User manual - ScheduleVIEW

User manual

1

Table Of Contents

WELCOME .......................................................................................................................................................5

WHAT ScheduleVIEW™ CAN DO FOR YOU AND YOUR BUSINESS ..................5

ScheduleVIEW™ LITE, STANDARD AND PLUS..................................................................................7

FEATURES AT A GLANCE.....................................................................................................7

ScheduleVIEW™ LITE FEATURES ..................................................................................10

ScheduleVIEW™ STANDARD FEATURES....................................................................11

ScheduleVIEW™ PLUS FEATURES..................................................................................12

SOFTWARE LICENSE AGREEMENT...................................................................................................13

INSTALLATION OF ScheduleVIEW™...................................................................................................16

NETWORK INSTALLATION OF SCHEDULEVIEW™...............................................18

TROUBLESHOOTING INSTALLATION AND NETWORKING .............................20

OVERVIEW OF ScheduleVIEW™ ........................................................................................................21

GETTING STARTED WITH ScheduleVIEW™ .............................................................21

CUSTOMERS, PROVIDERS, SERVICE CODES AND RESOURCES........................21

DEFINABLE FIELDS AND NOTES...................................................................................22

GROUPS, WAITING LISTS AND TEMPLATES..............................................................22

AUTHORIZED VISITS............................................................................................................23

THE SCHEDULEVIEW™ INTERFACE............................................................................24

MENU AND TOOLBARS .......................................................................................................24

IMPORTANT BUTTONS AND ICONS..............................................................................32

SETTING AN APPOINTMENT WITH ScheduleVIEW™ .................................................................33

ICON IDENTIFICATION ......................................................................................................40

ALLOWING OTHER APPTS (OR PREVENTING DOUBLE-BOOKING)...........42

POP-UP REMINDERS: ............................................................................................................43

OTHER HELPS AND HINTS WHEN SETTING APPOINTMENTS ........................47

MAKING LABELS WITH DYMO® LABELWRITER ....................................................49

SETTING UP COLUMNS (Groups)..........................................................................................................58

MORE THAN 1 COLUMN FOR A SINGLE PROVIDER: ............................................62

MANAGING YOUR INFORMATION ...................................................................................................63

CREATING, EDITING, & DELETING INFORMATION............................................63

APPOINTMENTS - MISCELLANEOUS.............................................................................68

BREAKS .......................................................................................................................................70

APPOINTMENT TEMPLATES.............................................................................................72

WARNING POPUPS.................................................................................................................74

CUSTOMER INFORMATION:..............................................................................................77

PROVIDERS ...............................................................................................................................80

RESOURCES...............................................................................................................................82

SERVICE CODES......................................................................................................................83

SEARCHING FOR INFORMATION...................................................................................86

TODAY, WEEKLY, MONTHLY & CUSTOM VIEWS...................................................89

AUDITING APPOINTMENTS AND CHANGES............................................................96

MOVING YOUR APPOINTMENTS..................................................................................101

FINDING THE NEXT AVAILABLE TIMESLOT .........................................................103

WAITING LISTS......................................................................................................................105

2

W O R K I N G W I T H D A T A B A S E S

TRACKING APPOINTMENTS...........................................................................................110

LEAD SHEETS, SUPERBILLS, ENCOUNTER FORMS, WORK ORDERS, ETC.112

WORKING WITH DATABASES............................................................................................................116

CREATING YOUR CUSTOMER DATABASE ...............................................................116

IMPORTING DATA INTO ScheduleVIEW™ ..............................................................118

EXPORTING SCHEDULEVIEW™ DATA TO OTHER APPLICATIONS............121

QUICKBOOKS™: SYNCHING ScheduleVIEW™ DATA WITH QUICKBOOKS™ ...........122

OUTLOOK™: SYNCHING ScheduleVIEW™ DATA WITH MSOUTLOOK™ ....................127

USING REPORTS .......................................................................................................................................137

USING ScheduleVIEW™ REPORTS ..................................................................................137

PRINT PREVIEW TOOLBAR .............................................................................................138

EXPORTING A REPORT.....................................................................................................139

SHOW REPORT LIST ............................................................................................................139

ADVANCED REPORTS........................................................................................................140

APPOINTMENT REPORTS.................................................................................................145

SCHEDULE GRID REPORT ...............................................................................................145

APPOINTMENT LIST REPORT.........................................................................................148

APPOINTMENT STATUS REPORTS ...............................................................................153

REMINDER REPORTS AND MAIL LABELS.................................................................155

PRODUCTIVITY AND REVENUE REPORTS ..............................................................167

SERVICE CODE RECALL REPORT.................................................................................170

MODIFIED APPT REPORT: TRACKING CHANGES................................................171

TRANSACTION REPORT: TRACKING CHANGES ...................................................172

CUSTOMIZING ScheduleVIEW™ .........................................................................................................174

GROUP VIEW (COLUMN VIEW)......................................................................................181

MAIL SETTINGS – SETTING UP EMAIL WITH ScheduleVIEW™.........................182

PAGE SETUP – PRINT OPTIONS.....................................................................................184

CHANGING APPEARANCES IN ScheduleVIEW™ .....................................................185

CALENDAR: CUSTOMIZING ScheduleVIEW™ ...........................................................186

HOLIDAYS ...............................................................................................................................190

CUSTOMIZING DATE, PHONE, AND ZIP CODES – EDIT MASKS ...................191

FOLDERS ..................................................................................................................................192

CUSTOMER INFO – COLLECTED AND SHOWN YOUR WAY ............................193

APPOINTMENT INFORMATION ....................................................................................195

SCHEDULE GRID .................................................................................................................198

REMINDER MESSAGE ........................................................................................................201

TERMS - CHANGING TITLES: Company, Customer, Provider and Resource..............................204

SECURITY\PERMISSIONS: ....................................................................................................................205

SETTING UP SECURITY FOR ScheduleVIEW™ .......................................................205

FORGOTTEN PASSWORDS ...............................................................................................208

TOTALLY PREVENTING DOUBLE-BOOKING Through security setup.................210

MAINTENANCE ........................................................................................................................................211

BACKUP & RESTORE...........................................................................................................211

COMPACT & REPAIR ...........................................................................................................218

RESTORING DELETED DATA ........................................................................................219

DATA CLEANUP....................................................................................................................219

ARCHIVING DATA ...............................................................................................................220

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TROUBLESHOOTING WIZARDS........................................................................................................224

TROUBLESHOOTING ANALYZER ................................................................................231

SUPPORT POLICIES .................................................................................................................................233

TECHNICAL SUPPORT........................................................................................................233

ONLINE TUTORIALS...........................................................................................................234

PRODUCT UPGRADES........................................................................................................234

ONLINE TUTORIALS AND COMMONLY ASKED QUESTIONS.........................235

4

WELCOME

WHAT Schedule

V I E W

™ CAN DO FOR YOU AND YOUR BUSINESS

A

s 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.

Schedule V I E W ™

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.

Schedule V I E W ™

is more than just appointment setting or day planner software,

Schedule V I E W ™

also helps manage the entire appointment process for your business. Find the next available appointment for a specific provider or resource. 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.

Schedule V I E W ™

’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!

Schedule V I E W ™

helps you manage your customer information through a powerful customer database system that lets you track customer appointment history with a click of a button. But appointment history is just the beginning!

Schedule V I E W ™

’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.

Schedule V I E W ™

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

Schedule V I E W ™

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.

Schedule V I E W ™

’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,

Schedule V I E W ™

gives you multiple ways to look at your business!

And we made it all easy for you!

Schedule V I E W

has a familiar MS-Windows look and feel that makes learning intuitive 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.

5

And that’s not all!

Schedule V I E W ™

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

Schedule V I E W ™

’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.

Schedule V I E W ™

makes it easy with our Import Wizard. If you can export your existing data into a format that

Schedule V I E W ™

can read, then you can import your data into

Schedule V I E W ™

.

And

Schedule V I E W ™ Plus

makes it even better!

Schedule V I E W ™ Plus

extends the power of

Schedule V I E W ™

. Now, your

Schedule V I E W ™ Plus

data can synchronize with QuickBooks Pro 2002, Quickbooks Premier 2003, 2004; or Outlook 1997, 1998

or 2000 so that you only have to enter data once! Get popup notifications of appointments. Email appointment reminders to providers. Prevent double booking, and further customize your

Schedule V I E W ™

to match your business’ terminology. And we’ve included even more reports and reporting options!

