customize J zl Edit Restore Default Insert Template Templates gt gt Ly Save Cancel Help 201 Templates From the Templates tab you may create new or edit already existing templates In the template editor you may insert fields from ScheduleVIEW both the customer database and the provider database Click Create Template to launch the template editor with a blank file or Edit Template to browse for an existing file In the top right hand corner of the template editor you may click on the Fields button to insert a ScheduleVIEW field from a list of those available a Options Option list Customize kook for Appearance Calendar Holidays Edit Maske Folders Client Info Appointment Info Schedule Grid Reminder Message Templates Backup Terms Determines the basic structure for note templates _Lreate Template Mail Settings Edit Template Integrations 202 Backup SETUP AND CUSTOMIZATION Set your defaults for the Database Backup process here by setting passwords determining what files to include in Backup s an
112. e so that both are up to date F E s wm Clickon Add and Last Updated _ a Click on Add Accounting There are no items to synchronize 310 Program Contact Manager 16 17 23 24 30 Today ts 1 4 Appoi fee x v Wa w Show Al adds ij Bemoy KNER Add Web Site 4dd Accounting Program Contact Manager Intellisync Assistant Wizard 1 52 Eg Welcome to ScheduleVIEW Intellisync Wizard Using this wizard you ll be able to synchronize data between Schedule EW and our business management software Which Accounting Program or Contact Manager do you use f QuickBooks ProfPremier Edition 2002 2003 7004 2005 Click on QuickBooks Pro and C Microsoft Outlook 97 98 2000 2002 2003 Click Next To continue click Next Help 122 Cancel SETUP AND CUSTOMIZATION Intelli ynec Assistant Wizard 1 4 Which databases to synchronize Select the databases that contain information You want to synchronize Click on Browse and browse to your Quickbooks database Accounting Program Contact Manager data location Browse 0 Click on your database and E Click Open Look in Quickbooks si amp 9 QuickBooks Letters ScheduleVIEW tm Images File name Your Quickbooks Database Files of type QuickBooks database Cancel Help Intellisync Assistant Wizard 1 42 Which databases to synchronize Select the database s th
113. e specified a different term from within your software el Save Cancel Help 204 SECURITY PERMISSIONS SETTING UP SECURITY FOR ScheduleVIE V y Determining who has access and can update your business data is an important decision ScheduleVIEW allows you to setup passwords and gives you the options of establishing different security levels based on your business need for secure information ScheduleVIEVV comes with a built in Administrator user that has access to all of ScheduleVIEVV s functions and databases All other users must be added Security for ScheduleVIEV is on 3 levels Application Determine whether a user id and password is necessary to open ScheduleVIE Group Set up the permissions and securities for an entire group of users User Set up individual security levels and permissions for specific users ScheduleVIEVV comes with four pre determined groups of users But we don t stop there ScheduleVIEVV allows you to create your own groups assigning security the way your business is organized Administrators who have complete and unrestricted access to ScheduleVIEVV and the ScheduleVIEW s database Fie Edt View Activity Fieports Wido Help 1 Guests who have restricted access to ScheduleVIEV Li Mew Database Chri h amp M O and the ScheduleVIEW database This is used for people Ga Cigar Dal hase CHD Ff with view only access to appointme
114. e top of your screen and double click on the name of your customer then click on the Show Appts button _ show aes The following popup window will appear PIR Select From Date and To Date for the Appointment History and OR select a From Date and enter in the number of occurrences n you wish to view for recurring appointments with no end date I Monday May 13 2002 Click OK to produce the Appointment Report Leave the boxes UNCHECKED to view ALL appointments Appointment History From Date To Date F Wednesday May 14 2003 l If you need to look up an appointment of a customer not in your database you may also click on the Appointments icon Appointmentsat the top of your screen fl AL Appointments File Edit View Help a l H 0 mE K amp This will show yout most recent appointments To Categories Show Refresh Hew Edit Delete Print view all of them click on Advanced Options and Lonk for Client Advanced Options click on Show All Name ee Client Name Ya State De Look for Client Name Adams Andy Jenkins Jenny 060 Caruthers Charles Candy 06 0 Ivanhoe lsabella 06 0 Today Only From Today Forward Show All Adame Andy 060 Providers eat Black Belinda 06 0 Dump Truckss eal Davidson David 06 02 y Providers and Dump Truckss eat Zenob Evan 060 F eat Havener Hamilton 06 0 ak Fiter eat Georges Grace 060 Sort by Date eal Franklin Fran 060
115. elp He ho g Refresh Categories Hide Look for Last Name Full Hame AMA Adams Andy ALBEA ALLE P ALLE F ALLE ALLE JOT ALLE L ALLE F ALLE R ALLE ALLEE ALLE ALLE D ALLG ALLI HOT ALLI LOI ALLI HOZ ALLISON HENRIETT ALLO ALLO ALNA ALTE Albert Amold ALLEN PERRY ALLEN REBECCA ALLEN WINSTON ALLEN JONATHAN ALLEN LINDA ALLEN FATRICIA ALLEN ROBERT WW ALLEN ULA ALLEN EVELYN ALLENDORF MARY J ALLERSON DAVID ALLGOOD DONNA ALLI HUDA ALLICKSON LOIS ALLISON JAMES ALLISON VERONICA ALNABI ZAINAB ALTENDORFER DOUGE el ct A ry Filter Eancel Hew Edit Delete Adams Andy ADAMANT BB irv4ctive Add Image Add Chat Customize g B 4 Print Save Last Name adams First Hame Andy Middle initials IL Company Name Onet woThree Company 5er Male Birthdate 4221960 Address 1 23999 1st Street South Address 2 City Anytown Social Security fi 23 45 6789 State FL Zip code 33950 Phones 55555 5555 555555 Visits Remaining fo Help Close E E mail andyadams amp iep com E URL S Serice Code Misc Consulting 2 Customer Type Accounting 2 Provider Thompson al Referral Source Telemarketing lgl ID number 2 445566 Approval Code Visits E Direction sy Customer Defina
116. emplates To view your list of templates click on zl and choose Today Only From Today Forward or Show All Today s Templates File Edit wiew Help a Filter Help Close N Hide 2 Look for Appointments Subject E E New Template o ev totter ste There are no items in this view m Today Only Breaks From Today Forward g Refresh Sl Tf A g H Hew Edt Delete Print Save Cancel lt i ect F Show All ord of without password l group password m Providers wala Set Password user password Resources ior 15 minutes olor Silver Reminder n 7 15min Sy Show message Appointment Detinable Fields Providers and Resources Wy Filter Miscellaneous Customers Start time ie Repeat No Repeat none Now you can choose your template and delete or edit it 4 All Templates File Edit View Help Look in X Filter Help Close g Ff 3A Print Save Cancel Col G Hew Edit z Delete v Hide Refresh Ae Look for Appointments Subject le Template 5 HOOOOOOS1 Template SO Subject Template Password f without password 5 N valu Set Password O user password Duration fis minutes Color Silver Reminder E 15 min Show message bi Appointment Definable Fields a Date gt
117. ems recommended W Compact and Repair database recommended Help lt Back Cancel Backup file RECOMMENDED IMPORTANT Be sure to specify a valid location for your backup file IF you do not specify a valid location and you continue the Archive process and decide after archiving that you want your old data back you WILL ONLY BE ABLE TO DO SO IB YOU HAVE A VALID BACKUP prior to the Archive process Click 21 icon to browse to your backup folder Do not backup to a CDR or CDRW disk as Schedule VIEW cannot write directly to your CD ROM drive in this part of the program Delete appointments older than Cutoff Date Check this box if you want to delete old appointments KTMPORTANT ALL APPOINTMENTS BEFORE THIS DATE WILL BE DELETED so be careful what date you enter here DO NOT ENTER TODAY S DATE ot else all appointments up to today will be deleted Using the Archive Deleted Items is highly recommended Delete inactive Customers Check this box to indicate that you want to delete all customers that have the INACTIVE box checked in their customer information screen Archive deleted items Recommended Check this box to create a separate archived database of the deleted appointments and customers that get deleted from the Archive Process IF YOU DO NOT USE THIS FEATURE TO ARCHIVE DELETED ITEMS YOUR INFORMATION IS PERMANENTLY DELETED This will allow you to go in and VIEW the old appointments and delete
118. enter them each time you run this report Save as Default Report Check here if you want this to be your default report 157 MAKING LABELS WITH DYMO LABELWRITER Now easily print appointment reminders labels address or mailing labels or any other kind of labels for your customers or appointments Schedule VIEW allows you to setup or format two labels we call one an Appointment Label and the other a Customer Label This feature allows you then to click on one of these label buttons when editing an appointment and then print that label You can also click on the customer label button when editing a customer to print an address or mailing label You can format the labels any way you want for example a medical office could use one of the labels for printing chart labels You can purchase a Dymo LabelWriter printer model 330 at most office supply stores such as Office Depot Office Max or Staples for around 99 For a better and faster printer you can also purchase the Dymo Turbo 330 at WWW LABELCITY COM for around 99 There are a couple labels that we really like for printing appointment reminders One is the REMOVEABLE labels at www labelcity com These labels are like the yellow sticky notes and can be removed and reapplied on a calendar ereat for your customers The other label we really like is the Appointment Labels Dymo part 30374 The really nice feature of this label is that it is non adhesi
119. er CPA LLC ScheduleVIEW Plus 2 0 1 23 Release Candidate 1 o oo A Aja A 8 X Open Search Options Appointments Customers Providers Services Reports Default Refresh What s this Help Exit v Providers Thompson Tommy o Cima Appointment CMake Break a Find Slot EA Find Hent 4 Waiting Overlay Eg Schedule Waiting 100 Always show drop down list This feature determines IF when you start typing in a customer name a drop down box should show that matches the letters you ve started typing For example if you start typing the letter A and this is enabled your screen would look like this when typing in a customer name for an appointment See how there is a list below the customer name with customers that match the letter ere H Customer Phone 7 j PAN TEAD Status DAVID DA ID Charges ABERKROT Abercrombie Kristy o647 Cypress Hill Ad ADAMANT Adams Andy 23999 1st Street Sou Duration BLACBEO1 Black Belinda SS Winding Terrace CARRCADI Caruthers 431 Mineola Lane Color Reminder ATD 179 Refresh Interval When ScheduleVIEVV is networked it looks to the network database for updates and changes and new appointments This setting determines how often that refresh should take place The lower the number the more frequently ScheduleVIEVV will check the database however this can cause extra network traffic and slow down your system on slower compute
120. er information such as name address credentials phone numbers and email address Set up yout own provider type codes to further classify and define your providers Sometimes it takes more than a customer and a provider in order to schedule an appointment Sometimes it also takes Resources a room equipment or facilities that allow the appointment to take place and the service to be completed ScheduleVIEV gives you the option of tracking the usage of important equipment and facilities ensuring their availability at the right time to service your customers needs 21 ScheduleVIEW allows you to create Service Codes that support your business by describing the types of services or work that you provide Each Service Code entry has a required description and optionally allows you to set up defaults such as appointment colors time lengths and priority level ScheduleVIEV does not require the use of Service Codes but using them simplifies the appointment making process and potentially adds value in determining the profitability of your services through our reporting functions Using Service Codes will always help you speed up the appointment making process by allowing you to define not only a length time but also a color ots If you re using QuickBooks ScheduleVIE Plus now allows you to associate Service Codes with QuickBooks Item Numbers and Sales Accounts making integration and synchronization with QuickBooks even eas
121. er records C SccheduleViEW records Click Next Help Back Cancel 134 Intelli Sync Assistant Wizard 1 50 Completing the Setup Wizard has enough information to start synchronization IF you want to review or change any settings click Back button Review your choices If you need to make changes click Back SchedulevVlEW Database C Program Files ScheduleViE S ample database MDB Synchronize with Microsoft Outlook 97 98 2000 7002 7003 File Folder Personal Folders Synchronization Type Publish data Download data Conflict Resolution Last modified records will remain unchanged Synchronization Lists Customers Click Finish Click Finish to start synchronizing now Help lt Back IntelliSync Assistant Wizard Processingl This mau lake a few mnes oease wat horosoft Outlook 4 program is trying to access e mail addresses you have stored in Qutlook Do you want bo allow this Put a checkmark in Allow access for M Ae pereo it may be a vieus and you should Help Click the drop down arrow to P Allow access For Choose 5 minutes al a a Click on Yes 135 IntelliSync Assistant Wizard 1 50 Synchronization Complete You have completed synchronizing Schedule EW with your business manager From now on when you begin your sync you may just choose Synchronize and ScheduleVIEW PLUS will remember Updates to
122. eration report Productivity Report Security password access Available Reports Please Note These topics are subject to change based on the most common questions we are receiving 235
123. erforms Do not import data OO Import data from comma separated text file tat csv Import data from ML file xml Import from MS Outlook data file pst Import from QuickBooks Pro 2002 2003 database qbw Back Finish Cancel 117 IMPORTING DATA INTO ScheduleVIE Please note each time you import your database will be added In other words if you import 3 times you will have each customer in your database 3 times ScheduleVIEVV imports data from your existing database in standard Windows file formats such as ASCII text txt comma deliminated files crv the commonly used ASCII text or comma delimited files csv You can choose to import Customers Providers and Resources dp If you have ScheduleVIEW Plus you can also sync data from your MS Outlook or QuickBooks data files See section on Quickbooks or MSOutlook Sync in this manual To begin to Import access the Import Wizard by clicking on Eile then Import Database Import Wizard 1 0 1 112 Pick the Format of the data you are importing Import a data step 2 2 Imports your data from other databases Choose an action to perform Choose either comma separated text file from applications like Word Access or Excel txt files or Import data from comma separated text file tht csv Import data from MiL file srl CSV files or XML xml files Import from MS Outlook data file pst Import from QuickBook
124. es ae ce Page Setup ai Integrations le Save Cancel Help Wo lege Schedule Waiting TUL 4 August 7003 kK S M T W I F 5 The Appointment Info window is shown below it is located on the main schedule screen when you open the program on the right hand Ea side of the screen Today is 2 OS mj Waiting List Show All Appointments Prinriti 7 Ciiehamer bs 195 here and select the fields you want APPOINTMENT DEFINABLE FIELDS You may also insert customizable fields in the ADD EDIT Appointment window when you create or edit a new appointment these are called Appointment Definable Fields The information is stored only with that particular appointment and is useful in storing specific information about this appointment Some users have asked us if they can track which employee made or changed an appointment this is one way to do that Just add a field called Employee and then your staff can enter their initials or name here You can also filter some reports based on the contents of the field The fields are TEXT only so if someone types in Robert then other times Bob and you filter on ROBERT you won t get the appointments that contain BOB To add a field click on the INSERT button then type in a name for the field name sA Options Option list Customize kook for T Appearance Calendar Holidays Edit Masks Folders Client Into Appointment Info Schedul
125. es W Related Images W Related Reports W Related Favorites Please remember if you are using multiple databases you will have to select each of these as Additional Files As a minimum you should backup your active database Additional files which you will select yourself Click Next Cancel Help Backup Wizard 1 49 Where to Store the Backup Your backed up data is stored on the media in the destination you specify Enter the name of the media to receive the backup data Enter your comments here Click on the button which has 3 periods a 211 Save ir CO Backups If you want to change the Save In location click on the drop down arrow Sample database backup created 04 05 2005 3 24 38 pr zip Sample database backup created 04 27 2005 2 21 24 pr zip File name TODAY S DATE Save as type Backup Bilge Cancel If you have done a backup before the Save In will default to the same location so you only have to change your File Name to the current date Save As eau i sae i Choose yout backup z eae My Documents neon ae of My Computer A 3 Floppy amp s Local Disk C 6 CD Orive D 9 Shared Documents O My Documents My Network Places Choose a File Name Click Save 212 SETUP AND CUSTOMIZATION Backup Wizard 1 49 Where to Store the Backup Tour backed up data is stored on the media in the destination you specify En
