Using the Calendar

The Calendar feature is available for service providers and allows them to create, review and maintain customer appointments from within Decisiv. You can create multiple calendars to organize your appointments as needed. Appointments will only display in a calendar if added to that calendar.

• Add a Calendar
• Edit a Calendar
• Delete a Calendar
• Select a Calendar View
• Set a Default Calendar View
• Click through Calendar Days, Weeks, and Months
• View Repair Status
• View Warranty and Recall Icons
• View Floor Capacity
  
• Create an Appointment

Add a Calendar

To add a calendar:

1. Open your location from the Portal.
2. From the menu bar, click Calendar.
3. Above the calendar, click the plus sign (+) button.
4. In the Name field, enter the name of your new calendar.
5. Click SAVE.

Once saved, the new calendar will appear in your calendars.

Edit a Calendar

The only thing you can edit about a calendar is its name.

To edit a calendar name:

1. Open your location from the Portal.
2. From the menu bar, click Calendar.
3. Click EDIT CALENDAR.
4. Enter your desired calendar title in the field.
5. Click SAVE.
   

Delete a Calendar

NOTE: You can only delete a calendar if there are no appointments for the next 7 days and no appointments occurred in the last 7 days.

To delete a calendar:

1. Open your location from the Portal.
2. From the menu bar, click Calendar.
3. Click on the tab of the calendar you want to delete.
4. Right above that, click DELETE CALENDAR.
5. A modal will pop up asking if you are sure you want to delete the calendar. Click OK.

Select a Calendar View

You can select from many different calendar views to suit your needs. Each view provides a different way to visually group the appointments on the calendar, so you can see the appointments for a day by:

• Bay
• Mechanic
• Unassigned 
• Month, Week, or Day
• Basic Day
• Basic Week

Bay View

The Bay view displays the calendar for a single day with a column for each bay with an appointment that day. The appointments then display in the column of their assigned bay at the scheduled time. This allows you to easily see which bay has appointments and when each day.

To select the Bay view, click BAY on the toolbar above the calendar.

Mechanic View

Similar to the Bay view, the Mechanic view displays the calendar for a single day with a column for each mechanic with an appointment that day. The appointments then display in the column of their assigned mechanic at the scheduled time. This allows you to easily see which mechanic has appointments and when each day.

To select the Mechanic view, click MECHANIC on the toolbar above the calendar.

Unassigned View

The Unassigned view displays only those appointments without a Technician assigned to it in a given day. This allows you to easily see which appointments still need a Technician assigned to it, so you can assign one.

To select the Unassigned view, click UNASSIGNED on the toolbar above the calendar.

Month, Week or Day View

These views display only the month, week, or day selected.

To select the Month, Week, or Day view, click MONTH, WEEK, or DAY on the toolbar above the calendar.

Basic Day View

The Basic Day view displays a block for each appointment scheduled that day in order from earliest to latest. The blocks are stacked on top of each other similar to the Month view. If multiple appointments start at the same time, the longest appointment appears first, followed by the other appointments. This makes it easier to see how many appointments are occurring that day and all their information at a glance.

To select the Basic Day view, click BASIC DAY on the toolbar above the calendar.

Basic Week View

The Basic Week view displays a box for each appointment scheduled for each day that week in order of earliest to latest. It operates in much the same way as the Basic Day view and Month view. The blocks are stacked on top of each other. If multiple appointments start at the same time, the longest appointment appears first, followed by the other appointments.

This makes it easier to see how many appointments are occurring each day that week and all their information at a glance.

To select the Basic Week view, click BASIC WEEK on the toolbar above the calendar.

Set a Default Calendar View

The Default Calendar Time Frame determines what view your calendars default to when you first open them. This is so you can see your calendars in the view you use the most with no added clicks. You can change the view at any time while viewing the calendar, but the view will return to your default when you refresh the page or open it again.

To set your Default Calendar Time Frame:

1. From the Portal, select My Profile from the top menu bar.
2. Scroll down to the Calendar Preferences section.
3. Select the view you want your calendars to display in by default.
4. Click SAVE CHANGES.

Click through Days, Weeks, and Months

You can click through each day, month, or week in your calendar by using the arrow tools at the top left of your calendar.

To click through your calendar:

1. Click MONTH, WEEK, or DAY from the top menu of the calendar to select the view you’d like to click through.
2. Then, click the left and right arrow buttons at the top left of the calendar to click through your current view into the future and past months, weeks, and days.

View Repair Status

Depending on the settings configured by your administrator, you may see different colors associated with each appointment. That color indicates the current Repair Status for the related case. Speak to your manager about the color settings they chose.

View Warranty and Recall Icons

Depending on the setting configured by your Service Manager, you may see the icons below on an appointment. They indicate if the asset is Under Warranty or has an active Recall.

Warranty	Recall

 

View Floor Capacity

Depending on the settings configured by your Service Manager, you may see floor capacities for each calendar on each day. They indicate how many appointments can be added to a calendar for that day and how many appointments have already been added.

 

Create an Appointment

There are three ways to create an appointment, including:

• Create an Appointment from the Calendar page
• Create an Appointment from a Case

Create an Appointment From the Calendar page

To create an appointment from the Calendar page:

1. Click Calendar at the top of the page.
2. On the Appointments page, click NEW APPOINTMENT at the top right to start creating the appointment.
3. On the Service Appointment Request page, select the:
   • Calendar
   • Bay Number
   • Appointment Start Date and time
   • Appointment Duration
   • Technician work on the asset
   • Customer Asset
     NOTE: Customer and Asset are not required fields, but are good to choose when available.
4. Enter a Complaint Description for the case and any notes related to the appointment.
5. Click SAVE.

The application will direct you back to the Appointments page with the new appointment showing at the selected date and time on the calendar.

NOTE: To see detailed appointment information, hover over the appointment and the window will expand to show more.

Create an Appointment From a Case

Service Provider users have the ability to create an appointment from directly within a case.

To create an appointment from a case:

1. Search for a select your case.
2. On the Editing Case page, click the APPOINTMENTS radio button to open the Appointments tab.
3. Next, click ADD NEW APPOINTMENT.The Service Appointment Request page displays with the Customer and Asset already entered from the case.
4. On the Service Appointment Request page, select the:
   • Calendar 
   • Bay Number
   • Appointment Start Date and time
   • Appointment Duration
   • Technician work on the asset
   • Enter a Complaint Description for the case and any notes related to the appointment.
5. Click SAVE.

The application will direct you back to the Editing Case page with a confirmation message telling you the appointment was created. It will also appear in the Appointments list of the Appointments tab.