6

Schedule

V I E W

™ LITE, STANDARD AND PLUS

FEATURES AT A GLANCE

Feature

Print Birthday Labels

Customer Letters

Customer Statistical Report

Provider Analysis Report

Service Code Analysis Report

Waiting List Report

Customize Terms

Customize What Shows on

Calendar Screen

Customize What Prints on Grid

Report

Ability to block Double Booking of

Appt’s

Pop-up Appointment Reminders

Advanced Reports (5 Additional

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 with QuickBooks

Pro/Premiere/Enterprise

* Ability to create QuickBooks

Invoices Without Double-Entry of

Customer Demographics

Customer Email Messages

Customer Definable Fields

Appointment Definable Fields

Track Authorized Visits

Productivity Report

Print Mailing Labels

Revenue Generation Report

Authorized Visit Alert Report

Referral Source Report

Missed Appointment Report

Available Appointment Report

Zip Code Referral Report

Service Code Recall Report

Schedule V I E W ™

LITE

No

No

No

No

No

No

Schedule V I E W ™

STANDARD

No

No

No

No

No

No

Schedule V I E W ™

PLUS

Yes

Yes

Yes

Yes

Yes

Yes

No No

Yes

No No

Yes

No No

Yes

No No

Yes

No No

Yes

No No

Yes

No No

Yes

No No

Yes

No

No

No

No

No

No

No

No

No

No

No

No

No

Yes Yes

Yes Yes

Yes Yes

Yes Yes

Yes Yes

Yes Yes

Yes Yes

Yes Yes

Yes Yes

Yes Yes

Yes

Yes

Yes Yes

Yes Yes

7

Feature

Send Appointment Reminders

Customize Customer Information

Page

Create & Send/Print Superbills;

Encounter Forms; Work Orders

Security – Set Providers to access only their own Schedule

Security – View Only Feature.

Security – Individual Login and

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 offices 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

Glance

Color Code Appointments

Create Appointment Templates

Appointment Info Window

Double Click to Edit or Make

Appointment

Schedule Multiple

Providers/Resources

Import From .CSV Format File

Ability to set Repeating

Appointments

Change Zip Code or Phone

Number Format

Search for Existing Appointments

Save ‘Directions’ and ‘Notes’

Network Ready

Easy to Setup and Use

Customizable

Schedule V I E W ™

LITE

No

No

No

No

No

No

No

No

Yes

Yes

Schedule V I E W ™

STANDARD

Schedule V I E W ™

PLUS

Yes Yes

Yes Yes

Yes Yes Yes

Yes Yes Yes

Yes

Yes Yes

Yes Yes

Yes Yes

Yes Yes

Yes Yes

Yes Yes

Yes Yes

Yes Yes

Yes Yes

Yes Yes Yes

Yes Yes Yes

Yes Yes Yes

Yes Yes Yes

Yes Yes Yes

Yes Yes Yes

Yes Yes Yes

Yes Yes Yes

Yes Yes Yes

Yes Yes Yes

Yes Yes Yes

8

W O R K I N G W I T H D A T A B A S E S

Feature

Advanced Search Features

Waiting List Feature

Archive Data

Print SSN or Date of Birth on

Appointment List

Schedule V I E W ™

LITE

Schedule V I E W ™

STANDARD

Schedule V I E W ™

PLUS

Yes Yes Yes

Yes Yes Yes

Yes Yes Yes

Yes Yes Yes

Appointment Status Report

Yes Yes Yes

* T o s y n c b e t w e e n

S C H E D U L E V I E W

a n d Q u i c k B o o k s :

Y o u m u s t h a v e

S C H E D U L E V I E W

P L U S a n d Q u i c k B o o k s P r o , P r e m i e r o r

E n t e r p r i s e 2 0 0 2 o r n e w e r .

9

Schedule

V I E W

LITE FEATURES

Great for single person offices, home users, and for basic scheduling needs. You get the user friendly interface that

Schedule

V I E W

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:

Schedule V I E W ™

can be configured for single users or for networked groups.

A Comprehensive Customer Information Database:

Schedule V I E W ™

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 resources: office space, vehicles and tools as well as establishing and maintaining employee and other providers’ availability.

A Powerful Appointment Setting Tool: The heart of

Schedule V I E W ™

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.

Schedule V I E W ™

also allows you to create and manage a waiting list ensuring that appointments won’t get missed.

Data Sharing Between Applications:

Schedule V I E W ™

imports from database and spreadsheet applications, such as Access and Excel.

Schedule V I E W ™

exports data in the following formats:

Word Excel (.xls)

HTML for websites (.html) Rich Text Format File (.rtf)

Comma Separated Value (.csv) (comma delimited) Text Files (.txt)

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 easily.

Schedule V I E W ™

allows you to set up your schedule the way you like it to look.

10

Schedule

V I E W

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:

Schedule V I E W

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

Schedule V I E W ™

LITE.

Customize Customer Information Page:

Schedule V I E W

STANDARD 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

Schedule V I E W

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

Schedule

V I E W

PLUS FEATURES

QuickBooks/Outlook Synchronization: Synchronize data between

Schedule V I E W ™

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

Schedule V I E W ™

’s terminology to suit your particular business needs. Are your customers - students, patients, or clients? Are your providers - therapists, counselors or technicians?

Are your resources vehicles, equipment or conference rooms? Make

Schedule V I E W ™

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

Schedule V I E W ™

Plus allows 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 doublebooking 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 subsequently 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-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 or 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 or 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 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 acknowledgment 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 Software 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

S E T U P A N D C U S T O M I Z A T I O N

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 Agreement, 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 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 agree 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™

Installing

Schedule V I E W ™

is easy!

Either download the

Schedule V I E W ™

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

Schedule V I E W ™

. The Create Database Wizard will walk you through the important steps in creating a new database.

1.

Give the Database a Name and Location.

First click on the "Browse" button to find the location folder for the database and give it a file name. Type in the name of the database in the white box as a description.

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.

2. Create a Provider to add to the Database

You will need to create at least the first "provider" for this database. A "Provider" is someone in your 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.

16

S E T U P A N D C U S T O M I Z A T I O N

3.

Customize the Appearance of the Calendar

Applications.

When

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.

4.

Import Data from Other

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 following section on Importing

Data into

Schedule V I E W ™.

If you select not to import data, clicking on

Finish

will end the Wizard. Your database is created! the Installation process is finished, a new icon for

Schedule V I E W ™

will be installed on your desktop: Simply double-click on the icon that is now on your desktop to start the

Schedule V I E W ™

program. .

17

NETWORK INSTALLATION OF SCHEDULEVIEW™

Schedule V I E W ™

easily allows you to network this software. There are 3 steps in networking:

1.

Install

Schedule V I E W ™

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

Schedule V I E W ™

on the file server. In this case, start by installing

Schedule V I E W ™

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 of the most common problems we receive in Tech Support is that users did NOT setup the folder where the

Schedule V I E W ™

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

Schedule V I E W ™

please try copying the

Schedule V I E W ™

database to another location where you can open other files on your network and see if it works from that location.

When

Schedule V I E W ™

starts, double-click the database in the previously created. (For this example it is 'Sample Database'.)

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.

(For this example it is:F:\SharedFolders\ProgramFiles\ScheduleVIEW\data\Sample Database.mdb)

18

S E T U P A N D C U S T O M I Z A T I O N

3. Install

Schedule V I E W ™

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

Schedule V I E W ™

Screen, select

Open an existing file

and then

Browse

.

Browse to your Network Neighborhood (or My Network

Places), then to the computer acting as your server, (Note, you must know the Server's/Computer’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

Schedule V I E W ™

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 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 & 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

Schedule V I E W ™

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

V I E W

™, please visit: http://www.scheduleview.com/learning.htm

20

QuickStart

OVERVIEW OF Schedule

V I E W ™

GETTING STARTED WITH Schedule

V I E W

CUSTOMERS, PROVIDERS, SERVICE CODES AND RESOURCES

Ways to manage your appointments with ScheduleVIEW™

Every business consists of four primary entities:

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.

Schedule V I E W ™

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

Schedule V I E W ™

’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.

Schedule V I E W ™

also allows you to store such information about your customers as internet information

(website and email address), birthdays, and appointment histories. But

Schedule V I E W ™

doesn’t stop there! Add in a photo of your customer, driving directions for your providers and notes for each appoint.

Schedule V I E W ™

even allows you to attach word processing files to keep a complete record of your customer relationships. Still not enough custom information for your business? That’s ok,

Schedule V I E W ™

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

Schedule V I E W ™

’s database, store your provider information such as name, address, credentials, phone numbers, and email address. Set up your 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.

Schedule V I E W ™

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

Schedule V I E W ™

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.

Schedule V I E W ™

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.

If you’re using QuickBooks,

Schedule V I E W ™ Plus

now allows you to associate Service Codes with QuickBooks Item Numbers and Sales Accounts, making integration and synchronization with QuickBooks even easier 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.

Schedule V I E W ™

gives you the 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!

Schedule V I E W ™

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 Schedule

V I E W

To Streamline Your Business.