126. es ae J j v Details Color Priority Normal Reminder 15 min how message T Allow other appointments Appointment Definable Fields customize OT Start time 11 3 2003 12 00pm End time 11 3 2003 1 00pm Repeat Day e Erap ogy affective JIA UAAR Every 1 dayls Range y senaye C End after f 4 occurrences End by fi2z31 2003 ch 00 e template Notes clear text i ii i1 record s v 1 E F ScheduleVvIEW u Sv2 manualEnd Nov 3 Subject A description of the Break Providers Resources The Providers and Resources who will have this break on their schedule Duration The amount of time for the break in minutes hours or days Service Code You can optionally set up a Service Code to track breaks in reports Color The color of the break as it appears in the Daily Calendar Priority Set a priority for the break of normal low or high Reminder Set up Reminder for the Break Enter a M and then select the time to send the message out Then press the V button to select Show Message Send Email or Send Letter Start and End Time Enter the Start and End Times To change the date simply press the V button and select another date from the drop down calendar To change the time highlight and type over Repeat Select how frequently this Break should be repeated ScheduleVIEVV will prompt you to set the parameters for the repeating breaks their frequency
127. es ey Group View Create Template eri Mail Settings Edit Template 51 Save in E Templates b E Type in a name for your new label a and Save File name Your new Dymo Label Save as lype Rich Text Format ed Cancel Help S Edit Rich Text This takes you to Edit Rich Text File Edit View Insert Format O amp j b E E mou EY Field E In order to add information from customer database or appointment screen move your cursor on the i screen in the location you wish the information to insert MS Sans Senf CE ee eens Click on Fields LY Fields icon which is located on the menu bar 3 Edit Rich Text This gives you a drop File Edt view Insert Foma eeses OOOOUOOUUUUUUUUUUUCUCLCdown list of fields you may D amp A at FS mp ou OEY Fields merge customer or er e e A eBe7U z appointment information from 1 1 1 1 1 1 1 1 l 1 1 C 1 1 1 1 1 1 C 1 1 1 1 1 1 1 1 1 1 1 1 1 Highlight your choice and Select a steld in the list box below and press Ok Button to insert this Held click OK and the field into the Reminder message will insert Business Hame z Business 4ddress gt Business Phone Repeat this for all the fields
128. ess Reply address Carbon copy bo SMTP zerer mai Fort 25 Account name Password I Hide e mail window after conection lel Save Cancel Help 182 SETUP AND CUSTOMIZATION Enter the following information to Use Default Email Program E Mail Options Use default e mail program Profile Name lt Enter your profile name here gt Password lt Enter your password here gt Use ScheduleVIE V s Email System E mail address enter your email address example support scheduleview com Note This needs to be a Pop3 account to work with ScheduleVIEW We do not work with FREE type accounts from Hotmail Yahoo etc Reply to address enter the address you want replies to go to Carbon Copy enter an email address that you want a copy of all outgoing emails to go to Email Server enter the SMTP server name for example for Earthlink customers it would be mail earthlink net ask your ISP webmaster or network administrator if you have any questions Port leave at 25 unless your ISP or webmaster or network administrator informs you differently if 25 does not work try 2525 as some ISP s are being much more strict in allowing you to send email thru their ports Account name enter the account name for your email account Password enter the password for your email account Hide Email Window After Connection If left unchecked this will show an email status window 183 PAGE SETUP
129. ete Print 2 4 Categories Show Refresh New Appointment Appointment Appointment Break Miscellaneous appointments are basically for informational purposes Provic Resour Miscellaneous Charges 0 00 mj il Sery Duration 90 minutes Cr Color Custom Color 3 Fric Reminder 15 min Appointment Detnable Fields Tester W Con Call Show message Initials Miscellaneous They are best used when you click the option to subject Show in Header m Pri vate When you choose to Show in Header the Miscellaneous appointment shows at the top of the column for the particular provider and is FIXED in that location We think it most useful as a reminder or todo When the Show in Header option is selected your daily appointment screen would look like this 68 SETUP AND CUSTOMIZATION S Unger CPA LLC ScheduleVIEW Plus 0 1 34 Release Candidate 1 File Edt View Activity Reports Window Help Les ee E E 3 amp 4 Open 7 Search Options Appointments CLetomers Staffs Services 4 Monday November 03 2003 Prepare for Board Meeting today Exit k 4 what s this Help Refresh fs A Reporte Default Daily stom E Monthly il veekly See how the Message Prepare for Board Meeting Today is at the top of the header for that day and is not assigned any time
130. ettings HanryhMy Do__ backup zip Dive C Documents and SettingstHarnrythy Docume miles Password protected No Prompt before overwrite Yes Description mone IF you are restoring a multi user shared database that is located on a server or shared folder make sure that no one else has it open Then you can start the restoring process by pressing Finish button To specify additional options click Advanced Advanced Click on FINISH to complete Restoring Help Cancel 217 COMPACT amp REPAIR We HIGHLY recommend running Compact and Repair on a weekly basis Important to Know If you are using ScheduleVIEVV ina Network please make sure that all users O are logged off Schedule VIEW Compact and Repair will help you compress your before performing this task otherwise they may damage the database even errors they will be resolved To access the Compact amp Repair Wizard Click File Maintenance Compact amp Repair Schedule VIEW A IF vou are compacting a multi user shared database that is located on a server or shared Folder make sure that no one else has it open Then you can start the compacting process by pressing OK button Cancel Click OK to compact the database 218 ScheduleVIEV and ensure that if there are any indexing Contirm no one is accessing the database SETUP AND CUSTOMIZATION RESTORING DELETED DATA ScheduleVIEVV does not automa
131. ew File Edit View Help EH R 3 E Categories Show Refresh Hew Edt Delete Frnt Save New Provider Last Name Bf lndctive First Mame Middle initials Credentials ss Address GO Address 2 CT yf Stef Zipcode Phones a Faxff Emit O un A Type zlo Notes m SETUP AND CUSTOMIZATION 9 When you are finished click on the Save button at the top and this will take you back to the Group View New screen 10 Click the icon which looks like a triple sign This brings up your list of Providers Resoutces 11 Choose one by single left click 12 Click insert to add another Provider Resoutce H Group View New File Edit View Help A A amp a Categories Show Refresh New Edt Delete Fret Save Cancel Group View 3 Helo Clos Inzerk Delete GREERAQ Green HACKHEO Hackleswoarth Henry JACKMIO Jackson Michael JOESMIO Joe Smiht RUNNMADI Junkola Junkala PURPBAOT Purple Bruce 2 o i FroviderDump Truckss Color Heading 13 Click Save when you have added all Providers Resources for your group 59 1 Unger CPA LLC ScheduleViEW Plus 2 0 1 35 Release Candidate 1 You will now see a Group View File Edit View Activity Reports Window Help Refre wm A Reports Default E E E 2 Appointments Clients Providers Services S Open Search Options Groups Tax CPA P fa a amp is If Unger Ulmaz
132. ew for ScheduleVIEW Lite or Standard Show Miscellaneous oe Select Use Grayscale if you want to print grid in black and white Select Show Miscellaneous to print breaks etc on the Grid Check Save Settings and your choices will be saved Fort Size E W Save settings Page Setup Help W Set as Default Report Sen bot en Reports EW Schedule Grid al Use Grayscale Show Miscellaneous Select Use Grayscale if you want to print grid in black and I Shrink to fit ots This is your view for ScheduleVIEW PLUS white Specify details pou want to show A Default Appointment View J Selected F Select Show Miscellaneous to print breaks etc on the Grid e J M Address a Up Down Specify Details You Want to show by putting a checkmark by i Address a each desired item 7 Appointment Approval code S eer ur lt Use Up Down to put the information in the order you desire Font Size e 2 Check Save Settings and your choices will be saved 7 Save settings Page Setup Help We Set as Default Report Sen coun ceee 145 Here is an example of your report with Schedule VIEW PLUS A Appointment Grid GSB urn SS WES e Click the printer Unger CPA LLC icon at the top of the Friday December 05 2003 Zavier Ziad page to print yout Friday Decerb er 05 2003 report Tire 700 AS 45 BOO AS
133. for this field Troubleshooting hint When you experience a message that says there is NO DATA for the criteria specified please go back and try running the report with as many white boxes left BLANK but checked Here is an example using the Report List Function The first sections of the window list selection criteria for the report such as from and to date providers resources categories as well as sorting and group options and other display options for the report The last section always offers the following options Page Setup allows you to define printer setup margin widths and page layout Save Settings saves the page setup settings for this report Reports Li Set as Default Report saves this report as a default report on the At a Default Report List Free Dale F wWedhesday June 04 2003 m _ ra JF n A ToDate f Thursday June 05 2003 The bottom toolbar offers options to Preview the report Print and send it lw Stephane z E directly to the printer export it in various formats or to cancel and close the Beroucar I Leis window Caiga an M Group by Name Wisi Prelds Cala Stat hale Tir Irman epot Separated pages Save settings Pace Sat Hie 137 Set as Default Aepri Page Setn i en Eem Eome Coca PRINT PREVIEW TOOLBAR ScheduleVIEV cives you the option of previewing your reports before printing them ensuring that you
134. fy which days to search on Provider will allow you to select a specific Provider for this appointment Template will allow you to search for blocked off template times for this appointment 103 C amp cheduleViIEW Pius 1 6 1 9 Activity Beports Window Help IEJ Make Appointment Ciri Alt A ES Make Break Ciri Alt B 45 Make Template Chl alt T e BS Schedule Waiting List w Go to Today Cti T Jume to Date Ci DA Find Open Time Slot Cr E lind Next 3 ED advanced Search Ctrl 6 If the first appointment found is not suitable for the customer select Activity from the Main Menu and then Find Next or press the F3 key to continue scrolling through available time slots until a suitable time is found 104 WAITING LISTS ScheduleVIEVV has a comprehensive system for managing Waiting Lists Waiting Lists are those requests for the next available appointment due to cancellations or other factions Your Waiting List appears on the Calendar Views t Waiting List Show All Appointments Pricriti W7 Customer Name Clicking on l Waiting List gives you a popup menu High Front St 1111 High Back St il Thursday February 17 2005 SA SchedulevIEw Gl 3 10PM H Unger CPA LL Appointment Central tm ScheduleVIEW Plus 2 0 File Edit View Actyvity Reports Window Help a E A Open Search Options Appointments Customers Providers Services Fe Groups A
135. g on the sign for User defined fields Customer Definable Fields under the Customer Info tab allows you to create custom fields which are stored in the customer database You may create name and sort these fields from this window These fields display in the new customer forms as well as forms for customers previously entered sA Options Option list Preferences 2 Group View Mail Settings MAA Cie Page Setup Permissions Integrations Customize kloak for Appointment Into Schedule Grid Reminder Message Templates Backup Terme Appearance Calendar Holidays Edit Masks Folders Client Info Determines the basic structure for a Client Blank Form ges Visible Fields Si Client Definable Fields Insert Remove Specify additional customer helde pou want to show o Show these Fields when looking up Clients el Save Cancel Help 193 sA Options i x Option list Customize klock for k Appointment Info Schedule Grid Reminder Message Templates Backup Terms Appearance Calendar Holidays Edit Masks Folders Client Info And click on the for Show these fields when looking up Customers to define your short list of critical customer information to show on the drop down oR Adie list when selecting customers T Bithdate for example you can add the birthday or other fields to help distinguish between customers Determines the basic
136. he ScheduleVIEVV window in some views You can make it appear and disappear by clicking on View in the Main Menu then Home then Outlook Shortcuts ye ay J ol Faf g Tip Support The Outlook Bar contains buttons which allow you to easily navigate between the most important functions of ScheduleVIEV These are Today Displays the Today View Calendar Displays the Calendar Views Data Displays the Data Views Shortcuts Displays a list of shortcuts to data tasks favorites archives and backups Support Brings up the Support System with various options for ScheduleVIEW support including the Troubleshooter Wizard Tips Brings up the list of helpful tips to using the ScheduleVIEVV system 31 IMPORTANT BUTTONS AND ICONS There are a number of important buttons used consistently throughout the ScheduleVIEV system that provide additional functions and usability They are as follows Select from List Brings up a list from the database to select from For example if you were making an appointment and were in the CUSTOMER field then clicking this button would show you the list of customers starting at the letter A in the alphabet Pines Brings up a search window and allows searching in the database with various P parameters Provider Icon Brings up a list of Providers F Resource Icon Brings up a list of Resources 3 Zk Group Icon Brings up a list of Groups QUI
137. his wizard You ll be able to synchronize data between ScheduleViEW and your business management software Which Accounting Program or Contact Manager do you use C QuickBooks Pro 2002 Premier Edition 2003 2004 eee Click on Microsoft Outlook abe de reo faba eta oa ae and Click Next To continue click Next Help lt Back Cancel Intellisyne Assistant Wizard 1 42 Which databases to synchronize Select the databases that contain information you want to synchronize Accounting Program Contact Manager data location Browse Click on Browse and browse to yout MS Outlook database 128 Click on your database and Click OK OTEL L 7 LITLE eI OL ltems to Synchronize Intelhisync Assistant Wizard 1 54 Which databases to synchronize Select the database s that contain information you want to synchronize Accounting Frogram Contact Manager data location Choose a Folder The list below shows the available folders in MS Outlook Highlight a folder that contain Contacts andor Appointments pou want to synchronize ie Personal Folders ae alenda Contacts W Shared Folder Intelli yne Assistant Wizard 1 50 Which databases to synchronize Select the database s that contain information you want to synchronize Accounting PragramContact Manager data location This will take you back to your Personal Folders Browse Assist
138. hompson in the Resource Conference Room 2 When the appointment is saved it will be in both columns This allows you to see when your Resource Conference Room is available A Unger CPA LLC Schedule ViEW Plus 2 0 1 3 Release C File Edit View Activity Reports Window Help oe 2 Ff E E Open Search Options Appointments Customers Providers Se Groupe Pius Manual Group P B B Monthly Ss weekly jaj Daily 38 SETUP AND CUSTOMIZATION Enter The Appointment Information OPTIONAL Now enter some other important information about this appointment Status Start by selecting a Status by pressing the V button and highlighting Set As appointments status change during the day the customer confirms arrives completes cancels reschedules calls in late or doesn t show right click on the appointment from the main schedule grid to change the status This allows you to keep track of your appointments and will be critical in reporting later on 39 ICON IDENTIFICATION Each time you schedule an appointment it will have an icon to identify it s status At left is each icon and it s meaning d Template SETUP AND CUSTOMIZATION Appointment Duration minutes Enter the appointment duration in hours minutes days or as an all day event Charges You can enter the charges for the appointment here Pressing on the calculator button brings up
139. hone BSSI5S 4455 D i blank This box only shows in Status Set the PLUS version of Charges Schedule VIEW Duration ao o minutes aie Taes 9 Color Custom Color 1 ee ee inder in E Show message E Reminder 15min hopontment Definable Fields customize lt none gt Schedule VIEW Now when you try to double book an The time shot 132005 01 30 pm 02 00 pr i already booked and does ae A not allow other appointments app ointment you will get a pop up warming ls this DK da You may want to permanently disable double booking for specific Users in security To do this see section on Permissions in this manual Color Appointment rlar S ve If you like you can use a color code for the appointment so that you can see at a glance of your calendar the types of appointments you have scheduled for the day This will default to the color code set up for the service code _ 42 ots POP UP REMINDERS New Appointment Visits This is a sample of the Pop up You can choose when you want to be reminded again and click Snooze to have the message pop up over again Send will allow you to email a reminder Options Option list z Group View lt Mail Settings A Page Setup Permissions Customize wv Integrations Add mage Show Appts Directions Appointment Customer M Jenkins Jenny Fhone 655 555 5566
140. ick on Preview Save settings cr r Set as Default Report a 4p F Bh Preview Print Export Cancel Here is a sample report H Modified Appointments OBesenk r gt wn gA Be Close Modified Appointments The Ploshing Plumber 5126 2004 4 00 49 pm 6 26 2004 3 56 30 pm 6 23 2004 4 30 00 pm 60 min Adams Andy 21 5 26 2004 3 56 53 pm 6 24 2004 11 30 00 am 60 min Set Gwenevere Gustophson 22 5 26 2004 3 57 00 pm 6 23 2004 2 30 00 pm 60 min Deleted Bobbie Bonson 20 5 26 2004 3 57 40 pm 6 23 2004 10 00 00 am 60 min Deleted Person Newly Made 24 5 26 2004 4 00 21 pm 5 23 2004 10 00 00 am 30 min Set Idaho Irene 171 TRANSACTION REPORT TRACKING CHANGES gt TRACKING CHANGES DELETIONS MODIFICATIONS IN YOUR SCHEDULE AND WHO MADE THEM Transaction report is great for more detail or to track your employees scheduling changes modifications Transaction report is unique in that it lists the Appointments that were CREATED for the dates specified not appointments that Occur on the specified dates For example today you may enter 50 appointments some appointments may be for tomorrow next week several weeks from now and even next year If you ran a Transaction Report the report would show you all the appointments that were entered today and the appointment dates that they occur on Click on Reports Transaction Report Reports Transaction Report Select appointments within a From and o
