From the left hand side of the page:

1. If you are editing or reviewing an existing appointment, the current appointment status will be shown: Booked, Shown or Missed.
   • Manually change the appointment status from Booked to Shown or Missed, Missed to Shown, or Shown to Missed, or delete it using “Delete appointment” at the bottom of the page, if necessary.
   • The appointment status will be updated automatically as follows:
     • Set to Shown when the vehicle has been checked in, as long as the appointment was created with a VIN.
     • Set to Missed if one hour has passed without it being checked in.
       
   • It is possible to reschedule a Booked or Missed appointment if the set elapsed limit has not passed (default 48 hours). From the Summary page, go to the Time & Advisor tab, and select a new time and Service Advisor then save the appointment. The appointment will now have a status of Booked.

2. View the appointment information including Service Advisor and department.
   1. An "Override" indicator is used to flag if this is an override appointment.
3. Generate the maintenance menu by clicking “Generate Menu”. The PDF includes the current, previous and next service intervals.
   • Once “Generate Menu” has been selected, the “Open Menu” button appears instead as shown below:

Click "Open Menu" to open the maintenance menu.

Note: If the menu does not open, check the address bar to see if the pop-up blocker is on.

Select further options on the left side of the Summary page.

1. Enter a general comment if desired.
2. Click the following buttons if necessary:
   
   
   • "Repeat repair" if the vehicle has previously been at this dealership for the same repair.
   • "Special order parts" if the parts are not in stock and need to be ordered for this vehicle.

   These are flags only and do not interact with the Parts Department. The icons appear with the appointment in the Day, Week, List and Search views.

3. The recall flag indicates the number of recalls in the appointment. If an open recall has been de-selected from the appointment, the "Add recall" button appears as a reminder. Click it to go to theVehicle Health page to review the recall, if necessary.
   • This button will also appear if the appointment is being edited and a recall has been identified for this vehicle since the appointment was created. In addition, a message appears, as on the Vehicle Health page, reminding the user to check.
4. (PBS and R&R only)If DMS departments are configured in dealership's Configuration settings, the Service Advisor will be able to adjust the DMS department for the appointment. The default is specified in Appointment Manager Administration based on the specified service department. Refer to Set DMS Department for more information:

Note: The DMS department can be selected when creating or editing an appointment but cannot be changed once the appointment has been shown. However it can be changed when rescheduling a missed appointment.

The right side of the Summarypage lists the selected services starting with Concerns:

1. Click the Services sub-tab, if not already selected, to see the list of services.
2. All selected services and any associated comments are displayed. Comments entered on the Services tabs will be shown here and can be edited. New comments can be added by clicking on a service description.
3. Edit a price if needed.
4. Click in the right list of services to remove a service. Click to remove all services in a category on this page, for example Scheduled Services.
5. The total price for all of the selected services is shown.

To send an email confirmation message to the customer when the appointment has been created or updated:

1. Click the Confirmations sub-tab on the right of the page.
2. Change the message language if needed. It only applies to the current message.
3. Send E-mail confirmation should be pre-checked. Uncheck the box if no email confirmation should be sent.

Note: If the customer has opted out of emails on the Client & Vehicle page, a warning icon and message appear, and it will not be possible to email the message.



Change the option on the Client & Vehicle page if appropriate.

4. If an email address is associated with the customer then it appears here. It can be edited (or if no email address given, it can be added).

Note: If an email address is changed or added here, it is not saved to the customer record.

5. The subject line will be prefilled, but can be edited.
6. The email content will be prefilled, but can be edited. Click "Undo changes" to revert to the default text.
7. Check the Attach menu box to attach a copy of the maintenance menu to the confirmation email. This is always recommended.

The email will be sent as soon as the appointment is saved in the final step.

 

Appointment Change Tracking lets you review the history of appointment changes such as:

• Appointment date, time, transportation option and status changes.
• Changes in Service Advisor (not available at this time).
• Services added to or removed from the appointment.
• Changes in customer details.

You can compare the changes made between the original and the latest version of the appointment, or between any intermediate versions as shown in the following example:

1. Click on the Change History sub-tab on the right hand side of the page. By default, the first (original) version and the latest version of the appointment will be displayed and compared.
2. The time stamp when the original version was created is shown. Beneath the time stamp, the source (where the appointment was created or modified) is displayed along with the user name.
3. The time stamp of the latest version of the appointment is shown. Beneath the time stamp, the source (where the appointment was modified) is displayed along with the user name.
4. The number of intermediate versions of the appointment is shown. This number indicates how many times changes were made and saved to the appointment.

 

To compare changes made only between specific time stamps:

5. Click on the time stamp under ‘The first version’ and select the first version of the appointment you want for comparison. Each line displays:
   • The date and time the changes were made.
   • The source where the changes were made.
   • Who made the changes.
   • The number of changes.
   • The total cost of services for the appointment following the changes.
   • The change in the total cost of services as compared to the previous version.
6. Click the time stamp under ‘The latest version’ and select the latest version of the appointment to compare. The version that you select here will be compared to the version you selected under ‘The first version’.
7. If the total cost of services decreased as compared to the previous version, the value in the last column appears in red.
8. If the total cost of services increased as compared to the previous version, the value in the last column appears in green.

 

The appointment changes made between the two timestamps are displayed:

9. A crossed-out value indicates the old (replaced) value from “The first version”.
10. The new value indicates the change made in “The latest version”.
11. indicates that there was no value assigned in “The first version”, but a value was added in “The latest version”.