Schedule V I E W ™

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" list of people who want the next

"cancelled" appointment?

Schedule V I E W ™

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.

S ometimes 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

S E T U P A N D C U S T O M I Z A T I O N reserve blocks of time for equipment maintenance.

Schedule V I E W ™

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

Schedule V I E W ™

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,

Schedule V I E W ™

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”,

Schedule V I E W ™

automatically updates the number of 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

Schedule V I E W ™

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

Schedule V I E W ™

system:

The major menus and toolbars

Important buttons and icons

QuickKey shortcuts for navigation.

MENU AND TOOLBARS

Schedule V I E W ™

has a number of menus and toolbars that facilitate its easy navigation and use. The following summarizes these menus and toolbars. They are:

24

S E T U P A N D C U S T O M I Z A T I O N

The Main Menu Bar – the primary means of navigating through the

Schedule V I E W ™

system.

The View Bar – the central place to change views and search for customers, resources, providers and groups.

The

Schedule V I E W ™

Toolbar and Shortcut bar – gives quick access to some of

Schedule V I E W ™’s

most powerful functions.

Let’s take a look at each of these in detail.

T H E M A I N M E N U

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.

Schedule V I E W ™

also has a

Main Menu

, which starts with the familiar

File

entry. The entries on the

Main Menu

consist of the follow:

A Quick Hint

Throughout

Schedule V I E W ™

you will find menu options with an underlined letter. Instead of using your mouse to navigate to those menu options, you can simply hold down the ALT key and press the letter that is underlined to access the same function. For instance,

Alt+F will bring up the File submenu.

File.

For opening, closing, backing up, granting security, importing, exporting and synchronizing

Schedule V I E W ™’s

Edit.

databases.

Contains cut, copy, paste tools, as well as quick access to all of maintenance.

Schedule V I E W ™

’ s

data file

View

Moves between views and makes certain components of

Schedule V I E W ™

visible or invisible.

Activity

Contains all the major activities in

Schedule V I E W ™

, make appointments, find timeslots, setup templates and breaks.

Reports

Lists all reports and report options.

Window

Allows switching back and forth between various windows.

Help

For access to the help system, online support system and registration information.

25

T H E V I E W \ S E L E C T I O N A N D S H O R T C U T B A R

The View\Selection Window changes the data you are looking at in your window.

In Calendar Views, this allows you to easily switch between

Groups, Providers, and Resources.

In Data views, the View\Selection Bar allows you to easily switch between the multiple types of data

Schedule V I E W ™

manages for you: Appointments, Breaks, Waiting Lists,

Templates, Customers, Providers, Resources, Services, Group

View, and Deleted Items.

In the ShortCut views, the View\Selection Bar allows you to easily move between databases, templates, images, reports, backups, archives, favorites and tasks.

26

S E T U P A N D C U S T O M I Z A T I O N

The SHORTCUT BAR:

Click on Make Appointment to bring up the Add Appointment Window-- (HOWEVER, we recommend instead that you always double-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)

Find Slot Click here to bring up the Find Open Timeslot window and search for the next available empty timeslot.

Find Next Works in conjunction with the Find Open Timeslot, will continue to find the next available timeslot.

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 receive these requests. When you receive 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 [email protected] with WEB

INTERFACE NOTICATION in the Subject Line. If you're interested in beta testing, please send a message to the same email address above with an explanation of your interest.

27

This is what your screen might look like before pressing the "Waiting Overlay" button:

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

S E T U P A N D C U S T O M I Z A T I O N

In any event, here is what the screen looks like AFTER you click on Waiting List Overlay button:

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.

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 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 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, please email us a request to be put on a notification list. Send an email to [email protected] with WEB INTERFACE NOTIFICATION in the Subject Line.

29

T H E

S C H E D U L E V I E W ™

T O O L B A R

The

Schedule V I E W ™

Toolbar allows you to easily move back and forth between the most important functions of

Schedule V I E W ™

. By default, it rests on the same portion of the

Schedule V I E W ™

View

Bar, but you can move it to anyplace you want by simply holding the mouse down on the bar and moving it.

The

Schedule V I E W ™

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:

Open an Existing Database Click here to open a database.

Search Brings up the Search window to search the data in

Schedule V I E W ™

’s database.

Options Brings up the ScheduleVIEW™ Options window.

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 "When 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.)

Customers Brings up the

Customer List Window

and allows for the creation of a new

Customer or the edit and delete of existing Customers.

Providers

Brings up the

Provider List Window

and allows for the creation of a new

Provider or the edit and delete of existing Providers.

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.

Reports

Brings up the

Report List Window

and allows selection of reports.

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

.

Refresh Updates all your data from the database – particularly useful in multi-user environments.

Help Brings you into the

Schedule V I E W ™

Help System.

Exit Exits

Schedule V I E W ™

and closes its databases.

30

S E T U P A N D C U S T O M I Z A T I O N

T H E O U T L O O K B A R

The Outlook Bar appears on the right hand side of the

Schedule V I E W ™

window in some views. You can make it appear and disappear by clicking on

View

in the

Main Menu

, then

Home

, then

Outlook

.

The Outlook Bar contains buttons which allow you to easily navigate between the most important functions of

Schedule V I E W ™

. 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

Schedule V I E W ™

support, including the

Troubleshooter Wizard

.

Tips

Brings up the list of helpful tips to using the

Schedule V I E W ™

system.

31

IMPORTANT BUTTONS AND ICONS

There are a number of important buttons used consistently throughout the

Schedule V I E W ™

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.

Search

parameters.

Brings up a search window and allows searching in the database with various

Provider Icon

– Brings up a list of Providers.

Resource Icon -

– Brings up a list of Resources.

Group Icon -

– Brings up a list of Groups.

QUICK KEYS

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”

Schedule V I E W ™

has a number of short-cut keys that move you quickly through the application. Here is a summary of our Quick

Keys.

32

SETTING AN APPOINTMENT WITH

Schedule

V I E W

Select the Appointment Time

Open

Schedule V I E W ™

and click on the Calendar Icon on the Outlook Bar if it is not already displayed in the window. . Or click on the Calendar icon in the bottom left hand corner of the screen, right above the Windows Start button:

This opens your Main Appointment Window.

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)

33

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 be scheduled.

A 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.

34

To select a customer name from the database, click on the button. A list of all the customers in the database will appear.

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.

*HINT - If your customer does not auto-fill and leaves the field blank:

Check that your choice is 'Search for

Last Name' If you have it set as 'Look for Company Name' and there is no company name in the customers information, then the field will be blank because it will have no data to use.

(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 frequently.)

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

Schedule V I E W ™

for email access and provided that you’ve entered a valid email address for the customer.

To edit an existing customer’s information, just press the F8 key. To select other options to view, press

button.

To add a new client to your database:

Click the drop down arrow and choose New Customer or press the F5 Key on your keyboard to go to the screen which adds the customer to the database.

36

S E T U P A N D C U S T O M I Z A T I O N

Fill in all the new customer information and click the ‘Save’ icon.

T his 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 the white box that says

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.

Press this icon to select Resources needed, such as treatment or service rooms, equipment, or trucks.

Press this icon to select a Group from the Group List.

For this example the Customer - Jenny Jenkins is going to meet Provider - Tom Thompson 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.

38

S E T U P A N D C U S T O M I Z A T I O N

Enter The Appointment Information (OPTIONAL)

Now enter some other important information about this appointment.

Status:

Start by selecting a Status by pressing the ▼ 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.

40

S E T U P A N D C U S T O M I Z A T I O N

Appointment Duration:

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 your

Windows calculator

.

Service Code:

Next select a service code from your list of service codes.

Selecting a service code will automatically fill in default values for appointment duration, color, priority, and 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 next to

allow other appointments

. Please note: Checking this box

will allow

double booking to occur.

Schedule V I E W ™ PLUS:

If you want to have a pop-up warning when an appointment cel is already booked, to prevent double-booking:

Click on 'File' 'Options' 'Customize' 'Calendar' 'Rules'

Click the + next to 'Occupied Time slots', you may check or uncheck 'Allow Other Appointments'

Now when you make an appointment the 'Allow other appointments' box should be blank. (This box only shows in the PLUS version of

ScheduleVIEW™)

Now when you try to double-book an appointment you will get a pop-up warning:

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:

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

POP-UP REMINDERS:

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.

THIS IS A ScheduleVIEW™ PLUS

ONLY FEATURE.

Set up a Popup Message (Appointment)

Reminder, Email reminder or Letter reminder here.

Enter a and then select the time. In this example, the reminder will pop up or be sent

15 minutes before the appointment.

Now press the ▼ button to choose what you want to do at the reminder time: Show

Message, Send Email, or send Letter.

NOTE: Auto Reminders must be enabled 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 '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.

43

Start and End Time:

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 ▼ 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?