141. ier and more powerful DEFINABLE FIELDS AND NOTES Looking at Customer Information Your Way While most businesses have a great deal of commonality in the way they look at and book appointments your business is also unique The information you need on your customer is critical for your business success ScheduleVIEVV gives you she ultimate in flexibility by allowing you to set up definable fields for your entire customer database Even better you can define a personal field customer by customer ensuring that your customer information doesn t get lost or buried in someone else s business structure But there is even more ScheduleVIEV allows you to set up notes for each customer and pull those notes as a default into the actual appointment setting process Have a customer who needs advanced notice before a service call or one who has sensitivity to a certain procedure or product Document them in the customer notes and never forget it again You can also change or add to the notes for each appointment ensuring that information is always available just a keystroke away GROUPS WAITING LISTS AND TEMPLATES Customizing Your ScheduleVIEW To Streamline Your Business ScheduleVIEW allows you to organize schedule and view providers and resources that are commonly scheduled together or that share similar skills and characteristics into Groups Are you constantly overbooked with appointments and have a waiting l
142. ile Edit View Help el He Categories Show Refresh Davidson David HOOO00114 e Appointment There are 2 places you can access the Cust Label Customer Phone S55 555 42 Status Set Charges 0 00 l Don t Call Add Image Duration 30 Color i Show Appts Reminder 15 min al Wisits Appointment Detinable Fie ew Detinable oe Field Directions Add Chart i Start time 04 27 2005 Message Repeat No Repeat Add Invoice Notes Dymo Appt 1 Edit the M a and Click on Dymo Cust Dymo Cust ar a 164 USING REPORTS S Customers File Edit View Help ne Hide Refresh Full Name SMA Adams Andy n pean Black Belinda Serr nicer First Name Caruthers Candy ee Conga Nane 2 Edit the Customer Davidson David a and click on Dymo Etheridge Evan Cust Franklin Frar Birthdate 04 22 1960 E In ctive ea Beales lass wee Address 1 Gerald McRainey Wf Don t Call Address Z Havener Harry WANISOT Ivanhoe Izabella City JENKJE Jenkins Jenny State JENN Jenny Jones Add Chart Phones Director s Customer Detinable Fields i lt none gt q Dymo Cust Here is an example of your label Dymo LabelWriter Ed Recipient Address Andy Adams Print Label 23999 Tet Street South Anytown FL 39950 Cancel POSTNET barcode an 5 Above C Below Label Template Address SU2452 30320 Show
143. ile Edit View Help K Bo m e i S 8 ajA B Categories Hide Refresh New Edit Delete Print Save Cancel Filter Help Close Look for Customer Sy Adams Andy Name Customer v Adams Andy l a Staffs Thompson Tommy Resources Carruthers Candy 11 2 r Phone 555 555 1 234 Etheridge Evan W42 Status e A Charges 0 00 Ell Show Image Duration 30 minutes l E Misc Consulting 9 Details Color Custom Color 3 gt Priority Low Reminder 15 min Show message V Allow other appointments Appointment Definable Fields customize Add Chart Start time 11 3 2008 8 00 am End time 11 3 2003 9 30 am Repeat No Repeat Add Invoice Notes clear text choose template s lt m E 4 record s 0 SA SchedulevIEW tal S 2 manualEnd Nov 3 lt r 1 15PM Customer MI next to the name indicates that the customer is already in your database Simply start typing and information on that customer will fill in for this appointment Phone Enter or edit the customer phone number here Status This is Appointment Status which changes as the appointment is cancelled late no show arrived or completed Charges Enter the appointment charges here Duration Enter the appointment duration in minutes hours or days Color Set the appointment color that will show in your appointment erid Reminder Set the Reminder parameters here including setting up
144. ill be corrected Jones Laurie JONELAOI Last Warne Mit First Name Laurie Middle initials JER 228 SETUP AND CUSTOMIZATION 14 I can not find the Sample database Use this troubleshooter if I am unable to find my sample database 15 Error Message Internet Explorer was unable to link to the Web page you requested The page might be temporarily unavailable Use Troubleshooter 15 if I get this error when I click on the Home Today screen 16 When I open up ScheduleVIEW it pops up the Windows Dialup connection screen Use Troubleshooter 16 if When I open up ScheduleVIEW it pops up the Windows Dialup connection screen 17 Run Analyzer Use Troubleshooter 17 if I cannot find my problem elsewhere in this list 18 I can not delete Provider Customer or Service Code due to existing appointments Data issue 4 Use Troubleshooter 18 if I am trying to delete a Provider Customer or Service Code and get one of these or a similar error ScheduleVIEW ScheduleVIEW X You can not delete Provider s which have set as Default Provider for a Customer 229 19 Data Issue 5 Use this troubleshooter only if instructed to do so by ScheduleVIEW tech support Please note that you need to call ScheduleVIEW tech support first to get an authorization code 20 Error Message ADO could not find the specified provider Use Troubleshooter 20 if I get this error when trying to open
145. ily ScheduleVIEV allows you to set up your schedule the way you like it to look 10 ScheduleVIEVW STANDARD FEATURES Ideal for small offices busy executives and companies that need their database password protected Includes the ability to add custom fields of information for more robust tracking of information includes password protection and security levels and includes productivity report mailing labels revenue generation report available appointment report missed appointment report service code recall report a MUST HAVE report if you sell repeating services or products this ONE feature only can make you literally THOUSANDS of dollars a year in revenues includes the ability to print Superbills Encounter Forms Work Orders and Service Tickets and includes sending appointment reminders Some competitors charge as much for just this one feature as we do for our whole program Go figure Does NOT include QuickBooks or Outlook Calendar Synchronization Price Protection You can always upgrade to the PLUS version for the difference in price This is our ORIGINAL scheduling product and a great version to start with Customer and Appointment Definable Fields ScheduleVIEW STANDARD allows you to add fields into your customer and appointment screens for specialized informaiton Reports 8 additional reports are added which are unavailable in ScheduleVIEV LITE Customize Customer Information Page ScheduleVIEVV ST
146. ing and depends upon the label size you l Address 30252 30320 A e i i _ Sadness 99010 3 ms have loaded into your printer Click Print Label to print Label Lecaclabe i Dymo LabelWriter software uses shrink to fit technology We recommend formatting your label with short widths and multiple lines so they are more legible See the examples below Belinda Black has an appointment on Belinda Black has an appointment on April 22 2008 at 9 20am April 22 2005 at 3 30am Please call 24 hours in advance if unable to come to this appointment Please call 24 hours in advance if unable to come to this appointment 163 F Options x Dymo Cust Customize kook for ba Label Appearance Calendar Holidays Edit Masks Folders Customer Info Appointment Info Schedule Grid Reminder Message Templates Backup Terns Determines the basic structure for a reminder message and contains settings such as fonts field assignments and special formatting Is usually used for To Customers To Providers To Resources Dymo Appt Label Dymo Cust Label address labels or chart PROVIDER first name gt lt PROVIDER last names labels lt ADDRESS gt CIT lt STATE gt lt 2 1P gt Label Template Address 30252 30320 Show Edit Restore Default Templates gt gt Reminder Messages are not available in LITE version z Back ey Save Cancel Help Appointments Edit F
147. isc Consulting Accounting 555 555 Anytown FL 33950 Telem arketing Ask for Norma Namples 5Y Rooing quote 2500 sq house with vaulted ceilings Take color samples to show Also wants quote for shingle roof on the shop 3 Separated pages Page Setup Help Preview amp Pit Esport Cancel separated by Grouping Visible Fields Created Default v Modified and or Modified lt gt Select as a Transaction Report A Transaction report is unique in that it lists the Appointments that were CREATED for the dates specified not appointments that Occur on the specified dates For example today you may enter 50 appointments some appointments may be for tomorrow next week several weeks from now and even next year If you ran an Appointment list for today and checked the box Transaction Report the report would show you all the appointments that were entered today and the appointment dates that they occur on This is great for tracking changes to the schedule Select if the report should be printed in pages Tracking To track when an appointment was made or changed check Created Tt 149 Appointment List If you are using he Ploshing Plumber j security and have Staff Resource Length Status Customer Name and Phone individual logins Benches for each employee 0000001 Bobbie Bonson Created Tuesday March 16 2004 10 35 16 am by Administrator the tr
148. ist of people who want the next cancelled appointment ScheduleVIEVV s Waiting List allows you add customers on the waiting list browse the list in calendar view prioritize the list and instantly drag and drop someone from the waiting list to an open time slot Sometimes it is important to reserve time for the most profitable service codes for instance a dentist might want to reserve a block of time every week for oral surgery or a service company might want to 22 SETUP AND CUSTOMIZATION reserve blocks of time for equipment maintenance ScheduleVIEW helps you ensure that you set aside time for these appointments or tasks through the use of Templates A Template allows you to select the service codes providers resources and time period and reserve blocks of time for a specific purpose on a one time or recurring basis You can even password protect the time so that an unauthorized appointment cannot be added without permission AUTHORIZED VISITS Keep track of authorized visits with ScheduleVIEW If you are in a service business that uses service contracts or are in a medical practice that needs to track authorized visits for insurance purposes ScheduleVIEVV has your answer Set up in your customer record the number of visits that this customer is allowed under the service contract or insurance plan As you change each appointment s status to completed ScheduleVIEW automatically updates the number of
149. it fi minute s Shenae W Log Off M Use Database Wizard on StartUp Show Getting Started page on StartUp If Use Wizard when you create a new database M Use alternating colors in reports Use grayscale when printing appointment grid Fre Use auto hide style for Info bar ae If Show text labels Permissions ea I Always show drop down list Customize Number of rows in drop down list Ei Refresh interval for network synchronization Ta seconds fen B Integrations Calculation program optional E WINDOWS calc exe al Ey Save Cancel Help Screen Saver If you are concerned about privacy and security Especially medical offices as it relates to HIPAA you can enable a screen saver so that information will not be seen on the screen by people that walk by your computer If you do not want this enabled leave the setting in Screen Saver set to NONE If you do want to enable it click on the SETTINGS button then click on the drop down arrow and select the type of screen saver you want enabled on this computer note this will enable the screen saver for all applications on your computer all the time Some screen savers have customized options that you can change by clicking on the SETTINGS button after selecting the screensaver type If nothing happens when you click SETTINGS then you cannot customize that screen saver Next select the amount of time you want the system to wai
150. itive and easy even for first time users Our fast drag n drop interface lets you drag and drop an existing appointment to another time or even lets you assign the appointment to another provider This is a great feature if one of your providers is getting behind for the day and someone else can cover for them maximizing your staffs productivity And that s not all ScheduleVIEVV has a customizable color coding system that allows you to know who and what the customer is scheduled for just by glancing at the appointment window View multiple providers and resources on one window at the same time to see available time slots Look at your appointments your way With ScheduleVIEVV s customizing options your appointment calendar has all the information that you need to best manage your business on one window Need to import customer data from other scheduling or database systems Don t worry about reentering all that information ScheduleVIEVV makes it easy with our Import Wizard If you can export your existing data into a format that ScheduleVIEVV can read then you can import your data into ScheduleVIE ot And ScheduleVIEVV Plus makes it even better ScheduleVIEV Plus extends the power of ScheduleVIEVV Now your ScheduleVIEV Plus data can synchronize with QuickBooks Pro 2002 Quickbooks Premier 2003 2004 or Outlook 1997 1998 ot 2000 so that you only have to enter data once Get popup notifica
151. kboxes blank on the date range selection when you click this button ALL appointments will be displayed If you only enter a beginning date and leave the ending date unchecked then all FUTURE appointments will show If you are using authorized visits this button will show you the authorized visits used and remaining for this customer These fields get automatically updated when setting an appointment status to complete Georges Direction s Ed Click on this button and a window will popup a giving directions to the customet s site LI Go north on Gak Brive Turn Left on Honey Dew Court Or be creative and use this field to highlight a customer s hot topics preferences or even equipment serial numbers Some people even put insurance policy information in this field 47 Add Chart Click on this button to instantly add a text or ScheduleVIEW Rich Text Format RIF file for this customer H Customer Chart File Edit View Insert Format DSA fa a U l This is an example of a text chart Type whatever you want to record for this customer at any time and you have access to It at any time in the future Use this feature to to keep track of discussions meetings recommendations or anything you want You decide what file is important and ScheduleVIEVV will put it immediately at your fingertips If there is already a file associated with this c
152. kup will appear here if that is correct just Click NEXT Restore Wizard Where to Restore If not enter the media where you will Tou can restore any combination of drives folders or files b em ite e storing your backup data by Clicking on the al icon Enter the path and file name of the backup file you want to restore C Documents and Settings H areh Documents SYdatatleschssview zi sie Then Select a destination for the Restored files This is usually your network drive where you usualy save store your database file Select a destination for the restored files and folders i f Alternate location CAD ocuments and Settings Harny My Documents Sd e E men Restore Wizard What to Restore N Tou can specify the iteme you want to re Select what you want to restore Active database Unger CPA LLC Then click Next and select what you want to restore If you are trying to restore your database be sure to select ACTIVE DATABASE and if any other files are available for restoring you will be given a chance to Check them on this screen for restoring then click NEXT Additional files which pou will select yourself Help H Cancel 216 SETUP AND CUSTOMIZATION Restore Wizhd Completing the Restore Wizard Wizard has enough information to start the restore IF you want bo review or change any settings click Back What Restore and replace files Meda C Documents and S
153. l for publication on websites or Adobe Portable Document Reader files pdf for viewing and printing with the free Adobe Reader Appointment List From Date E Aol 17 2005 To Date fi April 23 2005 Category All x Resources E z Customers a 2 code 2 x User defined Fields Hew E Definahle Teese Sl bee rece be bes Save settings Pane Set Hel age Sety z Set as Default Report z Eh Preview EP Print Export to Text File Providers Created Creature Iil Ill TI ga ka Ill J ka Service Export to Coma Separated File Export to HTML File Export to PDF file To Export a report select Export then one of the formats A Save As Window appears Give the file a name and select the directory in which the exported file will be stored Please note When Exporting a report the report may not look exactly the way it does in the original or the way that you expect This is due to formatting constraints restrictions placed by third party exporting tools that we use in developing ScheduleVIEVV We regret any inconvenience this may place on you SHOW REPORT LIST Many of ScheduleVIEV s reports can be accessed through the Show Report List Window which is accessed either through the Report Menu or by pressing Cntrl R on your keyboard As you select an individual report the selection criteria for that report will be
154. l width prs 17 Ee Save Cancel Help Rules under the Calendar tab allows you to specify the way in which ScheduleVIEW handles information on the schedule grid Integrations Enable edit appointment notes allows you to change the appointment notes from the schedule grid You may check mark Prompt before changing notes if you would like to be warned before editing Enable drag and drop appointments allows you drag appointments from one timeslot to another You may check mark Prompt before moving and appointment to be prompted before changes are made to the schedule Enable drag resize appointments allows you to drag the edge of an appointment to cover more time You may check mark Prompt before resizing an appointment to be prompted before changes are made to the schedule 188 SETUP AND CUSTOMIZATION POP UP MESSAGE ATTEMPTING TO DOUBLE BOOK Occupied time slots allows you to modify the way in which ScheduleVIEW schedules multiple appointments allowing you to schedule multiple appointments for the same time slot or double book and triple book a Click on Allow other appointments to choose your Occupied time slats 6 Allow other appointments Yes option If marked no you will be prompted with a pop M Show occupied time up message which you may override if you attempt to W wam when authorized nu No double book This does not prevent dou
