When working in the Day view:

1. If there is more than one department, use the drop-down list to select the department to view.
2. The timeline shows the day selected. Use “Previous week” and “Next week” to advance or go back to previous days or weeks or click on the calendar to choose a date for the display. To close the calendar, click on the icon again.
3. An aqua bar across the top of the appointment indicates that this is a Shown appointment: This customer had an appointment and was written up on the drive using wiADVISOR Dashboard.
   • indicates that Mobile Check-In was used.
4. A red bar across the top of the appointment denotes a Missed appointment. An appointment is marked missed one hour after the appointment time if the VIN is not written up in wiADVISOR Dashboard.
5. A gold bar across the top of the appointment denotes a Booked appointment. The vehicle has not been written up yet by wiADVISOR Dashboard and the time is not one hour past the appointment date and time.
6. A purple bar across the top of the appointment denotes a Walk-in appointment. The customer did not have a booked appointment for the current day but had a Repair Order (RO) created in wiADVISOR Dashboard. It also includes the situation where the Service Advisor did not select an available booked appointment when starting a write-up in wiADVISOR Dashboard for a customer who has an appointment booked for another day. The status is initially set to Shown. Walk-in appointments do not appear in the DMS.
7. The number of hours booked and the appointment Confirmation Code (DFX-xxxx) appear as well as any Information icons which show information such as transportation option.
8. An "Add" icon indicates that the time slot is available for an appointment. Click to schedule an appointment for that time slot.
9. The right hand column shows the status for the time slot:
• Booked and Open counts indicate how many appointments are booked for that particular time slot and how many appointment slots are still available.
• Past indicates a past time slot.
• Full indicates no more appointments are possible for the time slot. A time slot is full if the Maximum appointments value for a timeslot has been reached, or the total hours limit for the day has been met.
• Blocked indicates the time slot has been blocked in Appointment Manager Administration.
  • The "Lock" icon can be used by the Dealer Administrator to block and unblock the time segment directly from the Day view. The Dealer Administrator may want to lock a time segment that is overbooked.
• Overloaded indicates the time slot has more appointments booked than can be managed by the available Service Advisors. This can happen if a DMS has pushed too many appointments or if appointment override was used.
• Unmanaged indicates the time slot is open according to Appointment Manager Administration, but there are no Service Advisors available for that time slot.
• LH Limit indicates the time slot has been blocked as it has reached its labor hours limit for the time slot and department. This limit is set in Appointment Manager Administration.
• Apps Exceeded indicates that the time slot has exceeded the Maximum appointments value for a timeslot. This can happen if appointment override has been used.

Note: There is a drag-and-drop appointment feature for users on a PC (not iPad). This feature allows you to click, hold, and then drag an appointment to an open time slot on the same day. The Service Advisor may be changed based on their availability, or possibly double booked using this feature, also Service Group limits are ignored, so make sure to use cautiously, plus check and reassign the Service Advisor as necessary.

Click an appointment to see more details. The Appointment Details window appears below the selected appointment. Click to close it again.

From the Appointment Details window, you can:

1. Manually change the appointment status from Booked to Missed or Shown, Missed to Shown, or Shown to Missed, if necessary. The status cannot be updated to Missed for walk-in appointments.
2. Select a service category to see the associated services included in the appointment on the right, along with their pricing, hours and any comments entered when the appointment was created in Appointment Manager or Online Scheduler. The total price and hours are also shown in this view.
3. Click the “Edit” icon to review and edit the full appointment details.

   1. If this is flagged as an Override Appointment, , users without override authority will only be able to view the appointment details.

4. Click the “Delete” icon to delete the appointment from Appointment Manager and the DMS.

Click the appointment box to close the window and return to the Day view.

The following icons are included with the appointment on each of the appointment views:

• Transportation Option icon (Own Transport in this example)

• Appointment Source icon (Appointment Manager in this example)

• Mobile check-in icon (if applicable)

• Recall flag (if applicable)

• Appointment Override indicator (if applicable)

• Repeat Repair indicator (if applicable)

• Special Order Parts indicator (if applicable)

• Push to DMS indicator (DMS push successful in this example)

 

Push to DMS indicators

Appointments made in Appointment Manager are created independently from the DMS. They are first saved in the Dealer-FX application database then subsequently pushed to the DMS.

The DMS icon indicates the status of the push to the DMS:

• - DMS push in progress

• - DMS push successful

• - DMS push failed. Click this icon to see the associated DMS error message and try the push again if appropriate. Refer to Managing failed appointment pushes: for more information.

The appointment is created even if the DMS push failed. It can still be reviewed and updated in Appointment Manager and will appear with appointments in other wiADVISOR applications such as Customer Connect and Online Scheduler.

The DMS icon is included with appointment information in the appointment views and on the Summary page.

 

Managing failed appointment pushes:

If the appointment failed to push, click the icon to open the associated message window. The window shows the DMS error message (refer to the DMS Push Error report if needed).

Note: "Try Again" does not appear in the message if opened on the Summary page as the user should use the "Save" button to save any changes and re-try the push.

If not on the Summary page, click "Try Again" in the error message window to re-try the DMS push in the following situations:

• A communication error prevented appointment synchronization.
• User access in the DMS is locking the appointment synchronization. There is no need to delete the appointment from the DMS before retrying.

If "Try Again" is used outside of these situations, the DMS push will likely fail as the source of the error has not have been resolved.

If the DMS error indicates that something needs to be corrected or changed (for example, there is an invalid OP code), make the correction then save the appointment again. The application will push the updated appointment to the DMS.