Schedule V I E W ™

does it automatically for you! Just select how frequently this appointment should be repeated.

Schedule V I E W ™

will prompt you to set the parameters for the repeating appointments.

Schedule V I E W ™

will automatically create all the repeating appointments for 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 prewritten set of notes) to paste in here.

44

S E T U P A N D C U S T O M I Z A T I O N

Save The Appointment!

Simply press the Save button 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

Resources on your calendar screen:

While in the 'Group' view of your calendar screen:

Right click on the time bar at the left of your screen and choose 'Make Appointment:

Now your 'New Appointment' screen will have all the

Providers/Resources auto-filled in for you so you don't have to manually add each one.

Fill in your appointment information as usual and save.

46

OTHER HELPS AND HINTS WHEN SETTING APPOINTMENTS

Display more information about your customer

Schedule V I E W

’ 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!

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 already an image associated with this customer, this button will say

Show Image

.

Press the button to change, copy or clear.

This gives you a complete history of your relationship with this Customer, including past and future appointments! If you leave the checkboxes 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.

Click on this button and a window will popup giving directions to the customer’s site.

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

Click on this button to instantly add a text or

Schedule V I E W ™

Rich Text Format

(RTF) file for this customer.

You decide what file is important and

Schedule V I E W ™

will put it immediately at your fingertips!

If there is already a file associated with this customer,

View Ch art

will appear on this button instead.

Click on this butto n to bring up a word proc essin g docu ment and create a reminder message for this customer.

.

This feature is only available if you have

Schedule V I E W ™ Plus and QuickBooks

Pro or

Premier, 2002 or newer installed. Have

QuickBooks

open. Click on this button to automatically open up the invoicing process in

QuickBooks

and transfer the data from

Schedule V I E W ™

to

QuickBooks

. It’s that simple!

48

S E T U P A N D C U S T O M I Z A T I O N

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.

ScheduleVIEW™ 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 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 customer’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 SCHEDULE

V I E W

™ 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:

You must have the DYMO®

LabelWriter installed on your computer to use this

ScheduleVIE

W™ function.

We recommend and support only the

Dymo 330 and 330

Turbo models.

Load the correct label size.

50

S E T U P A N D C U S T O M I Z A T I O N

Click on

‘Create

Template’

Open ScheduleVIEW™ to your calendar and Click on ‘File’ ; ‘Options’ ;

‘Customize’;

‘Reminder

Messages’; and then

‘Dymo Appt Label’

-- or --

‘Dymo Cust Label’

(For this example we have used Dymo

Appt Label)

Click on

‘Templates >>’

51

Type in a name for your new label and ‘Save’

This takes you to ‘Edit Rich Text’

In order to add information from customer database or appointment screen move your cursor on the screen in the location you wish the information to insert.

Click on ‘Fields’ icon which is located on the menu bar.

a space on each side of the

the

This gives you a dropdown list of fields you may merge customer or appointment information from.

Highlight your choice and click ‘OK’ and the field will insert.

Repeat this for all the fields you wish.

Make sure you have brackets < >, and the text, to format properly.

52

Click

‘Insert

Template’

53

S E T U P A N D C U S T O M I Z A T I O N

Here is an example of an appointment reminder:

When you are finished

Click ‘File’

‘Save and Exit’

Choose your new template and ‘open’

Now click

‘Save’

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

ScheduleVIEW™ setting, it is a Dymo® LabelWriter setting and depends upon the label size you have loaded into your printer***

Click ‘Print Label’ to print

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

Click on the ‘Dymo Appt’ icon

54

S E T U P A N D C U S T O M I Z A T I O N

Dymo® LabelWriter software uses shrink to fit technology. We recommend formatting your label with short widths and multiple lines so they are more legible:

Dymo Cust Label

Is usually used for address labels or chart labels:

55

There are 2 places you can use the ‘Cust Label’:

1. Edit the customer’s appointment and Click on ‘Dymo

Cust’

56

2. Edit the

Customer and click on ‘Dymo

Cust’

S E T U P A N D C U S T O M I Z A T I O N

57

SETTING UP COLUMNS (Groups)

Schedule V I E W ™

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’)

2. Click on the drop-down arrow and choose 'New

Group View' or 'Edit Group View'

3. Enter a 'Group Name'

4. Click on 'Insert', this will bring up a row of icons:

***If you have not already entered Providers and/or Resources, follow steps 5, 6, 7, 8.***

***If 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/Resources.

58

S E T U P A N D C U S T O M I Z A T I O N

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/Resources.

11. Choose one by single left click.

12. Click ‘insert’ to add another Provider/Resource.

13. Click ‘Save’ when you have added all Providers/Resources for your group.

59

To change the days which show on your schedule grid:

Right click on a column and choose ’Preferences’ and ‘Days of the Week’

Only check the days you wish that column to show in.

60

You will now see a Group

View.

S E T U P A N D C U S T O M I Z A T I O N

If you choose 'TimeBar Position' you can have the times just be at the left of your screen -or- go down every column:

Here is a view with the times down every column:

61

MORE THAN 1 COLUMN FOR A SINGLE PROVIDER:

Right click on your calendar page, choose 'Preferences' and 'Insert Column'

Here is your schedule with 2 appointment columns:

**Note: This will only work in a single Provider view, not in a Group view.**

62

Managing

Your

Information

MANAGING YOUR INFORMATION

CREATING, EDITING, & DELETING INFORMATION

Schedule V I E W ™

has multiple ways to manage your business’ information, through our menu system, directly from the calendar, or through the use of Quick Keys.

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

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 that 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:

Brings up the Help System.

Close

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 at the top of your calendar page.

This view shows your customer list only.

If you would like to see the customer list and the edit customers screen click on the

Show

icon and you will see this view:

64

S E T U P A N D C U S T O M I Z A T I O N

Fill in all the new customer information and click the ‘Save’ icon.

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

Customer:

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 grid.

Reminder: Set the Reminder parameters here, including setting up 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 ▼ 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.

Schedule V I E W ™

will automatically create all the appointments for you!

66

S E T U P A N D C U S T O M I Z A T I O N

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

Miscellaneous appointments are basically for informational purposes

They are best used when you click the option to

"Show in Header".

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

S E T U P A N D C U S T O M I Z A T I O N

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 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.

On your calendar page Right Click on the time you want to create your break and choose 'Make

Break'

70

S E T U P A N D C U S T O M I Z A T I O N

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 and then select the time to send the message out. Then press the ▼ 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 ▼ 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.

Schedule V I E W ™

will prompt you to set the parameters for the repeating breaks, their frequency and duration, and create the repeating breaks when you

Save

the Break.

Notes:

notes) to paste in here.

Enter any notes about this Break here. Or select a template (A pre-written set of

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.

On your calendar page Right Click on the time you want to create your Template and choose 'Make Template'

72

S E T U P A N D C U S T O M I Z A T I O N

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:

Service Code:

The amount of time for the Appointment Template in minutes, hours, or days.

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 for the Appointment Template. Enter a and then select the time to send the message out. Then press the ▼ 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 ▼ button and select another date from the drop-down calendar. To change the time, highlight and type over.

73

Repeat:

Schedule V I E W ™

Select how frequently this Appointment Template should be repeated.

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”.

You can

password

protect the template so no one can schedule without permission.

WARNING POPUPS

74

S E T U P A N D C U S T O M I Z A T I O N

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'.

5 minutes before the start time of the template the 'Notes' pop up on the ScheduleVIEW™ screen.

You can also choose to 'send an email'.

The 'send letter' will bring up your default Reminder

Message for you to work with it.

75

TO DELETE OR EDIT YOUR TEMPLATES:

Click on 'Edit' 'Templates'

To view your list of templates click on and choose:

'Today Only' 'From Today Forward' or 'Show All'

Now you can choose your template and delete or edit it.

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.

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.

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 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 Customer’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 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: Customer’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

S E T U P A N D C U S T O M I Z A T I O N

Directions:

This is an optional field that will provide popup directions to a customer’s residence or business. Be creative and use this field for whatever additional information you may want to let your providers know.

Definable Fields:

Schedule V I E W ™

allows you to set up Definable Fields that apply to all 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

Schedule V I E W ™'s

reporting system.

Fields in the Provider Window are as follows:

Last Name:

The Provider’s Last Name.

First Name: The Provider’s First Name.

Middle Initial: The Provider’s 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

S E T U P A N D C U S T O M I Z A T I O N

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

Schedule V I E W ™

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

Schedule V I E W ™

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.

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

Schedule V I E W ™

’s comprehensive reporting system, which services are most profitable for your business. This can be Initial

Consultation, Follow 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.

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

Schedule V I E W ™

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.

Schedule V I E W

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 Types; Customer Types; and Resource Types are provided just for informational purposes to help you track these types. Provider and Customer types may also be selected when running a Provider List report or Customer List report.