155. lace Wendy Jae Phone ES Ee le Thompson Tommy Charges 0 00 kall lont La Bf Don t Call n c Duration 30 minutes ae l Details Start time 03 20 2005 1 00 pra End time 03 20 2005 1 30 pm Repeat Mo Repeat Hotes clear test choose template Fill in your appointment information as usual and save 46 OTHER HELPS AND HINTS WHEN SETTING APPOINTMENTS Display more information about your customer ScheduleVIE s friendly design allows you to find out more information about your customer without ever leaving the appointment setting window Simply click on these additional buttons on the New Appointment Window for more information Add mage Show Appts Visits Direction See a graphic or picture associated with this customer Be creative This could be a picture of the customer or their equipment or even their last haircut Press the Load button to pick a graphic for this customer Press the OK button to save Press the Cancel button to cancel Press the Help button for Help Press the Copy button to copy from the Windows Clipboard Press the Clear button to delete the image from this customer If there is a ready an image associated with this customer this button will say Show Image Press the button to change copy or cleat This gives you a complete history of your relationship with this Customer including past and future appointments If you leave the chec
156. le BB Don t Call Duration fio minutes p member with out Color Silver ae Reminder E 15 min amd Confirm permission j SNOW MESSAgE Appointment Definable Fields Power Users Users lt none gt Description F User must change password at next logon Start time f 1 4 2004 8 00 am E WV User can change password Account is disabled Repeat No Repeat x V Password never expires JV Permissions from Group are propagated to this User Notes Template Subject Password f without password conor SSeS Duration Ls minutes Color m Custom Color 1 Reminder f 5 min Show message Appointment Definable Fields O WARNING POPUPS Start time 1174 2004 17 20 am Repeat No Repeat Notes Fop up Reminder SETUP AND CUSTOMIZATION If you would like to warn or remind yourself at any point during the day you can set up a template to do SO In this example we chose Reminder of 5 minutes and Show message Reminder 5 minutes before the start time of the template the Notes pop up M La s on the Schedule VIEW screen 1 Fop up Reminder cma ninder E 15 min Show message You can also choose to send an email Show message intment Definable Fields The send letter will bring up your default Reminder lt none gt send letter Message for you to work with it 75 TO DELETE OR EDIT YOUR TEMPLATES Click on Edit T
157. leVIEV allows you to create the new group by importing the security permissions of an existing security Group or to create the new security Group with no security permissions Click on Next to continue Enter the group Name and Description Click Finish to create the security Group This takes you back to the previous Accounts and Permissions window Click on the icon next to Security and then Options to choose add or delete security permissions for this uset Click on Save at the bottom of the window when you are finished 210 SETUP AND CUSTOMIZATION MAINTENANCE BACKUP amp RESTORE Backups of data are critical to any successful business ScheduleVIEW helps you manage the backup process with our Backup Wizard CAUTION Backing up and Restoring your database can be dangerous if you do not know what you are doing If you were to try restoring from an old backup that was very very old it will overwrite your existing database with the old file USE CAUTION when backing up and restoring your database You can always browse to the database and do a windows Copy and Paste it to another location in lieu of backing up Click on File Backup Backup Wizard 1 49 Eg What to Back Up 3 You can specify the iteme you want to back up En Select yout P E EET backup from this screen and click Select what you want to back up Next Spstem State data Mw Active database Your database name here k Related Templat
158. lications KIMPORTANT You must have QuickBooks open in the background for the wizard to complete You MAY get a warning that ScheduleVIEW has not been authorized to access QuickBooks If you get this message be sure to use the option on that screen to allow ScheduleVIEW to access your QuickBooks database rig Now you can access a QuickBooks invoice when editing an Appointment BW Have QuickBooks open In the Edit Appointment screen click on the Add Invoice button to automatically open up the invoicing process in QuickBooks and transfer the data from ScheduleVIEW to QuickBooks It s that simple 126 OUTLOOK SYNCHING ScheduleVIEW DATA WITH MSOUTLOOK TO SYNC BETWEEN SCHEDULEVIEVV AND MS OUTLOOK YOU MUST HAVE SCHEDULEVIE VY PLUS AND MS OUTLOOK 1997 OR NEWER SCHEDULEVIEW PLUS DOES NOT SYNC WITH OUTLOOK EXPRESS Click on File Synchronize Items to Synchronize x all To ensure that vou hawe the most curent data you can ap snchronize the ScheduleViEW database and the data on the selected place so that both are up to date Last Updated There are no items to synchronize Ei Properties Remove oa eee Accounting Program Conkact Manager Simplecalls service Click on Add and Click on Add Accounting Program Contact Manager x Welcome to Schedule VIEW Intellisync Wizard Using t
159. lips Encounter forms etc Basically you are creating a Document and merging that document with specific information about the customer and or appointment For more detailed information on how to create a Reminder Message visit our website at http www scheduleview com and click on the Quick Tour navigational button at the time and look for the Reminder Message topic link on that page The Reminder Message tab allows you to set default templates for reminder messages automatically generated by ScheduleVIEW You may edit an existing template by pressing Edit restore the default template by pressing Restore Default insert an already created template by pressing Insert Template or jump to the Templates tab to create a new template You may specify templates here for customers providers and resoutces 4 Options x Customize look for gt Appearance Calendar Holidays Edit Masks Folders Customer Info Appointment Info Schedule Grid Reminder Message Templates Backup Terms Determines the basic structure for a reminder message and contains settings such as fonts teld assignments and special formatting To Customers To Providers To Resources Hello lt CUSTOMER first namer This iz a reminder message to let you know you have an apointment with PAROYVIDER last name gt on DATE at lt TIME gt Fou will have probleme meeting the appointment please be sure to call th
160. lp Troubleshooter Next If you see your problem listed highlight it click on Next Troubleshooter Wizard 1 5 ScheduleViIEW Troubleshooters Fleaze answer the next seres of questions about the problem you are having These answers will help Wizard find a solution to your problem f What problem are you having aN r Search Go Online Run Analyzer ie I m having a security access problem get an error message that says there is a new version Data restructure need to recover all hidden appointments Incrementally searching through the lookup list by directly typing into the combo control doesnt work correctly 6 Dataissue 1 T Dataissue 2 6 Error Message Not a valid bookmark 9 RIF formatting symbols appears in the Customer Notes field 10 Error Message Invalid input value Use escape key to abandon changes 11 Dataissue 3 12 Error Message The operation failed An object could not be found during Outlook synchronization 13 Change customer codes to reflect the modified names x Help 4 Online Support 4 Back Cn fe to fo m Cancel 1 I m having a security access problem Troubleshooter Wizard 1 52 Security Access Problem Please answer the next series of questions about the problem you are having These answers will help Wizard find a solution to your problem Choose Trouble shooter 1 if What problem are you having I forgot my password After ran the up
161. me period using various selection and subtotaling criteria The revenue comes from the amount that you enter in the Appointment ADD EDIT window Charges field Selection Criteria Reports Avenue Gena Apart From Date i Tuesday dune 10 2000 Totiste Pe Wednesday due 11 3000 Pinkie IFF Shaghersas FRecouces Select revenue generated within a From and or To Date range Select revenue generated for a specific Provider Select revenue generated for a specific Resource Select revenue generated for a specific Customer Select revenue generated for a specific Service Code Group information by Zip Code Subtotal by Provider Resource Day Zip Code Referral Code or Service Code 169 SERVICE CODE RECALL REPORT Description This report shows which of your Customers have not had recent appointments for specific services so that you may follow up to schedule appointments This is perfect for a pest control company to make sure the semi annual checks have been performed or a tax company or for any business which has follow up appointments Selection Criteria Reports Ed 7 a EE M Serice Code Recall Report Select activity from a specific date fo Select Customer Type From Date Tuesday November 18 2003 l oer Select Service Code Customer Ippe EREET are P x code Time Period w Enter time Frames separated by commas
162. mplates Backup Terms sign next to Rules a Appearance Calendar Holidays Edit Masks Folders Customer Info under the Calendar ma Customize the appearance of the Calendar tab Ei Peni Define some of the check functions fey M Use Tab key to move between appointments AT I Enable edit appointment notes Mail Settings ZE Frompt betore changing a notes a 0O a drag and drop appointments If you choose to mel J iM Prompt before moving an appointment Page Setup Enable resize appointments Enable drag and drop M Prompt before resizing an appointment appointments we 2a time shots highly recommend ey P Allow other appointments aao Pel e you also choose M Warn when authorized number of visits remaining P rompt before is less thar 3 moving an a Auto resize appointment cells i I Prompt before applying changes to all cells appointment to Minimal width pix 40 prevent accidental Integrations Minimal height Ipis 3 appointment changes le Save Cancel Help 102 SETUP AND CUSTOMIZATION FINDING THE NEXT AVAILABLE TIMESLOT Looking for a quick way to find the next available appointment for a customer S Uneer CPA LLC Scheduloy IEW Mus 1 6 Fie Edt Wew cindy Beports Window Help Provider HEN make aapon ment Chitata ee eee eiaa Select Activity from the Main Menu and then Find Open Time a a 5 Make Tempiate Chrl4Ak4T Slot 0 a Schedule Wang Lat pn i r
163. n here including appointment notes customer notes directions customer chart customer pictures IMPORTANT The amount of information that will get displayed on the screen is determined by what you select here AND HOW LONG THE APPOINTMENT IS In other words if your time increment is 15 minutes for each cell and you select 4 items to display here AND the appointment is only 15 minutes only the first field will show To get more information to show you would need to make the appointments longer or make the time increment smaller or drag the appointment cells wider and or longer IF you are unable to drag them you can change change your options in File Options Calendat Rules Enable Resize Appts IMPORTANT Option ist Customize koko VISIBLE FIELDS Appearance Calendar Holidays EditMasks Folders Customer Info a Appointment info Schedule Grid Reminder Message Trempe Backup Mem Visible Fields allows you to view specific Determines the Appointment view information on your Schedule a Visible Fields i Specify details you want to show Default o ime Click on Visible Fields then Selected and choose which fields you desire to see on yout Schedule Grid Preferences z Group View lt Mail Settings Af C Page Setup I Address I Appointment Approval code 7 Category Permissions JO Customer Code Integrations 198 What effe
164. n is my next Appointment I forgot Go to this window and click Advanced Options choose From Today Forward and then also click on the FILTER button options there then type in the name of the customer and you ll see all their future appointments You may also click on Edit Customers and double click on the customer you wish to view Then click on the Show Appts button on the left of the customer information and choose your date range e Customers Brings up the Customer List Window and allows for the creation of a new Customer or the edit and delete of existing Customers e Providers Brings up the Provider List Window and allows for the creation of a new Provider or the edit and delete of existing Providers e Services Brings up the Service Code List Window and allows for the creation of a new Service Codes or the edit and delete of existing Service Codes e Reports Brings up the Report List Window and allows selection of reports e Default Instantly brings up a window with a preview of the print default report Note you can set up which report comes up here as by selecting it in your Reports List Window e Refresh Updates all your data from the database particularly useful in multi user environments e Help Brings you into the ScheduleVIEVV Help System e Exit Exits ScheduleVIEW and closes its databases 30 SETUP AND CUSTOMIZATION gt THE OUTLOOK BAR The Outlook Bar appears on the right hand side of t
165. nable Fie ew Definable Se Field Directions aisia Start time 04 27 2005 1 Edit the customer s appointment and Click on Dymo Message Repeat No Repeat Cust Add Invoice Notes pmo Appt E Dymo Cust a Dymo LabelWriter x Recipient Address David Davidson Print Label 3322 Oakbrook Lane Thistown FL S955 Cancel POSTNET barcode ETT T Above C Below Label Template Address S0252 30320 Show Dymo Printers Copies DYMO LabelWriter 330 LISB Copy 1 fi 56 S Customers File Edit View Help SETUP AND CUSTOMIZATION Full H T i Last Hame AMA Adams Andy _ Black Belinda First Mame Caruthers Candy Company Name pees our owe Middle initials Etheridge Evan Franklin Fran Birthdate 04 22 1960 BB lnActive Georges Grace _ Address 1 Gerald McA aine W Dorit Cal 2 Edit the Havener Harry o Customer and MANISOT Ivanhoe lsabella City click on Dymo JENKJE Jenkins Jenny rae Cust JENA Jenny Jones Add Chart Phones S55 555 71 Directions Customer Definable Fields z none Dymo Cust Cust ih Dymo LabelWriter ES Recipient Address Andy Adame Print Label 29999 1st Street South Anytown FL 33950 Cancel POSTNET barcode A rl Above C Below Label Template Address SU2452 30320 Show Dymo Printers Copies DYMO Label riter 330 USB Copy 1 fi 57 SETTING UP COLUMNS Group
166. ncel 3 Select the File and Describe the Information You want to Export Please Note your window may look different Export a data step 3 3 Select and nese be the Information that you would like to export Click dep ending on the type of file you are Imp orting Finish to perform export M Customers Select the file you are exporting to and whether or E scheduleview export csy not the export file has a header row Footer Text T Open file after export Select each field you are exporting and match it to Exported Fields P F Code a column in your export field MV LastName M Middle Initial IV First Name InI FF Adckeset Select Finish to complete the Export Process IV Address y Choose Template Save As Template Save this export Process asa Template if you wish Help lt Back Finish Cancel to use it again 121 QUICKBOOKS SYNCHING ScheduleViEW DATA WITH QUICKBOOKS TO SYNC BETWEEN SCHEDULEVIEW AND da QUICKBOOKS YOU MUST HAVE SCHEDULEVIEWM PLUS AND QUICKBOOKS PRO PREMIER OR ENTERPRISE 2002 OR NEWER PLEASE NOTE THAT YOU ARE SYNCHING CUSTOMER DEMOGRAPHICS ONLY NAME ADDRESS PHONE NUMBER ETC Click on File Synchronize whats this Help Items to Synchronize El e To ensure that you have the most current data you can af apnchronize the Schedule EW database and the data on 4 Nove the selected plac
167. nd Appointments e men IntelliSync Assistant Wizard 1 54 What to synchronize Select one or more categories that contain information You want to synchronize Example for Customers Providers Customers Hg Data source Outlook Forde erona Folder Contacl gt TREIE oe Customers Related Pre Selected Provider Active Outlook User T Refresh syne from Schedule Ew M Address M Address M Birthdate IntelliSync Assistant Wizard 1 54 YWhatto synchronize Select one or more categories that contain information you want to synchronize Example for Resources m Providers Customers Resources Dats source Outlook Folder Personal Folders Contacts Outlook Categor Resources Refresh syne from Schere M Code M Description M Email IY Notes M SimpleCalls Appointments Lo dh m ae Help lt Back Cancel 132 IntelliSync Assistant Wizard 1 54 What to synchronize USING REPORTS Select one or more categories that contain information you want to synchronize Fl mi Providers Customers You don t need to set category for Appointments But you should set a different Outlook folder for Resources 1M Appointments Eh Data source Outlook FolderS Personal Folders Calendar them w Filter l H Stark from Date C H Appointments Related To 0 Selected Provider f Active Outlook User Refresh sync from
168. nder Message l Templates Backup Terms Use the P EE eee ee l Determines the basic structure for a reminder message and contains settings such as forts feld To Customers assignments and special formatting To Providers To Customers To Providers To Resources To Resources depending lt CU ER last name gt lt CUSTOMER first name gt on what the form is being Businggs Address used for f Then at the bottom of the Pe page click on A Edit Restore Default Insert Template Templates Templates gt gt Create Template Reminder Messages are not available in LITE version le Save Cancel Help 112 Save Ire E Templates f amp i gt TOE ae Name the template and click Save ave as type ich Text Forma a D this will take you to the Edit Rich Help Text window In order to add information from the customer database or appointment screen Move your cursor on the screen in the location you wish the information to insert Click on Fields EY Fields which is located on the menu bar A Edit Rich Text a HEA File Edit ew Insert Formal taa Fields Ms Sans Serif E E 7 U ae ee r Poe Cp Tie Wig Wie wuu Jo oriy WUE Sus F Edit Rich Text Select a lt field gt in the list box below and press Ok button to meert this teld Into the Reminder message Business Address lt Business Phone lt Business Fax