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.

Click on the 'Search' icon at the top of your calendar page.

Click on

'Customers'

Choose 'City' to bring up fields to narrow your search

86

S E T U P A N D C U S T O M I Z A T I O N

Click on 'A word or phrase' and fill in the City Name you want to search for (For this example it is Naples)

Click on 'Match Type' and your choice. (For this example we will choose exact)

This shows your results:

There are two customers in Naples - Andy Adams, and Uma Underwood.

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

.

88

TODAY, WEEKLY, MONTHLY & CUSTOM

V I E W S

Not every person using

Schedule V I E W ™

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 resources.

Appointment setters and providers may wish to focus on just a day’s activity. Account managers may wish to view the activities of groups.

Schedule V I E W

has created several different ways to look at information, called Views.

The Today View is your homepage for

Schedule V I E W ™

. 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!

Schedule V I E W ™

also has several Calendar Views that displays information in multiple ways:

The Daily View shows a provider, resource, or group information for a single day.

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.

The Monthly View is designed to graphically show time slots for a month at a glance on a single window for a single provider.

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 waiting lists; a list of frequently used reports; links to favorite websites; your favorite website displayed on the page; tips to using

Schedule V I E W ™.

89

Here is one example of how the Today View page may look. Yours may be different depending on your customization of this page.

By pressing the

Calendar

button you the Outlook Bar, you can access four different ways of looking at your

Schedule V I E W ™

calendar: Daily, Weekly, Monthly, or Custom. Within each of these views, you can select specific Providers, specific Resources, or Groups, to further refine your views.

Changing your view from Provider, to Resources or to Groups is easy. Click on the ▼ button and select Provider, Resources,

Groups or Customers from the drop-down menu.

90

S E T U P A N D C U S T O M I Z A T I O N

To choose a specific Provider, Resource, or Group, click on the show button list.

and choose from the

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

T H E D A I L Y V I E W

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.

92

T H E W E E K L Y V I E W

The

Weekly View

gives a view of appointments a week at a time.

Schedule V I E W ™

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.

93

T H E M O N T H L Y V I E W

Schedule V I E W ™

also provides a month at a time view of your appointments. Please note that this works best for a single 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.

94

T H E C U S T O M V I E W

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.

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 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'

Select appointments within a From and/or To

Date range.

Select appointments with specific Providers.

Select appointments with specific Resources.

Select appointments with specific Categories.

96

S E T U P A N D C U S T O M I Z A T I O N

Check 'Transaction Report'

Tracking: To track when an appointment was made or changed, check ‘Created’ and/or ‘Modified’

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 or 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 occur.)

Click on 'Reports' '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.

98

3. DELETED APPOINTMENTS

You may retrieve appointments mistakenly deleted by clicking on 'Edit' 'Deleted Items'

A list of the deleted appointments will come up.

To view the original appointment, double-click on it.

99

100

To put the appointment back into your schedule click on 'Restore'

Managing Your Appointments

MOVING YOUR APPOINTMENTS

For a quick way to move an appointment when a customer calls in:

You can right click, Cut or Copy, and then Paste appointments:

If this is a repeating appointment, you get the option of which appointments you want to cut/copy and paste.

101

To turn this option on or off:

Right click and choose 'Preferences' and 'Customize'

You can also Drag and Drop appointments by left clicking and holding down the mouse as you drag the appointment to its' new location.

Left click on the + sign next to 'Rules' under the 'Calendar' tab.

If you choose to

'Enable drag and drop appointments' we highly recommend you also choose

'Prompt before moving an appointment' to prevent accidental appointment changes.

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S E T U P A N D C U S T O M I Z A T I O N

FINDING THE NEXT AVAILABLE TIMESLOT

Looking for a quick way to find the next available appointment for a customer?

Select

Activity

from the Main Menu and then

Find Open Time

Slot.

Here’s Another Way To Do It!

Press Ctrl + F

Or use the Find Open Time Slot button on the ScheduleVIEW™ toolbar.

This brings up the

Find Open Time Slot Window

where you can chose specific parameters for the appointment.

Enter the amount of time needed for the appointment in minutes or hours and the preferred time zones, each one separated by a comma.

Selecting

Advanced Options brings up another window that allows the entry of even more specific parameters.

Selecting

Entire Scope will search from today forward.

Selecting

From Cursor

will search from where your curser is, forward: For instance, you can click on a date one month from now to begin the search there.

Search in first X columns only

will ensure that you are only searching for open time slots in the first x columns that represent your primary booking columns multiple booking.

if

you use extra columns for

Days of the Week

will specify 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

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

Schedule V I E W ™

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.

Clicking on 'Waiting List' gives you a popup menu:

Then clicking on the word "Position" lets you choose where the waiting list is displayed; your choices are at the bottom center, under the main calendar, or in the bottom right hand corner. (for this example we have it on the bottom)

105

Enter all of the information just as you would when making an appointment.

By clicking on the dropdown arrows by 'start time' and 'end time' you can choose a date if a specific day is requested.

Click 'Save' when done

Click on "Waiting List" , and choose 'Add to Waiting

List'

106

S E T U P A N D C U S T O M I Z A T I O N

Now you can schedule the waiting list customers as appointments come available by 'dragging and dropping' or 'cutting and pasting'.

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 - 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 LIST' IS NOT ON YOUR SCREEN:

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.)

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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 V I E W ™

will present the appointments waiting to be scheduled.

Select each appointment by placing a check mark and press

OK to proceed. Press Cancel to abort the scheduling process.

Schedule V I E W ™

automatically schedules all the selected appointments on your list. If there are conflicts you will get an error message in this window.

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.

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S E T U P A N D C U S T O M I Z A T I O N

Customer: A 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.

To select a customer name from the database, select from the scrolled down list by pressing the ▼ button. A list of all the customers in the database will appear. By typing the first letters of the name and then pressing the ▼ 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 ▼ button and select

New

Customer

, or Press the

F5

key. To edit a customer’s information in the database, press the ▼ 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

Schedule V I E W ™

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

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TRACKING APPOINTMENTS

There are three great ways to find your customer’s next appointment, or to review a customer’s appointment history:

Double-click on any of the customer’s appointments (or you can click on 'Customers' at the top of your screen and double-click on the name of your customer), then click on the Show Appts button

; The following popup window will appear:

Select

From Date

and

To Date

for the Appointment History and

OR select a

From Date

and enter in the number of occurrences you wish to view for recurring appointments with no end date.

Click

OK

to produce the

Appointment Report.

**Leave the boxes UNCHECKED to view ALL appointments.

If you need to look up an appointment of a customer not in your database, you may also click on the

'Appointments' icon at the top of your screen.

This will show your most recent appointments. To view all of them, click on 'Advanced Options' and click on 'Show All'

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S E T U P A N D C U S T O M I Z A T I O N

Schedule V I E W

provides you even more ways to look at and track your appointments:

**Ring, Ring**, 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 V I E W ™.

Just click on 'EDIT' 'APPOINTMENTS' click on the box with the 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.

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.

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

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LEAD SHEETS, SUPERBILLS, ENCOUNTER FORMS, WORK ORDERS,

ETC

Sending Appointment Reminders

To Email:

****1. 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 rd party programs to send email through them. You will need to check with your ISP to see if these limitations apply to your account.

(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 ‘File’ ‘Options’ ‘Customize’ ‘Reminder Message’

Use the

'To Customers'

'To Providers'

'To Resources' depending on what the form is being used for.

Then, at the bottom of the page, click on

'Templates >>'

'Create Template'

112

Name the template and click ‘Save’ this will take you to the 'Edit Rich

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’ which is located on the menu bar

This gives you a drop-down list of fields you may pull customer or appointment information from.

Highlight your choice and click ‘OK’ and the field will insert.

Repeat this for all the fields you wish.

113

** You may type directly on the template also.

* You may copy and paste from a Word or Excel document as well.

When you are finished Click

Now anytime you want to use this report, from the ScheduleVIEW™ calendar:

Click on ‘Reports’ ‘Appointment Reminder Messages’

‘File’ ‘Save and

Exit’ ‘Save’

Select the parameters you need

'Send' choose ‘Letters’ or 'Emails'

'To Selected' choose 'Customers' or 'Providers' or

'Resources'

'Use this Template' click on the button and browse to the template you just created.

You can 'Set as Default Report' for convenience

Click ‘Preview’ to double-check your document before using.

You can also print for a single customer:

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S E T U P A N D C U S T O M I Z A T I O N

Here’s Another Way To Do It!

Right click on an appointment and choose

'Edit'

When in the Customers Edit screen hit print 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)

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. O

r 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.

First click on the "Browse" button to find the location folder for the database and give it a file name. Type in the name of the database in the white box as a description.