169. nt information al oe Anie BEER 2 Users who have limited ability to change data in the ae ScheduleVIEV database Synchroruze Henne 3 PowerUsers who have some administrative power but ra Se tug a AaOr acd femine with restrictions To access the security area of ScheduleVIEW Select File from the main menu then Security to bring up the security sub menu Finally select Accounts and Permissions This brings up the Accounts and Permissions Options window where you can establish security for the overall system for groups and for individual users 205 LIMITING ACCESS TO SCHEDULEVIE W pape way To require a login for ScheduleVIEVV check the box Option fist Accounts and Pemissns ioak tor M Users must enter a name and password to use this Uies malate ana and peawodinwe Hedlabes Program SS a mean poss mma n g pe ee me Preferences 2 ick 10 rebed the chach boe net to ary ection thal pou war bo l nas This ensures that users must login to ScheduleVIEV Acrenstirabors daricha harm commlete end Guests urmezi access to the with a user id and password when starting the program iy computer datapases and ensures that no one can have unauthorized access to your customer database and appointment information Hl deers SETTING UP NEW GROUPS AND USERS IN SECURITY WITH THE ACCOUNTS AND PERMISSIONS WIZARD A Options The Left Pane of the Accounts and Accounts and
170. nting ear End i Service Codes Accounting Consult Search by any or all of the critena bellow M Active value True M Description a word or phrase Accounting match type partial at beginr case sensitive l Code Created Default Length L Default Priority D Deleted M Modified OB Account OB ItemName 4 Search How Cancel Help 3 objectis TODAY WEEKLY MONTHLY amp CUSTOM VIEWS Not every person using ScheduleVIEV wishes to look at information in the same way Managers may choose to look at overviews of the week or month or specific utilizations of providers and resoutces Appointment setters and providers may wish to focus on just a day s activity Account managers may wish to view the activities of groups ScheduleVIE has created several different ways to look at information called Views The Today View is your homepage for ScheduleVIEVV Customize this view to show all your appointments for the day your messages waiting lists tips and frequently used reports Even add in your favorite links and display your favorite website ScheduleVIEW also has several Calendar Views that displays information in multiple ways e The Daily View shows a provider resource or group information for a single day e The Weekly View shows schedules for a provider resource or group for a week at a time This view also allows you to choose which days of the week you want to display e The Mon
171. ntment Info Schedule Grd Reminder Message Templates Backup Terms aoa Appearance Calendar Holidays EditMasks Folders Customer Info relerenices z Group View Determines the default data folders Templates C Program Files Common Files S chedu Images C fogram Files Common Files4 S cheduley lE Reports C Program Files Common Files Scheduley E Backups C Program Files Common Files S cheduley Archives C Program Files Common Files S cheduley Favorites C Program Files Common Files S chedule Integrations ey Save Cancel Help 192 CUSTOMER INFO COLLECTED AND SHOWN YOUR WAY Your customer information is the most valuable part of your business Define which fields of information you wish to enter for your customers and the default values for these fields by clicking on the sA Options Option list Customize Preferences Appearance Calendar Holidays Appointment Info Schedule Grid Reminder Message Templates Backup Terms Edit Masks Folders ait Determines the basic structure for a Client Blank Form Group View lt a Mail Settings er A Page Setup C Phones 2 Integrations C Staff sion for Visible Fields and Default Fields Visible fields are those fields that you want to show on the ADD EDIT customer Screen Client Into lel Save Cancel Help Add your own field definitions by clickin
172. nts 115 Working With Databases WORKING WITH DATABASES CREATING YOUR CUSTOMER DATABASE The Create Database Wizard will walk you through the important steps in creating a new database To access the Wizard select File from the main menu and then New Database Or type Cntrl N If you create a new database without the wizard just remember to add a Provider or Resource immediately after creating the database name so that you can add appointments There are 4 Steps in the Create Database Wizard 1 Give the Database a Name and Location inal a ney peta es g First click on the Browse button to find the step 2 4 Creates a provider profile gal location folder for the database and give it a file name Type in the name of the database in the Last Name white box as a description First Name nef Remember the file name and location of the Address database are especially important to remember if City you are networking this program with other users or computer S lt Back Cancel New Database Wizard x Create a new database J step 1 4 Describe the name of your new database 2 Cre ate a Provider to add to the Datab ase To Dateien vad Friis you through the process of creating a new database that you can You will need to create at least the first provider for ee we recommend you use UNC naming convention instead of using this database A Provider is a someone in your Choose a name of your new datab
173. o zi mi ht 3 Open Search Options Appointments Customers Providers Services Reports Default Refresh What s this Help Exit v Providers walace Wendy Ei Make Appointment CA Make Break Sa Find Slot FA Find Next waiting Overlay Ep Schedule Waiting fi00 ET 4 June 2001 ae gt lst 2nd 3rd 4th Sth 6th 7th Sth 9th 10 11 12 13 14 15 16 17 18 19 20 2 2 3 4 5 6 27RD 30 S MTWTFS 2 Today is 9421 2003 PE man TEA 4 Appointment Info P Ey Waiting list overlay mode Fear N NO agaarnineant oat ie fal Custom 5 4 l Waiting List Show All Appointments Priority Customer N K NS Gi 2 GB Home gt Calendar 2 Data Shortcuts C Program Files Schedule IEW data Sample database MDB wendy Monday June 04 2001 0 E SH ScheduleVIEW RoboScreenCapture ia Sv2 manual doc Mi lt ad a Arn Ls 6 41PM 94 gt THE CUSTOM VIEW The Custom View allows you to display a day range of days or multiple days on one View Merely select the day from the Month Calendar To select a range of days days or range of days from the Month Calendar using the hold the Shift key as you click on two dates the entire range will be selected To select multiple individual days hold the Ctrl key as you click on the dates you wish to view A Unger CPA LLC ScheduleVIEW Plus 2 0 1 25 Release
174. o have trouble you may use one of our Technical Support resources TECHNICAL SUPPORT 1 ScheduleVIEW support is available at no charge online A ScheduleVIEW Manual is also online Go to http www scheduleview com and click on the Support tab B For Tutorials on how to use ScheduleVIEW go to http www scheduleview com learning htm C For frequently asked questions regarding ScheduleVIEW go to http www scheduleview com appointment scheduling faq htm D ScheduleVIEVW user discussion forum is available Go to support at http www scheduleview com click on Support and User Forum 2 ScheduleVIEVW support included at no charge with your purchase A A ScheduleV EVV manual is included on CD ROM B Tutorials are included on CD ROM C One hour of free telephone support is included within the first 30 days of your purchase D Email technical support is included for 90 days from date of purchase of ScheduleVIEW at support scheduleview com 3 ScheduleVIEVW support is available on a fee for service basis You may purchase one hour of support at 60 When you call ScheduleVIEW we will deduct the minutes from the hour you purchased in 10 minute increments ScheduleVIEW Password Recovery 30 00 per incident Database Repair 30 00 per incident Lost Registration replacement 30 00 per incident Replacement Program CDRom 30 00 Data Conversion 99 00 minimum call for s
175. of the most common problems we receive in Tech Support is that users did NOT setup the folder where the ScheduleVIEVV database is located as a SHARED FOLDER AND WITH APPROPRIATE ACCESS RIGHTS for all the users on the network If you receive error messages when trying to open ScheduleVIEVWW please try copying the ScheduleVIEVV database to another location where you can open other files on your network and see if it works from that location File Edit View Activity Reports Window Help p amp lay vr Open Search Options Appointments Customers Providers Services Reports Default Curent View ScheduleVIEW Plus 2 0 1 35 Release Ca 7 X eae Welcome to ScheduleVIEW las When ScheduleVIEVy Starts double click What would you like to do amp s the database in the previously created For e 3 8 A EA this example it is Sample Database D Refresh 00 30 jt 5 The Database Wizard will help you through the process of creating a new database for your company La al 200 Lo a Browse Sample database w 5 Lo i S Laf Custom S Monthly 2 Weekly 2 Daily S lw 5 MV Always show at startup Help Cancel in 5 lw a 2 At the bottom of your Calendar page is the drive path the full path will show when you put your cursor on it write this down at Home 2 Calendar 2 Data Shortcuts ar z ohared Folders P
176. office could use one of the labels for printing chart labels You can purchase a Dymo Label printer model 330 at most office supply stores such as Office Depot Office Max or Staples for around 99 For a better and faster printer you can also purchase the Dymo Turbo 330 at WWW LABELCITY COM for around 99 There are a couple labels that we really like for printing appointment reminders One is the REMOVEABLE labels at www labelcity com These labels are like the yellow sticky notes and can be removed and reapplied on a calendar great for your customers The other label we really like is the Appointment Labels Dymo part 30374 The really nice feature of this label is that it is non adhesive like a business card This label card can be used to print the customet s next appointment information Recommendations Requirements We recommend and support only the Dymo 330 and 330 Turbo models You MUST have the Dymo label printer software installed on your computer in order for our software to interface with the Dymo Printer 49 YOU MUST HAVE SCHEDULEVIEW STANDARD OR PLUS TO BE ABLE TO PRINT A DYMO LABEL You can print a single address label or an information label using your Dymo LabelWriter DYMO Label Address Labels File Edit Format Address Book Help Copies Label Files L 4 5 a Gig is as Address Labels User Guide da Label Size 3 50 x 1 10 W x H Load the correct label size
177. ooting Wizards run the Troubleshooting Analyzer Click on Help Troubleshooter Next KEKECAUTION Before running Analyzer please be sure to make a backup of your database or copy your database to a different location using windows copy and paste techniques Troubleshooter Wizard 1 44 Schedule YlEYY Troubleshooters Please answer the next senes of questions about the problem you are haying Click on Run Analyzer These answers will help Wizard find a solution to your problemn a By What problem are you having is Run Analyzer X _Search Go Online Click on To continue click here Troubleshooter Wizard 1 44 ScheduleViIEW Analyzer Analysis Results list Choose the tasks you want ScheduleVIEW to run Click Next Click one or more of the Recommendation or Suggestion tasks you want performed and then click Nest The Wizard will perform the tasks and then mark them as Fired Suggestions have potential tradeotts that you should consider before performing them Recommendations M Compact and Repair database amp Suggestions none gt Help Back Cancel E Then Click Finish 231 Troubleshooter Wizard 1 44 Sa The Troubleshooter will list y the tasks selected and report them as completed successfully Information Completed successfully Compact and Repair database Completed successtully 232 SUPPORT POLICIES If you continue t
178. other Way To Do It Unger CPA LL Appointment Central tm ScheduleVIEW Plus 2 File Edit View Activity Reports Window Help se E amp Open Search Options Appointments Customers Providers Services A Right click on an 8 Groupe Accounting P E a appointment and choose Edit Thursday February 17 2005 Carruthers Ca Franklin Fran Conference Ro Zavier ia P Appointment Status Cut Ctrl Copy Ctrl C p Paste Ctrl V Appointments Edit File Edit View Help a a Categories Show a Ww F ka S Save Cancel Filter Help Adams Andy 00000087 Appointment Customer V 2E Providers Carruthers Candy ee Resources Phone 655 555 1 zad Franklin Fran C tatuz Set Conterence Room 1 Charges 0 00 El W l Don t Call Duration 30 minutes e e Mise Consulting k P e Details ame meki Color m Custom Color 3 4 ae Low Reminder 15 min E Appointment Definable Fields customize none ew Appt Info Add Chart Oo eS gt iii Start time 2 1 P2005 8 45 am End time 27 7 2005 915 am Repeat No Repe 4dd Invoice Notes cleartext choose template When in the Customers Edit screen hit print EA and your default form will print for this one customer This feature will only work if a default form was assigned To Customer as explained at the beginning of this section Show message W Allow other appointme
179. ou ase ig chess sre click DE bo do Hi Apparve Enc C Sioi 1200 pret om Chu of aleotan providers 5642003 12 pe 2 pa Select each appointment by placing a check mark and press OK to proceed Press Cancel to abort the scheduling process ScheduleVIEV automatically schedules all the selected appointments on your list If there are conflicts you will get an error message in this window coca a Here s Another Way To DO It The Waiting List will always be present in the lower right hand corner of your calendar Simply click on a waiting list entry to edit delete or schedule Or right click to add a new Waiting List entry 108 SETUP AND CUSTOMIZATION Waiting List New File Edit View Help f ia amp R A Me Mm Categories Show Refresh New Edit Delete Prirat Save Cancel Filter Help Close New Waiting waiting Customer F a Providers Resources Phone 1 Don t Call mar Duration 30 minutes A 7 9 P Details Add imese alites Color elow z Priority Normal Reminder 15 min f Appointment Detinable Fields customize lt none gt hark Add Cra Start time End time Repeat Mo Repeat Hotes cleartext choose template Customer A M next to the name indicates that the customer is already in your database Simply start typing and information on that customer will fill in on the Waiting List Form
180. our import field The code field tg Code step 22 Imports your data from other databases should be left blank Select and Describe the Information that you would like to import into Schedule View Click Finish to perform import a a 3 Select Finish to complete the Import Process E Source Fields B Code a Mide inka EE z Save this import process as a Template if you wish to First Name 1 First Name i 2 Addresa He Last Name use it again 3 Title pe en 4 Company x 5 Address_Line_1 Choose Template SAVEIHE Address Line 2 Cit Help z Back Finish Cancel TROUBLESHOOTING 1 The data in fields must be listed in the same type style an example is if some entries are 555 555 5555 and others are 555 555 5555 the import will not complete because some phone numbers have parenthesis and some do not Make sure the data is formatted correctly the most common problem areas are the Phone Number and Date of Birth fields 2 The first and last name fields must not have any punctuation in them This includes commas periods parenthesis dashes ampersands etc They may import but errors will come up in your provider and customer lists later 3 Narrow it down to see what field is causing trouble import the fields a few at a time until you find which one is unacceptable 4 If you import incorrectly go back and create a new ScheduleVIEWtm database and try again 5 You may contact ScheduleVIEW for a fee
181. ources Dymo Appt Label Dymo Cust Label Dymo Cust Label For this example we have used Dymo Appt Label Label Template Address 30252 30320 Show Edit Restore Default Insert Template Templates gt gt Click on Templates gt gt Reminder Messages are not available in LITE version ey Save Cancel Help 159 4 Options Option list Customize look for Click C Appearance Calendar Holidays Edit Masks Folders Customer Info ck On Create Appointment Info Schedule Grid Reminder Message Templates Backup Teme Template Determines the basic structure for note templates Create Template Mail Settings Edit Template Save ir oS Templates de E File name our new Dymo Label Type in a name for your new label Save as type Fich Test Format Cancel and click Save Help SH Edit Rich Text Fie Edit wiew Insert Format This takes you to Edit Rich Text B Field In order to add information from Is Seal E zl the customer database or appointment screen move your cursor on the screen in the location you wish the information to insert Click on Fields EY Fields icon which is located on the menu bar 160 USING REPORTS i Edit Rich Text File Edit view Insert Format Dea tee This gives you a drop down list of fields you may merge customer of appointment information from KY fa El
182. pecific pricing gt TMOO W 233 ONLINE TUTORIALS Our main support page can be reached at http www scheduleview com support htm Frequently Asked Questions FAQ s are available at http www scheduleview com fag htm Check this area for answers for updates to our FAQ s Our Users Forum can be reached at http www scheduleview com cei bin ubb ultimatebb ce1 Discuss issues online with other ScheduleVIEV users Share experiences ask questions and get or give answers Email us send your questions or comments to support scheduleview com Email inquiries usually receive a response with 24 hours If your free support has expired additional support can be purchased just ask the support representative for the current fees PRODUCT UPGRADES There are several ways to stay in touch with product upgrades and developments gt OUR EMAIL NOTIFICATION GROUP Join our email notification group and keep up with the latest news and developments about ScheduleVIEW Just access our main support page on the web to enter your name and email address at http www scheduleview com support htm gt CHECK FOR UPDATES Click the Check for Updates option under our Help Menu to check for updates that you can download immediately from the ScheduleVIEVV server Or simply access our update web page at http www scheduleview com update Please do a backup before upgrading your software The update feature transmits technical
183. quently 35 To edit a customer s information in the database press the drop down arrow button and select Edit Customer or Press the F8 key Pressing the magnifying glass icon will bring up a search menu to search for customer names in the database Pressing the envelope icon will allow you to directly email the customer provided you have set up ScheduleVIEW for email access and provided that you ve entered a valid email address for the customet la te To edit an existing customer s information just press the F8 key To select other options to view press Y button To add a new client to your database Click the drop down arrow land choose New Customer or press the F5 Key on your keyboard to go to the screen which adds the customer to the database 4 Appointments New File Edit View Help fo 2 2 2 Ef A amp E Categories Show Refresh New Edit Delete Print Save New Appointment fy The appointment occurs in the past Appointment se _ Customer Fe P Providers Basket Phone Look For Code Status Set P Look For Last Mame Look For First Mame phages 0 00 m Look For Company Mame uration fis minutes Look For ID number Color C Yellow Ya Filter Reminder 15 min j Show mess g5 Advanced Search Ctrl G Bl New Customer E Edit Customer 4ppontment Detinable Fields Tester 36 SETUP AND CUSTOMIZATION Fill in
184. r APPEARANCE Appearance under the Schedule Grid tab allows you to customize the way appointments display on the schedule grid Show attachment allows you to select which information is shown as an attachment to the appointment The information you select will display when you click on the paper clip in upper right hand corner of the appointment Show pictures allows you to choose which information has a pictorial representation on the appointment block If information of that type is present the picture will appear in the upper right hand corner of the appointment block Option list Customize lt loak for Appearance Calendar Holidays Edit Masks Folders Client Info Foes Clem l Appointment Info Schedule Grid Reminder Message Templates Backup Terms Preferences mii Determines the Appointment wiew Ei rr Group View EH Ele a Customize user s perception of the appointment a AM Show attachement Mail Settings Appointment notes f Client record Client notes of Client chart Show pictures Status picture ae e E g r Break picture e Template picture m O Client s image FF Recurrence picture Group picture ee Sent e mail picture E pee Sent letter picture E Integrations Published picture ey Save Cancel Help 200 SETUP AND CUSTOMIZATION REMINDER MESSAGE Reminder messages can also be used for Work Orders Superbills Routing s
185. r To date range Select appointments with specific Providers Select appointments with specific Resources Category Bae Select appointments with specific Categories Providers Thompeon Tommy Unger Ulr j 2 x SENICE E 2 x code User defined Fields Hew poo NDefinahle TALERE x Save settings Page Setup TiS age Sety e M Set as Default Report g uP P E amp P Print Export Cancel 172 Reports Transaction Report Resources E P x El Customers sf ojx Service 5 Slx code User defined Fields Hew E Definahle Visible Fields VISIBLE FIELDS This allows you to pick and choose what information is printed on the report such as Notes City Customer Type Referral C Zip 5 I Source etc Use the scroll arrows and check the items you would like Scroll down to Visible Fields Separated pages Save settings M Set as Default Report Page Setup o Hep Br 4s Lefa epar Group by Name of Provider or Date Separated Pages Select to have the report 8 Print Export Cancel P 8 P printed in pages separated by Grouping The transaction report will show WHO created or modified the appointments if 1 Security logins with passwords are used See section on Security Permissions in this manual 2 Individual login and password is used for each employee 3 Make sure you checkmark Create and Modified in the Visible Fields
186. r specific Resources Dump ra a v Da Select appointments for specific Categories Category Appointment T User defined Fields Tester Initials VISIBLE FIELDS You will need to scroll down Visible Fields SESS ate to view Visible Fields This option is not available man Ate E in Schedule VIEW Lite This allows you to pick n Page Setup Help and choose what information is printed on the report such as Notes City Customer Type amp Pit Emoty Cancel Referral Source etc Use the scroll arrows and check the items you would like Select Group by Name of Provider or Date 148 Here is a sample of your report Brown Bob 00001331 1146 2003 10 00 am Providers Dump Trick ss Recurrence Created Mod fied Address Directions Company Name Senice Code description Customers type Customers 2nd phone City State 2p Referral source Notes Wisk Authonzed of lists Authonzation iD Reports Appointment List Resources Customers Service code User defined Fields gt lt hone gt Visible Fields Default Start Date Time Group by f Mame C Date A Transaction report W Save settings Set as Default Report 90 min Set Brown Bob No Repeat USING REPORTS 11 16 2003 4 15 19 4 Adams Andy Tuesday November 18 2003 4 10 09 pm Tuesday November 18 2003 4 15 07 pm 23999 1st Street South OneTwoThree Company M
187. r the Appointment Template Enter a M and then select the time to send the message out Then press the V button to select Show Message Send Email or Send Letter Start and End Time Enter the Start and End Times To change the date simply press the VW button and select another date from the drop down calendar To change the time highlight and type over 73 Repeat Select how frequently this Appointment Template should be repeated ScheduleVIEV will prompt you to set the parameters for the repeating templates their frequency and duration and create the repeating templates when you Save the Appointment Template Notes Enter any notes about this Appointment Template here Any notes that you enter here will POPUP in a message box that the user will have to click OK to remove the message box This is useful as a Reminder for what the template is reserved for For example New Customers only are to be scheduled in this time slot A Templates New File Edit Yiew Help H E elt K g u 2a pOu Categories Show Refresh New Edit Delet fint Save Cancel Filter Help Close New Template You can password Template a protect the Subject Template with Password A F i Accounts and Permissions Wizard template SO Password without password S 7 t group password oe my sobs ae ay no one Can This is an account that can be granted permissions and rights from your user password computer sche du
188. rmissions VIEW ONLY PROVIDERS jf Users must enter a name and password to use this database l To have a provider only view their Preferences own schedule and no one else s Go eit Click to select the check 2 any action that you want to have acc through all sectonsund r Data and Tat Jeecnotior Groun view a EE check Read own Appointments and aroup T Guests E Security i i l E Guest i Options uncheck Read Alien Appointment n oF test wig File REI Tester leo View ee Hg Users ey Data i 3 Power Users A M Read Data Pag GF tester EMT Read Appointments ce faa harry E M Read own Appointments cof Read alien Appointments 7 Read Breaks Read Temolates rion FORGOTTEN PASSWORDS paella ScheduleVIEVV helps with forgotten passwords Click on Forgot Your Password on the logon window iwitthn lt ead to receive your security hint HOWEVER YOU MUST HAVE ENTERED A PASSWORD HINT WHEN YOU CREATED YOUR USER Tragica aa a Guest ACCOUNT Fogi Your Passed ONCE YOU ENTER THE HINT YOU WILL BE GIVEN THE PASSWORD AND BE ABLE TO LOGON 208 SETUP AND CUSTOMIZATION CHANGING PASSWORDS Unger CPA LILE Good system security requires that Users change their i iioi A passwords on a regular basis Users can change their nanos he peanon Fe vem Tear i own passwords by selecting File Security Change Password This brings up the Change Password i oe I gt OM password win
189. rogram Files tg Start Ce ee eS ee ee E Schedule VIEW dataSample Database mdb PT For this example it is F SharedFolders ProgramFiles ScheduleVIEW data Sample Database mdb 18 SETUP AND CUSTOMIZATION 3 Install ScheduleVIEVV on a workstation using either your CD ROM or by downloading it from our website After installing the program click on the icon on the Windows Desktop to start the application On the Welcome to ScheduleVIEVV Screen select Open an existing file and then Browse Welcome to Schedube Wwe Wy Whai rid pour Mow bo dio Fl mi Dmie new dalahaoe Tha Dahan i ga pa Erebi d neve chotabeg bie pa ii Browse to your Network Neighborhood or My Network Places then to the computer acting as your server Note you must know the Server s Computet s name in order to proceed and look for the location where you created and saved your database You will know where it is from the drive path you wrote down For this example you would go to your F drive then click on Shared Folders then click on Program Files etc until you find your database Your database should be residing in this folder with the mdb extension Then click Open Look for the ScheduleVIE files in a shared folder on the computer where you stored the database files They must be in a shared folder for you to access your this database 19 TROUBLESHOOTING INSTALLATION AND NETWORKING If
190. rs and slower networks For fast networks we recommend lowering this down to 15 seconds For slower networks we recommend 60 seconds Calculation Program ScheduleVIEV uses a calculator in the Charges field of the appointment for you to enter how much money you charged the customer for this visit or how much you collected but not both To calculate an amount you can click on the Calculator icon next to this field in the appointment window to use a calculator by default we use the windows default calculator If you want to use a different calculator specify it here Click on Save to save your general preferences Advanced Options will take you into Mail Settings Add Holidays will take you into the Customize process 180 SETUP AND CUSTOMIZATION GROUP VIEW COLUMN VIEW A Group View is a collection or group of providers and or resources that you want to view together on the screen side by side The Group View option takes you to a window that displays all your current groups You can then add remove or edit the groups For detailed information on setting up and or changing your groups go to Groups Columns Setup in this manual Options aa lt Ea Group View lt loak for A Accounting z Mail Settings Permissions ai Customize Fi oa J Integrations Edit Add Remove see cea te Click on EDIT to edit the current highlighted Group View Click AD
191. rt Io Gite PY Wedesda due 11 2000 j insist x Please note Selecting Show Details will print out details of all the new Provider F Stepharie a Pl ie customers within this timeframe da gt PROVIDER EMAIL REMINDERS Description This sends email reminders to Providers See Sending Appointment Reminders in this manual Prowider E mail Fleminders Selection Criteria Sends emera messages jo saleched powder From fhe Tuesday dume 10 2000 ace a Select Providers with appointments within a From and or To To tate IF weied due 11 200d ml Prerickers fy Stephanie iy ial Date range paai A z l Select specific Providers Category All ad Select Providers using specific Resources Select Providers in specific Categories 142 USING REPORTS gt RESOURCE EMAIL REMINDERS da Description This sends email reminders to Resources Resource E m Reminders 4 Sends reminder messages to serta msouces Selection Criteria From Date cal Piureelay dice TD AT Wi j i i i To Daie Pe paednesday June Select Resources with appointments within a From and or To Praia j Stephanie ve Date range See Sending Appointment Reminders in this Resources E ix manual Cosbegeany All Select specific Providers Select specific Resources Select Resources in specific Categories gt SERVICE CODE ANALYSIS REPORT Description This report shows how the number of appointments
192. rts Default Refresh What s this Help Exit v Staffs Thompson Tommy 7 9 Back Forward Stop v Favorites Calendar Did you know Today s Appointments 4 e Searching for a eo 4 J Back Next E Calendar Waiting List 0 Reports 3 ec Ss MW Contacts Messages 0 Favorite Web pages 0 Advanced Features Program Options al Bh Home Ce Calendar Data Shortcuts C Program Files ScheduleVIEW Datal Sample databaseTommy MDB tommy Monday November 03 2003 Start 9 E SA SchedulevIEW ial Sv2 manualEnd Nov 3 Ria 1 49PM By pressing the Calendar button you the Outlook Bar you can access four different ways of looking at your ScheduleVIEW calendar Daily Weekly Monthly or Custom Within each of these views you can select specific Providers specific Resources or Groups to further refine S Unger CPA LLC ScheduleVIEW Plus 7 0 1 es woe File Edit View Activity Reports Window Help B Changing your view from Provider to Resources or to Groups is Geno Open Search Options Appointments Customer easy Click on the V button and select Provider Resources 7 Providers Wallace Wendy Groups or Customers from the drop down menu Sep we Providers Resources Groups Customers 90 SETUP AND CUSTOMIZATION To choose a specific Provider Resource or Group click on the show button and choose from
193. s Individuals or Companies who buy products or services or Customers Individuals or Companies who provide the products or services that a business sells or Providers The work or services that are bought and sold or Services The rooms equipment tools or facilities needed to provide the products or services or Resources ScheduleVIEV manages all of these entities for your business through its flexible database structure and customization options for viewing and managing your business vital information In ScheduleVIEW s Customer Information database set up customers with the vital information you need to service them We ve provided more than the standard name phone and address structures ScheduleVIE also allows you to store such information about your customers as internet information website and email address birthdays and appointment histories But ScheduleVIEVV doesn t stop there Add in a photo of your customer driving directions for your providers and notes for each appoint ScheduleVIEVV even allows you to attach word processing files to keep a complete record of your customer relationships S not enough custom information for your business Thats ok ScheduleVIEVV allows you to set up your own definable fields and populates them automatically with your own default values Providers can be employees contract workers or other companies In ScheduleVIE s database store your provid
194. s ScheduleVIEVV provides multiple ways to enhance your business productivity Associating providers and resources into groups allows an easy way of viewing schedules side by side in Views To edit or create new Groups 1 Go to Group View Click on View Current View Groups Groups Tas CPA E fa amp 5 Cday November 13 2003 Look for Code 2 Click on the drop down arrow and choose New w Look For Description Group View or Edit Group View Vp Filter e5 Advanced Search Ctrl G Bl New Group view Ey Edit Group View Fe 4 Group View New 3 Enter a Group Name File Edit View Help E 2 Ea z G Filter Categories Show Refresh New Edt Delete Print Save Cancel 4 Click on Insert this will bring up a row of icons Group View Frovidert Dump Truckss Color Heading Tf you have not already entered Providers and or Resources follow steps 5 6 7 8 Tf you have already entered Providers and or Resources skip to steps 10 11 12 5 Click either the Provider List icon white profile head or the Resource List icon Red 6 Click the drop down arrow and choose New Provider Resource and enter the information desired The Last Name will be written as the heading of your column 7 Click Save 8 Repeat steps 4 5 6 7 to add all desired Providers Resoutces 58 SB Providers N
195. s O P x Dirion l rE plx Staue Chekia 0 l Selection Criteria Select appointments within a From and or To Date range Select appointments with a specific Provider Select appointments with a specific Resource Select appointments with a specific Customer Select appointments with a specific status 154 USING REPORTS REMINDER REPORTS AND MAIL LABELS gt APPOINTMENT REMINDER MESSAGES Description This report will print Appointment Reminder Message s to Customers or Providers reminding them of appointments This option can also be used to print Superbills Encounter Forms Service Orders or other document you design For a complete tutorial on how to design Appointment Reminders or Superbills or Encounter Forms or Service Orders please visit www scheduleview com learning htm Reports Appointment Reminder Messages Staffs Thompson Tommy aly Resources Customers Service code Use this DEFAULT x template Send e mals to selected Customers Save settings Sega s stup Help Set as Default Report gon ome ore 155 Selection Criteria Enter the appointment Date range FROM and TO Enter the range of Providers Enter the range of Resoutces Enter the range of Customers Enter the range of Service codes Use this Template Select the template you want to use for sending these reminder messages See Sending Appointment Reminders in this manual Sen
196. s Pro 2002 Premier 2003 2004 database qbw Press Next to continue the Import Process or Cancel to leave the Wizard 118 ScheduleVIEW Import a Pz step 2 2 Imports your data from other databases Select and Describe the Information that you would like to import into Schedule View Click Finish to perform import Customers Source File Header Rows H Source Fields EI Providers Source File Source Fields en s N S Choose Template Save As Template Help Browse yout file to import and click Open Please Note your window may look different depending on the type of file you are importing lt Back Finish Cancel Select the File and Describe the Information You want to Impott For this example click in the box next to Customers to add in a check mark Now click on the word File Name Click on the a button BM Comput i a 34 Floppy amp amp C amp 0 Network Neighborhood 2 Entire Network E3 Schedule Ew Database Import Wizard 1 0 1 112 Import a data step 3 3 Select and Describe the Information tF Schedule lE Click Finish to perform import Customers Source File os File Name Header Rows i Source Fields Providers Dump Truckss ServiceCodes Put a 1 in Header Rows 119 Click each field you are importing and match it to a ScheduleVIEW Import pien ae column in y