Remember the file name and location of the database are especially important to remember if you are networking this program with other users or computers.

2.

Create a Provider to add to the Database

You will need to create at least the first "provider" for this database. A "Provider" is a someone in your organization who you will be scheduling appointments for with your customers.

You must enter a Last and First name here and then click

Next

to continue creating the database.

.

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S E T U P A N D C U S T O M I Z A T I O N

3.

Customize the Appearance of the Calendar

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.

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 following section on

Importing Data into

Schedule V I E W ™.

If you select not to import data, clicking on

Finish

will end the Wizard. Your database is created!

117

IMPORTING DATA INTO Schedule

V I E W

**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. **

Schedule V I E W ™

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.

If you have Schedule

V I E W

™ 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 'File' then 'Import'.

Pick the Format of the data you are importing.

Choose either comma separated text file from applications like Word, Access, or Excel (.txt files or

.csv files) or XML (.xml files).

Press

Next

to continue the Import Process or

Cancel

to leave the Wizard.

**NOTE: Using

Schedule V I E W ™: If you choose to import from

Quickbooks™, your customer phone numbers will not be imported, you must use the Synch feature. to bring over the phone

numbers.

118

Browse your file to import and click ‘Open

Please Note: your window may look different depending on the type of file you are importing.

Select the File and Describe the Information You

want to Import.

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 button.

Put a '1' in “Header Rows”.

119

Click each field you are importing and match it to a column in your import field. (The code field should be left blank.)

Select

Finish

to complete the Import Process.

Save this import process as a Template if you wish to use it again.

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, 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: [email protected]

.

120

EXPORTING SCHEDULEVIEW™ DATA TO OTHER APPLICATIONS.

Schedule V I E W ™

exports data from your

Schedule V I E W ™

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

Schedule V I E W ™ Plus

, you can also export data to your MSOutlook or

QuickBooks™ data files.

You can choose to export Customers, Providers, and Resources.

To begin to Export, access the

Database Export Wizar d

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.

Schedule V I E W ™

can export data directly in the following formats:

Excel (.xls)

Word (.doc)

HTML (.html)

Rich Text Format (.rtf),

Comma Separated Value (.csv),

Text files (.txt),

XML files (.xml)

3.

Select the File and Describe the Information You want to Export.

Please Note, your window may look different depending on the type of file you are importing.

Select the file you are exporting to and whether or not the export file has a “header row”.

Select each field you are exporting and match it to a column in your export field.

Select Finish to complete the Export Process.

Save this export process as a Template if you wish to use it again.

121

QUICKBOOKS™: SYNCHING

Schedule V I E W ™

DATA

WITH QUICKBOOKS™

T O S Y N C B E T W E E N S C H E D U L E V I E W ™ A N D

Q U I C K B O O K S ™ : Y O U M U S T H A V E S C H E D U L E V I E W ™ P L U S

A N D Q U I C K B O O K S P R O ™ , P R E M I E R ™ , O R E N T E R P R I S E ™

2 0 0 2 O R N E W E R .

PLEASE NOTE THAT YOU ARE SYNCHING CUSTOMER DEMOGRAPHICS ONLY;

NAME, ADDRESS, PHONE NUMBER ETC.

Click on ‘File’ ‘Synchronize’

Click on ‘Add’ and

Click on ‘Add Accounting

Program/Contact Manager’

Click on ‘QuickBooks Pro……’ and

Click ‘Next’

122

Click on your database and

Click ‘Open’

S E T U P A N D C U S T O M I Z A T I O N

Click on ‘Browse’ and browse to your

Quickbooks™ database

This will take you back to your Assistant

Wizard screen and your drive path will be filled in.

Click on ‘Next’

123

‘Publish data to your Accounting

Program/Contact Manager’ will take data

from ScheduleVIEW™ PLUS to

QuickBooks™ Pro or Premier.

‘Publish data from your Accounting

Program/Contact Manager’ will take data

from QuickBooks™ Pro or Premier to

ScheduleVIEW™ PLUS.

Check which you would like to do andClick

‘Next’

Put a checkmark next to ‘Customers’ and

Check each field you want to sync

Click ‘Next’

Choose how you want to handle your data.

Click ‘Next’

124

Review your choices and make any changes you need.

Click ‘Finish’.

From now on when you begin your sync, you may just choose ‘Synchronize’ and Schedule

V I E W

PLUS will remember your settings.

To make changes you will click on 'Properties'

**Please note that ScheduleVIEW™ does not synch ‘Sub-jobs’ with

QuickBooks™ Contractor **

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.

**IMPORTANT - 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.

Now you can access a QuickBooks™ invoice when editing an Appointment:

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

Schedule

V I E W

DATA WITH

MSOUTLOOK™

TO SYNC BETWEEN SCHEDULE

V I E W

™ AND MS

OUTLOOK™: YOU MUST HAVE SCHEDULE

V I E W

™ PL US

AND MS OUTLOOK™ 1997 OR NEWER. (SCHEDULEVIEW™

PLUS DOES NOT S YNC WI TH OUTLOOK EXP RESS™)

Click on ‘File’ ‘Synchronize’

Click on ‘Add’ and

Click on ‘Add Accounting

Program/Contact Manager’

127

Click on ‘Browse’ and browse your MS Outlook™ database

Click on ‘Microsoft Outlook……’ and

Click ‘Next’ to

128

Click on your database and

Click ‘OK’

129

This will take you back to your

Assistant Wizard screen and your

Folder will be filled in.

Click on ‘Next’

A. Put a checkmark next to

‘Providers’

B. Click the + next to ‘Data

Source’ to open the drop-down menu

C. Click the + next to ‘Filter’ to open the drop-down menu

D. Put a checkmark next to

‘Include Active Outlook User’

Click on ‘Outlook Folder’

Click on the to browse to your

Outlook Folder

130

U S I N G R E P O R T S

Choose your folder and click ‘OK’

Now scroll down and check each field you want to sync; i.e.

‘Address 1’ ‘City’ ‘Email’

‘Company Name’ etc.

131

**You must choose an Outlook

Category**

For this example you are synching

Providers so click on ‘Outlook

Category’ and type in the word

‘Providers’.

IMPORTANT: This process will be repeated for each category: Providers,

Customers, Resources, and Appointments:

Example for ‘Customers’

132

Example for ‘Resources’

If you want, you can set

“Start from Date” and

“Appointments related to” parameters…

Once you have completed your choices, click ‘Next’.

133

U S I N G R E P O R T S

You don’t need to set category for

Appointments! But you should set a different Outlook folder for them.

Choose how you want to handle your data.

Click ‘Next’

‘Publish data from your Accounting

Program/Contact Manager’ will take data From MS OUTLOOK to

ScheduleVIEW™ PLUS.

Download data from your Accounting

Program/Contact Manager will take data From ScheduleVIEW™ PLUS to MS Outlook.

134

Put a checkmark in ‘Allow access for’

Click the drop-down arrow to

Choose 5 minutes

Click on ‘Yes’

Review your choices.

(If you need to make changes, click ‘Back’)

Click ‘Finish’

135

From now on when you begin your sync, you may just choose ‘Synchronize’ and

ScheduleVIEW™ PLUS will remember your settings.

Now you see that MS Outlook™ has been added to the synchronization list.

To make any changes to an existing account click on ‘Properties’ and you can go through the process again, making modifications.

USING THE SYNC FROM

Schedule

V I E W

™ TO MS OUTLOOK

YOU ARE ABLE TO LINK TO YOUR

WINDOWS-BASED POCKET PC

136

U S I N G R E P O R T S

Using Reports

USING REPORTS

USING ScheduleVIEW™ REPORTS

Schedule V I E W ™

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

Schedule V I E W ™

’s

Report Menu

, select

Reports

from the

Main Menu

.

Report Selection Window

When selected, most reports in

Schedule V I E W ™

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 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

Set as Default Report – saves this report as a default report on the

Default Report List.

The bottom toolbar offers options to

Preview

the report,

Print

and send it directly to the printer, export it in various formats or to cancel and close the window.

137

PRINT PREVIEW TOOLBAR

Schedule V I E W ™

gives you the option of previewing your reports before printing them, ensuring that you 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.

The Print Preview Toolbar is divided into 5 sections:

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

U S I N G R E P O R T S

EXPORTING A REPORT

Schedule V I E W ™

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 (.html) for publication on websites, or Adobe Portable Document Reader files (.pdf) for viewing and printing with the free Adobe Reader.

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

Schedule V I E W ™.

We regret any inconvenience this may place on you.

SHOW REPORT LIST

Many of

Schedule V I E W ™

’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 displayed in the Window.

139

ADVANCED REPORTS

NOTE - Advanced Reports are available only in ScheduleVIEW™ PLUS.