197. sell the Software and or Documentation SELENT holds and retains all worldwide rights title and interests including without limitation copyright in and to Software and its third party suppliers from whom SELENT has licensed portions of the Software Such suppliers are expressly understood to be beneficiaries of the terms and provisions of this Agreement All rights not expressly granted are reserved by SELENT ot its suppliers 13 4 Express Restrictions on Use and Transfer You may not and your employees sub contractors or anyone affiliated with you or your company may not modify adapt or create other works based upon the Software or the Documentation upon upgrading if applicable of the Software all copies of the prior version must be destroyed and cannot be given transferred or used by other individuals or organizations modify reverse engineer decompile create other works from make any attempt to discover the source code of the Software or disassemble the Software post or upload the Software other than the Evaluation Version to any electronic bulletin board on line service or other electronic network accessible by third parties rent sublicense or otherwise distribute the Software or Documentation or any rights therein to any person of entity including but not limited to Active Server Pages In the event that you have received an evaluation version of the Software Evaluation Version you are authorized to distribute
198. sits v Sort by Customers Appointment Definable Fields Add Chart Start time 11 3 2003 8 00 am End time fi Repeat No Repeat Notes si RS il i3 4 gt Advanced Options 0e You can see that Andy Adams has five up coming appointments On the actual screen you could click to get rid of the drop down OPTIONS box that is covering the dates and times of the appointment and actually see the times of the future appointments RoboScreenCapture A ScheduleVIEW ial 5v2 manualEnd Nov 3 Look for Customer Name Search by Customer Name Today Only Shows only today s appointments From Today Forward Shows today s appointments and future appointments Show All Shows all appointments past today future Providers Resources Providers and Resources Filter HINT Always make sure this is checked Sort by Date Sort by Customer 111 LEAD SHEETS SUPERBILLS ENCOUNTER FORMS WORK ORDERS ETC Sending Appointment Reminders For a complete tutorial on how to setup and use Appointment Reminders visit our online tutorials at www scheduleview com learning htm This feature allows you to merge information from your customer s database screen and appointment screen then arrange it on a form and print for specified customers you desire for a range of dates Click on Fie Options Customize Reminder Message 5 Option list Customize Appointment Info Schedule Grid Remi
199. sk If you choose Delete appointments older than Cutoff Date SscheduleViEy when you attempt to You are attempting to view appointments PRIOR bo the last archive date scroll back through JA You can only view current appointments that are not archived so the system is calendar past that date preventing vou From going back Further in tine you will get this warning 222 SETUP AND CUSTOMIZATION Shortcuts To view your archives click on Shortcuts A at the bottom of your calendar page A ScheduleVIEW Plus 7 0 1 39 Release Candidai File Edit View Activity Feports Window Help F fF E Open Search Options Appointments Customers Look in Archives Shores and manages archives Sample database archive created 12 16 2003 Templates 4 38 19 pr mdb Databases Next click on Archives in the left column and your archived files will be shown Double click on the one you choose and it will open to be able to view your files If you password protected it you will be prompted to enter User Name and Password You will be able only to view appointments in the Archives date range You will be unable to make any changes in your schedule as long as you are in the archive To return to your calendar to view your current database close and re open ScheduleVIEVV PLUS 223 TROUBLESHOOTING WIZARDS CAUTION backup your database before performing a Troubleshooting Wizard Click on He
200. step 2 4 Creates a provider profile this database A Provider is someone in your Last Name Welby First Name M arcus Credentials MD Address 234 Oak Street City Anytown organization who you will be scheduling appointments for with your customers You must enter at least a Last and First name here and then click Next to continue creating the database lt Back Cancel 16 SETUP AND CUSTOMIZATION 3 Customize the Appearance of the Calendar The next step in creating the database ave area eevee XI is to enter the Name of your Company Create anew sale B step 3 4 Customize the dppearance of the Calendar gal Of Dusiness eee Then enter your business hours the 2 Business Name Your Company Nome SSOSCSC S S S start and stop times of your day s appointments Enter an Interval that is work ooo x Boor a time increment you want to display Start Time amp 00 00 AM a a Ch di b aTe ammm an your C ar oose to splay by L minutes minutes or hours Interval 30 el oe haus Time style jz hour h mm ampri Finally enter the Time Style choosing from 12 hour am pm or 24 Hour Military Style Help lt Back Cancel 4 Import Data from Other Applications Import a data At this point you can decide to import or not step 4 4 Imports your data from other databases g import your data for this database from other Choose an action to perform ap p lications
201. structure for a Clent Blank Form ley Save Cancel Help Show these Fields when looking up Clients under the Client Info tab allows you to modify the fields that display when you are searching for a customer Check marked fields are displayed during a search in the drop down box here is what it looks like In this example we are showing the CODE LAST NAME FIRST NAME COMPANY ID 2 and ADDRESS 1 Appointment noel T Proviso Phone me 23999 1st Street So Statuz Belinda a4 Winding Terrace Caruthers Candy 431 Mineola Lane Charges DAVIDADT Davidson David 3322 Oakbrook Lane ETHEEVOT Etheridge Evan 20 Tangerine Terrace Duration FRANFROT Franklin Fran 32432 RA 3 GEORGRO Georges 123 Honey Dew Cou Color 7 Reminder i T Allow other appointments Appointment Definable Fields customize lt none gt 194 SETUP AND CUSTOMIZATION APPOINTMENT INFORMATION sA Options Option list Preferences Customize klonk for Select exactly which information Appearance Calendar Holidays Edit Masks Folders Client Info you wish to see for appointments Appointment Info Schedule Grid Reminder Message Templates Backup Terms in the Appointment Info window by clicking the sign on Selected m Determines the Appointment Info wiew Brg Visible Fields Group View h gt S H Specify details you want to show i Defaut displayed aT Sac Selected Mail Settings F Charg
202. t together with any special rights or promotions provided in writing with your copy of the Software is the entire agreement between you and SELENT relating to the Software It supersedes any prior or contemporaneous oral or written communication relating to the Software Controlling Law and Severability This License shall be governed by and construed in accordance with the laws of the United States and the State of Florida If for any reason a court of competent jurisdiction finds any provision of this License or a portion thereof to be unenforceable that provision shall be enforced to the maximum extent permissible so as to affect the intent of the parties and the remainder of this License shall remain in full force and effect Any cause of action with respect to must be instituted within one year after the claim or cause of action has arisen or be barred Both the license and your right to use the Software terminate automatically if you violate any part of this Agreement In the event of termination you must immediately destroy all copies of the Software and Documentation or return them to SELENT You may not allow anyone to do anything that this Agreement prohibits you from doing This License Agreement shall ensure to the benefit of Selent and Associates Inc and its successors and assigns SUPPORT SELENT will attempt to answer your technical support requests concerning the Software however this service is offered on a reasonable efforts
203. t for mouse and keyboard inactivity before starting the screen saver Log Off If you have security enabled on your database then you have the option to also automatically Log Off users when the screen saver becomes active and then to get back into Schedule VIEW users would be required to log back on with their user name and password It is recommended that you activate security and screen savers and checking this box if you are concerned about database privacy and security Also recommended for HIPAA compliancy 177 Options Ed Option list Preferences lt look for Screen Saver RIETENCeS None Settings e Wait fi B minutejs EEA Group View W Log Off Mail 3 AEE W Use Database Wizard on StartUp Show Getting Started page on StartUp W Use Wizard when you create a new database W Use alternating colors in reports Use grayscale when printing appointment grid Use auto hide style for Info bar Baoan W Show text labels ea M Always show drop down list a Mumber of rows in drop down list 7 Refresh interval for network synchronization BU P zeconds Integrations TSE Calculation program optional C AWINDOWS cale exe mj j LE Save Cancel Help Other Use Database Wizard on Startup Check this box and when ScheduleVIEV starts up you will be prompted with this kind of screen NOTE if you do not enable this Wizard ScheduleVIEV will automatically open to the las
204. t used database If you want you can force this window to come up when you start ScheduleVIEVV by pressing and holding down the F8 key while clicking on the ScheduleVIEW icon to start Show getting Started Page at Startup If this is checked you will get the Welcome to ScheduleVIEW screen at startup To disable this screen and go straight to the calendar screen leave this unchecked There is a checkbox at the top of this screen that if you check it then this screen will not show again at startup Use Wizard when creating a new database Please leave this always checked Use alternating colors in reports Leave this checked to provide better viewing of reports Use grayscale when printing reports If you print on a black and white printer enable this feature for better printing results 178 SETUP AND CUSTOMIZATION Use auto hide style for status bar If this is enabled the Info Bar Column on the right of the main screen that looks like the following will Auto Hide This is great for a business with many providers as it makes the Calendar view wider enabling you to view more providers across the screen fe Ea 4 October 2003 PD F gt M T W eT F 5 El Today is 10 19 03 f 4 Appointment Info El YA g Sew A d Show text labels Click here to show text labels on the icon bar to show like this notice the text such as Make Appointment or Find Slot next to the icons i Ung
205. ter the name of the media to receive the backup data Your backup location here This takes you back to the Where to Store the Backup window with your file name backup location filled in Enter your comments here Click NEXT Backup Wizard 1 49 Ed Completing the Backup rizard Fame Wizard has enough information to start the backup If you want to review or GS change any settings click Back What Add and replace tiles Meda Your file name will be here zip How Normal Password protected Mo Prompt before overwrite Mo Description mone IF you are backing up a multi user shared database that is located on a server or shared folder make sure that no one else has it open Then you can eee ion r start the backing up process by pressing Finish button To ass gn a passwo d to yout backup click on Advanced To specity additional backup options click Advanced Advanced or Click Finish Cancel Help lt Back 213 Please Note ScheduleVIEVV does not work with the Windows XP type of saving to rewriteable CDROMs If you want to save to a CDROM we recommend using a third party software program that treats your CDROM drive as a floppy drive for read and write purposes such as the commercial versions of Nero or Roxio CD Creator You know you have the correct type of CDR W software installed IF when you insert the CDRW disc into the CDRW drive you get a message from Ro
206. the Evaluation Version to third parties provided that you make the third party aware it is an evaluation version only and is subject to these licensing terms If you wish to transfer the Software other than the Evaluation Version to a third party you must first notify SELENT destroy all back up or archival copies of the Software and then have the transferee provide SELENT with an acknowledgement of the terms of this License Agreement 5 Term This License is effective until terminated You may terminate the license at any time by removing or deleting the Software from all computers into which the Software has been installed or transferred destroying or returning to SELENT all copies of the Software on disc or other media and if requested by SELENT providing with an officer s certificate attesting to the foregoing This License will be terminated by SELENT immediately and without notice in the event that you fail to comply with any term or condition hereof Upon any termination you will return to SELENT at your expense the Software and Documentation and any copies thereof whether or not the copying was authorized hereunder and remove or delete the Software from the memory of the computer into which the Software has been transferred 6 Limited Warranty and Disclaimer of Liability The Software is licensed as is However in the event that you have received the Software from on a physical media SELENT warrants the media on which the Soft
207. thly View is designed to graphically show time slots for a month at a glance on a single window for a single provider e The Custom View allows you to create a temporary calendar view specifically suited to your business needs For example you might choose to have Monday Wednesday and FRIDAY two weeks from now in this window To select which days you want displayed here click on the CUSTOM TAB then use the monthly calendar in the top right hand corner of the screen by holding down the CTRL key and clicking on the days you want shown you select that days show up in this screen The program does not remember the dates from the last time you selected the CUSTOM TAB so you will need to set this every day if you want to use it The Today View page is accessed by pressing the Today button on the Outlook Bar This is a highly customizable page that may include one or more days of appointments messages and 7 waiting lists a list of frequently used reports links to favorite websites your favorite website displayed on the page tips to using ScheduleVIEV 89 Here is one example of how the Today View page may look Yours may be different depending on your customization of this page 4 Unger CPA LLC ScheduleVIEW Plus 2 0 1 34 Release Candidate 1 File Edit View Activity Reportss Window Help want to EE S 3 amp R Open Search Options Appointments Customers Staffs Services Repo
208. tically remove deleted items from the database when you delete Instead they are stored in the database as items marked for deletion To view deleted data select Edit and then Deleted Items A Deleted Items File Edit View Help fl t Gl ce j Hw 4 Categories Hide Refresh Hew Edit Delete Erint Save Cancel Look for 000014594 A Subject An poar tment en O j Filter Help Close ALLEN PERRY Click Restore to move this item back to its original location Appontrnoert ALLEN PERRY Break Break 2 Appontment Cushomer ALLEN PERRY Phone 65177 1138 Romdell A aoul Fundin Paul Appointment Set ALLEN JONAT HAI ALLEN PATRICIA Miscellaneous testing for time Appartment Appontment Charges 0 00 Appartment JE Don t Call Add mage Appontment Nay m Service d Duration E minutes Code Cor ElAwe gt lojal Providers gs Green Flay Resources Shatus Set Pricrity Normal To restore a deleted item select the item from the list of deleted items on the left and then press the Restore button DATA CLEANUP To improve the performance of your database execute the Data Cleanup Wizard by selecting File Maintenance and finally Data Cleanup The following window will appear Data Cleanup The thems below have been deleted from ScheduleViEW database
209. time must be on the same day You will need to choose a start time of 12 00am and an end time of 11 59pm ScheduleVIE will not work properly if you have a start time of 8 00pm and an end time of 6 00am because that is 2 different days dates 175 Scroll down further and you will find these settings k ns Option list A wird edie mi Group view amp ae dail Settings MSZ A Page Setup Permissions Customize E T Integrations Preferences Calendar Font Ms Sans Serf Background color CJ white O H Weekend color white o Holidays color TT velow Advanced Options gt gt Default Reminder J Enable auto reminder Default reminder B 15 minutes When a reminder comes due play B default p x this sound Screen Saver None Settings Sack Gc oof eevee Lola k look tor 2 Ee Save Cancel Help Calendar Enter the font and colors for the Main calendar and for Weekend Colors and Holiday Colors Default Reminder Check the Enable auto reminder if you want the system to automatically create a reminder for each appointment you make Once you check this box indicate the default lead time you want for the reminders and then select a default windows sound in When a reminder comes due play this sound box 176 SETUP AND CUSTOMIZATION Options Preferences kook for Screen Saver None Settings Wa
210. tions of appointments Email appointment reminders to providers Prevent double booking and further customize your ScheduleVIEV to match your business terminology And we ve included even more reports and reporting options Schedule VIEW LITE STANDARD AND PLUS FEATURES AT A GLANCE Feature ScheduleVIEW ScheduleVIEW ScheduleVIEWM ste __ STANDARD_ e __ Print ete ua Labels oS Te ee C U M a Provider Analysis Report Yes Service Code Analysis l No NoYes a a ee ee Customize Terms Customize What Shows on Customize What Prints on Grid igor e a Appt s Pop up Appointment Reminders ee Advanced Reports 5 Additional Yes Reports 1 Customer Stat Report 2 Provider Analysis Report 3 Service Code Analysis Report 4 Waiting List Report 5 Customer Mailing Labels Sync Customer Demographics No No Yes with QuickBooks Pro Premiere Enterprise Ability to create QuickBooks No No Yes Invoices Without Double Entry of Customer Demographics Feature ScheduleVIEW ScheduleVIEWM ScheduleVIEW LITE STANDARD PLUS Send Appointment Reminders Page Encounter Forms Work Orders only their own Schedule Security Individual Login and O Yes Yes Password with Customizable Levels of Access NOTE LITE is not recommended for medical offices Security have the ability to automatically Log Off after a period of inactivity NOTE Medical offi