Click on 'Reports' and 'Advanced Reports':

C U S T O M E R E - M A I L M E S S A G E S

Description

The Customer E-Mail Messages allows you to send email messages to selected customers. The messages can use a preestablished template.

Selection Criteria

Select or Edit a Template to use with this message.

Select customers with specific Service Codes to send this message to.

Select customers with specific Customer Types to send this message to.

Select specific Customers to send this message to.

C U S T O M E R E - M A I L R E M I N D E R S

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

Reminders' in this manual)

Select customers with appointments within a From and/or To Date range.

Select customers with appointments with specific Providers.

Select customers with appointments for

specific Service Codes

Select customers with specific Customer Types.

Select specific Customers.

C U S T O M E R L A B E L S

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Description

This prints mailing labels for customers.

Selection Criteria

Select customers with specific Customer Types.

Select specific Customers.

Description

C U S T O M E R L E T T E R S

This prints letters for customers.

Selection Criteria

Select or Edit a Template to use with this message.

Select customers with specific Customer Types.

Select specific Customers.

U S I N G R E P O R T S

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C U S T O M E R S T A T I S T I C A L R E P O R T

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.

Please note: Selecting

Show Details

will print out details of all the new customers within this timeframe.

P R O V I D E R A N A L Y S I S

Description

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.

Types of Providers to include in the Report.

Specific Providers to include in the Report.

Please note: Selecting

Show Details

will print out details of all the new customers within this timeframe.

P R O V I D E R E M A I L R E M I N D E R S

Description

This sends email reminders to Providers. (See 'Sending

Appointment Reminders' in this manual)

Selection Criteria

Select Providers with appointments within a From and/or To

Date range.

Select specific Providers.

Select Providers using specific Resources

Select Providers in specific Categories.

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U S I N G R E P O R T S

R E S O U R C E E M A I L R E M I N D E R S

Description

This sends email reminders to Resources.

Selection Criteria

Select Resources with appointments within a From and/or To

Date range. (See 'Sending Appointment Reminders' in this manual)

Select specific Providers.

Select specific Resources

Select Resources in specific Categories.

S E R V I C E C O D E A N A L Y S I S R E P O R T

Description

This report shows how the number of appointments for each service code.

Selection Criteria

Select appointments within a From and/or To Date range.

Select appointments with specific Providers.

Select appointments with specific Resources.

Select appointments with specific Customers.

Select appointments with specific Service Codes

Select appointments with specific Categories

Please note: Selecting

Show Details

will print out details of all the appointments that meet these specified criteria.

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Description

W A I T I N G L I S T R E P O R T

This report shows the current Waiting List.

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.

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U S I N G R E P O R T S

APPOINTMENT REPORTS

T O D A Y ’ S A P P O I N T M E N T

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.

This is your view for ScheduleVIEW™ Lite or Standard.

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.

This is your view for ScheduleVIEW™ PLUS.

Select 'Use Grayscale' if you want to print grid in black and white.

Select 'Show Miscellaneous' to print breaks, etc on the Grid.

Specify Details You Want to show by putting a checkmark by each desired item.

Use 'Up/Down' to put the information in the order you desire.

Check 'Save Settings' and your choices will be saved:

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Here is an example of your report with ScheduleVIEW™ PLUS.

Click the printer icon at the top of the page to print your report.

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A V A I L A B L E A P P O I N T M E N T S

Description

This report shows the available appointments on the schedule.

Selection Criteria

Select available appointments within a From and/or To

Date range.

Select available appointments with specific Providers.

Select available appointments with specific Resources.

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.

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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.

A P P O I N T M E N T L I S T

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.

Select appointments for specific Providers.

Select appointments for specific Resources.

Select appointments for specific Categories.

VISIBLE FIELDS:

(You will need to scroll down to view ‘Visible Fields’)

This option is not available

in ScheduleVIEW™ Lite.

This allows you to pick and choose what information is printed on the report; such as Notes, City, Customer Type,

Referral Source, etc. Use the scroll arrows and check the items you would like.

Select Group by ‘Name’ of Provider or ‘Date’.

148

U S I N G R E P O R T S

Here is a sample of your report:

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 separated by Grouping

Tracking: To track when an appointment was made or changed, check ‘Created’ and/or ‘Modified’

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If you are using security and have individual logins for each employee, the transaction report will show

WHO created or modified the appts.

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P R O V I D E R S L I S T

Description

This report shows how the number of appointments each provider had during a time period.

Selection Criteria

Select specific Providers.

Select specific Provider Types.

Select the sorting criteria for the report.

Show Details of each Provider, such as name, address, phone number.

C U S T O M E R L I S T

Description

This report lists customer information details.

Selection Criteria

Select by specific Customer.

Select by specific Customer Type.

Select whether to print details such as Address or All Customer

Information.

Select Sorting Criteria, by name, phone, address, or customer type.

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S E R V I C E C O D E L I S T

Description

This report lists Service Code Details.

Selection Criteria

Select Service Code to list – leave empty for all.

Select Sorting Criteria for the report, code, description, default color, default appointment length.

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U S I N G R E P O R T S

APPOINTMENT STATUS REPORTS

A P P O I N T M E N T S T A T U S R E P O R T

Description

This report shows the status of appointments.

Selection Criteria

Select appointments within a From and/or To Date range.

Select Appointment Status.

N O - S H O W R E P O R T

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.

Select No-Show appointments with a specific Provider.

Select No-Show appointments with a specific Resource.

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T O P 2 5 R E P O R T

Description

This report will show the Top 25 customers in each Appointment Status category.

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

U S I N G R E P O R T S

REMINDER REPORTS AND MAIL LABELS

A P P O I N T M E N T R E M I N D E R M E S S A G E S

Description

This report will print Appointment Reminder Messages 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

Selection Criteria

Enter the appointment Date range FROM and

TO;

Enter the range of Providers.

Enter the range of Resources.

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)

Send: Select Emails or Letters.

To Selected: Choose Customers or Providers.

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MAILING LABELS

Description

Mailing labels can be printed on Avery™ 5160 or compatible labels (Three across, ten down).

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.

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U S I N G R E P O R T S

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 reenter them each time you run this report.

Save as Default Report: Check here if you want this to be your default report.

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MAKING LABELS WITH DYM O® LABELWRITER

Now, easily print appointment reminders labels, address or mailing labels, or any other kind of labels for your customers or appointments.

ScheduleVIEW™ 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—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 customer’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

U S I N G R E P O R T S

YOU MUST HAVE SCHEDULE

V I E W

™ STANDARD OR

PLUS TO BE ABLE TO PRINT A DYMO® LABEL

Dymo Appt Label

You must have the DYMO®

LabelWriter installed on your computer to use this

ScheduleVIEW™ function.

We recommend and support only the Dymo

330 and 330 Turbo models.

Open ScheduleVIEW™ to your calendar and Click on ‘File’ ; ‘Options’ ;

‘Customize’;

‘Reminder

Messages’; and then

‘Dymo Appt Label’

-- or --

‘Dymo Cust Label’

(For this example we have used Dymo

Appt Label)

Click on

‘Templates >>’

159

Click on ‘Create

Template’

This takes you to ‘Edit Rich Text’

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’ icon which is located on the menu bar.

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Type in a name for your new label and click ‘Save’

Make sure you have a space on each side of the to format properly.

Here is an example of an appointment reminder:

When you are finished

Click ‘File’

‘Save and Exit’

U S I N G R E P O R T S

This gives you a drop-down list of fields you may merge customer or appointment information from.

Highlight your choice and click ‘OK’ and the field will insert.

Repeat this for all the fields you wish.

brackets < >, and the text,

Click

‘Insert

Template’

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Choose your new template and

‘open’

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

Click on the ‘Dymo Appt’ icon

162

U S I N G R E P O R T S

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

ScheduleVIEW™ 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 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:

163

There are 2 places you can access the ‘Cust Label’:

1. Edit the appointment

and Click on ‘Dymo Cust’

164

Dymo Cust

Label

Is usually used for address labels or chart labels:

2. Edit the Customer and click on ‘Dymo

Cust’

Here is an example of your label:

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U S I N G R E P O R T S

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

Enter the date range FROM and TO for this report.

Enter the range of providers.

Enter the range of resources.

Enter the range of customers.

Enter the range of service codes.

Specify if you want the report to show emails that were sent or letters.

166

U S I N G R E P O R T S

PRODUCTIVITY AND REVENUE REPORTS

PR ODUC TIVITY REPOR T

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.

Select available time for a specific Provider.

Select available time for a specific Resource.

Select appointments with specific appointment statuses or all.

Please note: Selecting

Show Details

will print out details of all the appointments that meet these specified criteria.

Separated pages will produce a report for each provider on a separate page.