211. tment Default wi Created w Modified i was made or changed check Created and or Modified 1 Appointment List BE wd kh Se Be Close Appointment List Unger CPA LLC Unger Ulma2 00001614 4 5 04 10 00 am AO min Set Adams Angy Created Thursday April 08 2004 2 20 51 pm by admin Wodhed Thursday April 08 2004 2 20 51 pm by admin 2 Conference Room 00001607 4 5 04 4 30 am 30 min Check In susan snoddgrass Created Wednesday April 07 2004 3 53 52 pm Moaimed Thursday April 08 2004 2 22 10 om by admin Dump Truck 1 00001615 4 5 04 g 00 am 30 min Set Sorenson Sandy Crested Thursday April 08 2004 2 21 59 pm by admin wode Thursday April 08 2004 2 21 59 pm by admin If you are using security and have individual logins for each employee the transaction report will show WHO created or modified the appointments 97 2 MODIFIED APPOINTMENT REPORT Modified Appointment Report lists the Status of the Appointments that were CREATED ot MODIFIED for the dates specified which allows you to track changes If you ran an Appointment list for today and checked the box Transaction Report the report would show you all the New Appointments that were entered today and the dates they occut Unger CPA LLC Appointment Central tm ScheduleVIE File Edit View Activity o Open Search Option Reports window Help as Today s Appointments Schedule Grid Available Appointments
212. ton if you re finished and ready to save this appointment It s as simple as that Your appointment has been set Here s another way to do it Just press the Ctrl S at any time to save your appointment Press the Cancel button if you don t want to save the appointment and wish to start over 45 If you want to make a break or appointment for all the Providers and or Resoutces on your calendar screen Unger CPA LLC Appointment Central tm File Edit View Activity Reports Window Help aaa alas F E Open Search Options Appointments Customer Groups Tax CPA EF Edit Appointment Status Cut Ctrl g Ea Copy Ctrl C While in the Group view of your calendar screen EA Paste Ctrl V j 2 Delete J 2 Undelete Chril 2 Right click on the time bar at the left of your screen and choose Make Appointment Select All Ctrl 4 E Make Appointment Ctrl Alk 4 Bi i1 Fal Make Break ChrHeAlc 6 S Make Template Ctrl Alt T Send E Schedule Waiting List Preferences Now your New Appointment screen will have all the RIGHT CLICK Providers Resources auto filled in for you so you don t HERE have to manually add each one i Appointments New le Edit wiew Help fo fe e a g Categories Show Refresh it i Cancel Filter Help New Appointment d The appointment occurs in the past Appointment ha Customer M E des e Prokosky Andrej Set G Unger Ulma Status P Wal
213. uble click on an empty time slot to make an appointment so that you know that the time slot is available Click on Make Break to bring up the Add Break Window HOWEVER we recommend instead that you always Right Click on an empty time slot and choose Make Break so that you know that the time slot is available e Find Slot Click here to bring up the Find Open Timeslot window and search for the next available empty timeslot e Find Next Works in conjunction with the Find Open Timeslot will continue to find the next available timeslot e Waiting Overlay This button will Overlay all items on the Waiting List onto your Schedule Grid so you can see potential scheduling conflicts NOTE It is our future intention of developing a WEB INTERFACE for ScheduleVIEW so that your customers clients will be able to go to a web page and see available time slots for booking and request an appointment via the web You will then need to Synchronize the web page with your desktop ScheduleVIEW to recetve these requests When you recetve them they will be entered in the WAITING LIST When this function becomes available the WAITING OVERLAY and SCHEDULE WAITING buttons will be more functional and useful If you have an interest in this feature list when this feature becomes available send us an email to webinterfaceWscheduleview com with WEB INTERFACE NOTICATION in the Subject Line If you re interested in beta testing please send a message to the sam
214. ubsequently purchased End user organizations may use the Evaluation Version of Software within the limitation on the number of users only during the evaluation period You may not continue using it beyond the trial period unless you purchase a license agreement This agreement supersedes any prior version license and governs your use of the Software 2 Title This License is not a sale of the Software or a sale of a copy of the Software SELENT retains title and ownership of the Software delivered by electronic medium or recorded on the original media delivered to you and all copies made regardless of the form or media on or in which the original or any copy may exist SELENT is selling to you the physical media if any on which the Software is delivered and licensing you to use for limited purposes the Software SELENT retains all other rights in the Software and associated documentation delivered in paper or electronic form with the Software the Documentation 3 Copying Copyright The Software and the Documentation are subject to copyright protection SELENT hereby permits the Licensee to make copies of the Software and the Documentation for its own internal archival purposes only provided that such copies of the Software and or Documentation remain within the possession and control of the Licensee copyright notices are replicated or remain affixed or embedded in the Software and or Documentation and you do not take credit for or re
215. ugust 27 2003 SMTWHMTF S EE R am 3 g 00 m 30 EE 2 10 Today is 8 27703 aj am 30 4 Appointment Info Gy am amp 1 00 aaa sien aad am Ro A 5 am 12 pm 30 pm 1 pm 30 pm pm m l v Waiting List 3 00 Show All Appointments X pm 30 Priority Customer Nat pm Ee Gia C Program Files Common Files ScheduleVIEW Data Sample database MDB Wednesday August 27 2003 AsStar O EAR a4 EAuntitled amp Sv2_manu P Schedul Sv2_manu SEB 1 43 PM 24 SETUP AND CUSTOMIZATION e The Main Menu Bar the primary means of navigating through the ScheduleVIEW system e The View Bar the central place to change views and search for customers resources providers and groups e The ScheduleVIEW Toolbar and Shortcut bar gives quick access to some of ScheduleVIE s most powerful functions Let s take a look at each of these in detail gt THE MAIN MENU S Unger CPA LLC ScheduleVIEW Plus 2 0 1 25 Release Candidate 1 File Edit View Actrvity Reports Window Help If you are used to working in a Windows environment then the concept of a main menu which runs across the top of all windows will seem familiar ScheduleVIEW also has a Main Menu which starts with the familiar File entry The entries on the Main Menu consist of the follow e File For opening closing backing up granting A Quick Hint security importing exporting and synchronizing
216. uleVIEV system including basic color palette background color for entry forms and whether or there is a 3 dimensional depth feeling to the forms Customize kinok for Appointment Info Schedule Grid l Reminder Message Templates Backup Terms Appearance Lalendar Holidays Edit Masks Folders Customer Info Options Option list Color Palette Displays the basic colors available You can define a custom color Group View by clicking the New button and then defining a custom color by using the color matris Available Colors I PS Black z Edit Delete Hew Blank Form Determines the basic structure for a Blank Form and contains document settings such as background color page layout special formatting three dimensional 3 0 or two dimensional look and styles Background color white l M Three dimensional 3 01 look Integrations ia Save Cancel Help 185 CALENDAR CUSTOMIZING Schedule VIE Changing the Calendar Options will have a huge effect on your Schedule VIEW T experience Click on the sign for Today and customize your Today page including such things as how appointments are shown what tips and web pages to display and which frequently used reports to list Today View under the Calendar tab allows you to customize the look of the Today View which appears when you click on the Home button at the bottom of the ScheduleVIEW
217. ustomer View Chart will appear on this button instead l A Reminder Message Sma Click Message eee EEE on 08 C this MS Sans Serif life ru i butto n to i bring You can Load a Template in here for a reminder message or create a personalized one a 2 Click on the Field s button to make this a me rpe document of on Convert to automatically 4 insert the helds into the documents word proc essin S docu ment and create a reminder message for this customer This feature is only available if you have ScheduleVIEW Plus and QuickBooks Pro or Premier 2002 or newer installed Have QuickBooks open Click on this button to Add Invoice automatically open up the invoicing process in QuickBooks and transfer the data from Schedule VIEW to QuickBooks It s that simple 48 SETUP AND CUSTOMIZATION MAKING LABELS WITH DYMO LABELWRITER Now easily print appointment reminders labels address or mailing labels or any other kind of labels for your customers or appointments Schedule VIEW allows you to setup or format two labels we call one an Appointment Label and the other a Customer Label This feature allows you then to click on one of these label buttons when editing an appointment and then print that label You can also click on the customer label button when editing a customer to print an address or mailing label You can format the labels any way you want for example a medical
218. ve like a business card This label card can be used to print the customet s next appointment information Recommendations Requirements We recommend and support only the Dymo 330 and 330 Turbo models You MUST have the Dymo LabelWriter printer software installed on your computer in order for our software to interface with the Dymo Printer 158 USING REPORTS YOU MUST HAVE SCHEDULEVIE VWY STANDARD OR PLUS TO BE ABLE TO PRINT A DYMO LABEL Dymo Appt Label S DYMO Label Address Labels x Fie Edit Format Address Book Help You must have the DYMO Copies Label Files LabelWriter installed on your L4 5 Gra aJ aX Address Labels computer to use this Schedule VIEWM function We recommend and support only the Dymo 330 and 330 Turbo models User Guide Em r Label Size 3 50 x 1 10 W x H Address 30252 Zoom 100 Open ScheduleVIEW to your calendar and Click on File Options 4 Options x Option list Customize look fort c 9 z Customize Appearance Calendar mee Edit Masks Folders Customer Info Reminder Appointment Inf Schedule Grid i Templat Back T Eee ppointment Info chedule Gri emplates ackup erms Messa g es Determines the basic structure for a reminderdnessage and contains settings such as fonts field and then assignments and special formatting aay Dymo Appt Label Group View To Customers To Providers To Res
219. ware resides to be free from defective materials or workmanship in normal use for one 1 year from the date of original purchase If a defect appears during the warranty period return the media to SELENT for a replacement shipping charges may be incurred No dealer company or person is authorized to expand or alter any portion of these warranties or this Agreement and such representation will not bind SELENT APART FROM THE FOREGOING THERE ARE NO OTHER OR FURTHER REPRESENTATIONS WARRANTIES PROMISES OR GUARANTEES ANY IMPLIED WARRANTIES COVERING THE DOCUMENTATION THE MAGNETIC MEDIA OR THE SOFTWARE INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE ARE TO THE EXTENT PERMITTED BY LAW HEREBY WAIVED BY THE END USER IN NO EVENT SHALL BE LIABLE TO YOU FOR ANY CONSEQUENTIAL INCIDENTAL OR SPECIAL DAMAGES INCLUDING LOSS OF PROFIT OR DAMAGES FOR BUSINESS 14 SETUP AND CUSTOMIZATION INTERRUPTION The maximum liability of in the event that any of the above limitations are held unenforceable shall not exceed the license fee paid by you regardless of the form of any claim 7 Miscellaneous Termination by SELENT will not limit any of its other rights or remedies under this Agreement or at law or in equity Any provision of this Agreement that by its sense and context is intended to survive termination of this Agreement will survive termination ENTIRE AGREEMENT This Agreemen
220. xio or Nero telling you the CDRW disc can now be treated as a Floppy Disk Another way to check is to right click on a file in Windows Explorer choose Copy then browse to the CDRW disk browse to the root directory and Paste the file to the CDRW Immediately browse to the CDRW again and see if the file is there if it is not or if you get any kind of Windows XP message that the file will be added later you do NOT have the correct software for writing directly to your CDRW We do not provide technical support for this process Please check with your network administrator or computer consultant for assistance in this matter 214 SETUP AND CUSTOMIZATION Each Database that is set up in your ScheduleVIEW program should have its own set of disks Here is the recommended sample of backup disks CDROMs Daily Backups o m m o Monthly Backups o Jp E IU o o jo E o Jp E IU o o Jo E Once a week take the backup off site A good place to store the monthly backup disk is in a safety deposit box at your bank 215 gt THE RESTORE WIZARD To access the Restore Wizard select File from the Main Menu then Restore CAUTION Restoring a database will permanently DELETE OVERWRITE your existing database so be sure that is what you want to do before proceeding You may want to backup your current database before restoring from an older backup If you have backed up before the last information from the last bac
221. y dates for years to come To delete holidays left click on it to highlight and press the Delete button on your keyboard Option list Customize Appointment Into Schedule Grid Reminder Mess Appearance Calendar Holidays Editt Add holidays to calendar Description Christmas New Years Day 190 CUSTOMIZING DATE PHONE AND ZIP CODES EDIT MASKS ScheduleVIEVV allows you to customize your date phone and zip code edit formats to suit your business needs This means that you can ensure your staff uses one consistent manner of entering in this vital information Date formats Choose the Short and Long date formats that you would like to use throughout ScheduleVIEW Most North American users will not need to change the default settings Date formats under the Edit Masks tab allows you to change the format for both the long and short date formats Use system settings forces ScheduleVIEW to use the default Windows setting from your computer Use these settings allows you to specify the formats Short date specifies the format for abbreviated dates i e 10 12 03 Long date specifies the format for the full date i e Thursday January 1 2003 You may select these formats from a dropdown list of available styles E o arshomize lioak for Appoinimert inio Apponmeri Pare Reminder Merraga Templates Backup Teme Apoearance Calendar Hodichenis Eda Haka
222. you are unable to find the file it may not be shared on your server Go to your server and browse to the folder the file is in right click on the folder and choose properties make sure the folder and files are not read only If you save files or burn files onto a CD ROM that is READ ONLY the database files will automatically be marked as READ ONLY Be sure to UNCHECK the READ ONLY when the database is saved onto the server Also check the folder and file and make sure they are shared and with appropriate user rights and security Check to see if you have correct security amp permissions often users must log in as administrator to install software for machines with Windows ME NT XP or 2000 Some servers have only one folder that is shared Ensure that you set up ScheduleVIEV in a shared folder and that you have setup the proper Security and Permissions for other users to access the folder and files Remember that you will need to browse to the new locatoin If you don t understand networking please contact your Network Administrator or computer consultant For a tutorial on how to network Schedule VIE please visit http www scheduleview com learning htm 20 QuickStart OVERVIEW OF ScheduleVIE V GETTING STARTED WITH ScheduleVIEW CUSTOMERS PROVIDERS SERVICE CODES AND RESOURCES Ways to manage your appointments with ScheduleVIEW Every business consists of four primary entitie
223. you to select the customer and appointment information you want to see in the Calendar screen Customize the Schedule Grid Report When printing your daily Schedule you may choose what customer information you would like to be included Prevent Double Booking Do you want to set up Security so your Users are prevented from double booking unless they are Administrators Or perhaps you would like a prompt to tell you the appointment slot is already booked Popup Appointment Reminders Allows you to have vital information pop up a pre set times in your schedule Even More Reports and Advanced Report Options 12 SOFTWARE LICENSE AGREEMENT This Agreement is subject to change The most current version of the agreement will be displayed on the most current versions of the software during the installation process 1 Limited Use License If you do not agree to the terms of this agreement DO NOT INSTALL the software Selent and Associates Inc and its legal successors the licenser grants to you the end user organization a perpetual non exclusive license to use the copy of the software program s provided to you the Software for your own internal corporate purposes in accordance with the following terms and conditions The number of individual end users within your organization entitled to use the Software to create or edit read write data shall not exceed the number of end users specified at the time the license was purchased or s
224. your Windows calculator Charges Service Code Service Next select a service code from yout list of service codes End of QuarterAccc a 9 Detal i i code coc Sie E Selecting a service code will automatically fill in default Priority Normal B values for appointment duration color priority and Allow other appointments allowing other appointments You can set up new service codes with an easy to understand description by pressing the F5 key while the cursor is in the Service Code field or box You can edit service codes and descriptions by pressing the F8 key Press the Details key to see additional information about for this appointment 41 ALLOWING OTHER APPTS OR PREVENTING DOUBLE BOOKING Select priority and decide if other appointments can be allowed with this one by placing a M next to allow other appointments Pase note Checking this box will allow double booking to occur ScheduleVIEW PLUS If you want to have a pop up warning when an appointment cel is ots already booked to prevent double booking Click on File Options Customize Calendar Rules Oecupied time slots Click the next to Occupied Time slots you may check or h ointme uncheck Allow Other Appointments C Show ERE time Now when you make an Appointment SSO appointment the Allow other Customer Davidson David ja Providers a Thompson appointments box should be P

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