REFERRAL SOURCE REPORT

Description

This report shows appointments by referral source, allowing you to determine the effectiveness of your marketing campaigns and techniques.

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 appointments for a specific Referral source

Select appointments for a specific Zip Code

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.

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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

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 that meet these specified criteria.

AUTHORIZED VISIT ALERT R EPOR T

Description

This report shows which Customers are close to completing their number of authorized visits.

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.

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U S I N G R E P O R T S

REVENUE GENERATION REPORT

Description

This report shows how much revenue has been generated during a time 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

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.

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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

Select activity from a specific date.

Select Customer Type

Select Service Code

Select Time Period - This date is from the selected 'From Date'

As an example, a hygienist sees patients every 6 months; if you put 6 months, then the report would show everyone who has NOT had and appointment in the last 6 months.

Select Customer Details to print out.

Select Sorting Criteria.

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: I 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

U S I N G R E P O R T S

MODIFIED APPT REPORT: TRACKING CHANGES

TRACKING CHANGES/DELETIONS/MODIFICATIONS IN YOUR SCHEDULE.

This quick report will show you when Appointments have been modified and whether they have been deleted.

This report will only track changes if you have security enabled.

Click on ‘Reports’ ‘Modified Appointments’

If you were in a Weekly View, your report will automatically generate for the week.

Click on ‘Preview’

Here is a sample report:

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TRANSACTION REPORT: TRACKING CHANGES

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.

This report will only track changes if you have security enabled.

Click on ‘Reports’ ‘Transaction Report’

Select appointments within a From and/or To date range.

Select appointments with specific Providers.

Select appointments with specific Resources.

Select appointments with specific Categories

.

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Scroll down to ’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

Source, etc. Use the scroll arrows and check the items you would like.

Group by: ‘Name’ of Provider or ‘Date’.

Separated Pages: Select to have the report 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 ‘Created’ and ‘Modified’ in the ‘Visible Fields’

173

CUSTOMIZING Schedule

V I E W

Schedule V I E W ™

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

Schedule V I E W ™

Customize

Click here to customize your

Schedule V I E W ™

windows.

Integrations

Click here to set up your interface with

QuickBooks.

174

S E T U P A N D C U S T O M I Z A T I O N

Preferences

Schedule V I E W ™

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

.

Input your company name here, as well as your work times, your typical appointment intervals, 12 or 24hour time style, colors, and days of the week and fonts. **PLEASE NOTE:

Schedule V I E W ™ will not cross the dateline.

If you are open 24 hours a day or are open all night, your start time and end 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.

(

Schedule V I E W

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:

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

S E T U P A N D C U S T O M I Z A T I O N

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 wait 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

V I E W ™

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

Other:

Use Database Wizard on Startup: Check this box and when

Schedule V I E W ™

starts up, you will be prompted with this kind of screen: (NOTE: if you do not enable this Wizard, Schedule

V I E W

will automatically open to the last used database. If you want, you can force this window to come up when you start Schedule

V I E W

by pressing and holding down the F8 key while clicking on the

Schedule V I E W

icon to start.)

Show getting Started Page at Startup: If this is checked, you will get the "Welcome to

Schedule V I E W

™ " 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

S E T U P A N D C U S T O M I Z A T I O N

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.)

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?)

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

"A"?

179

Refresh Interval: When

Schedule V I E W ™

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

Schedule V I E W ™

will check the database; however, this can cause extra network traffic and slow down your system on slower computers and slower networks. For fast networks, we recommend lowering this down to 15 seconds. For slower networks, we recommend

60 seconds.

Calculation Program:

Schedule V I E W ™

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.

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S E T U P A N D C U S T O M I Z A T I O N

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)

Click on EDIT to edit the current highlighted Group View.

Click ADD 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.

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MAIL SETTINGS – SETTING UP EMAIL WITH

Schedule

V I E W

Setting up an email interface with

Schedule V I E W ™

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.

****1. 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 rd

party programs to send email through them. You will need to check with your ISP to see if these limitations apply to your account.

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S E T U P A N D C U S T O M I Z A T I O N

Enter the following information to “Use Default Email Program”:

E-Mail Options

Use default e-mail program

Profile Name <Enter your profile name here>

Password <Enter your password here>

Use Schedule V I E W ™’s Email System

E-mail address

: enter your email address (example: [email protected])– [Note: This needs to be a Pop3 account to work with

Schedule V I E W ™; 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.

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PAGE SETUP – 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

Schedule V I E W ™

. 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.

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S E T U P A N D C U S T O M I Z A T I O N

CHANGING APPEARANCES IN ScheduleVIEW™

Schedule V I E W ™

has a great deal of flexibility in its appearance. The following sections will show you how to change the appearance of

Schedule V I E W

, 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

Schedule V I E W ™

system, including basic color palette, background color for entry forms, and whether or there is a 3-dimensional depth feeling to the forms.

185

CALENDAR: CUSTOMIZING Schedule

V I E W

Changing the Calendar Options will have a huge effect on your

Schedule

V I E W

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™ window.

‘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 View’

186

S E T U P A N D C U S T O M I Z A T I O N

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.

‘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 > Options > Preferences’ under the ‘Calendar’ section.

‘Use different colors in group view’ 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/resource.

‘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.

’Rules’ under the ‘Calendar’ tab allows you to specify the way in which ScheduleVIEW™ handles information on the schedule grid.

‘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

S E T U P A N D C U S T O M I Z A T I O N

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.

Click on ‘Allow other appointments’ to choose your option. If marked ‘no’ you will be prompted with a popup message (which you may override) if you attempt to double-book. **This does not

prevent double-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

ScheduleVIEW™. 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

Schedule V I E W

automatically creates the holiday dates for years to come.

To delete holidays, simply left click on it to highlight, and press the 'Delete' button on your keyboard.

190

CUSTOMIZING DATE, PHONE, AND ZIP CODES – EDIT

MASKS

Schedule V I E W ™

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.

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 you reside in a country other than USA, you will need to make changes to either the p hone number or zip code section. To do this, simply click on OTHER MASKS, then select your appropriate country and this information will

Schedule V I E W ™

All of

’s forms will be updated 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.

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

+ sign for

Visible Fields

and

Default

Fields

. Visible fields are those fields that you want to show on the

ADD\EDIT customer Screen.

Add your own field definitions by clicking 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.

193

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 list when selecting customers; for example you can add the birthday or other fields to help distinguish between customers.

’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.

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S E T U P A N D C U S T O M I Z A T I O N

APPOINTMENT INFORMATION

The Appointment Info window is shown below; it is located on the main schedule screen when you open the program, on the right hand side of the screen.

Select exactly which information you wish to see for appointments in the Appointment Info window by clicking the + sign on Selected here and select the fields you want displayed.

195

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.

196

S E T U P A N D C U S T O M I Z A T I O N

Here is what the ADD\EDIT Appointment Screen looks like with the new Appointment Definable Field called EMPLOYEE:

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 information 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'

'Calendar' 'Rules' 'Enable Resize Appts') IMPORTANT!!!!

V I S I B L E F I E L D S :

'Visible Fields' allows you to view specific information on your Schedule.

Click on 'Visible Fields' then 'Selected' and choose which fields you desire to see on your Schedule Grid.

198

What effect does this have on my screen?

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 Number.

199

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..

200

S E T U P A N D C U S T O M I Z A T I O N

REMINDER MESSAGE

Reminder messages can also be used for Work Orders; Superbills; Routing slips; 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 resources.

F O R C O M P L E T E I N S T R U C T I O N S : S E E ' L E A D S H E E T S ,

S U P E R B I L L S , E N C O U N T E R F O R M S , W O R K O R D E R S , E T C ' I N T H I S

M A N U A L

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.

202

S E T U P A N D C U S T O M I Z A T I O N

Backup

Set your defaults for the Database Backup process here by setting passwords, determining what files to include in Backup’s and 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.

203

TERMS - CHANGING TITLES: Company,

Customer, Provider and Resource

Schedule V I E W

™ 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'

From the ‘Terms’ tab you may specify the terms used to refer to customers, providers, and resources. (Be aware that once saved, these terms are used throughout the program to refer to their designated counterparts. If you see names referred to differently than in the manual or tutorials, it may be because you have specified a different term from within your software.)

204

SECURITY\PERMISSIONS:

SETTING UP SECURITY FOR

Schedule

V I E W

Determining who has access and can update your business’ data is an important decision.

Schedule V I E W ™

allows you to setup passwords and gives you the options of establishing different security levels based on your business’ need for secure information.

Schedule V I E W ™

comes with a builtin

Administrator

user that has access to all of

Schedule V I E W ™

’s functions and databases. All other users must be added.

Security for

Schedule V I E W ™

is on 3 levels:

Application: Determine whether a user id and password is necessary to open

Schedule V I E W ™

Group: Set up the permissions and securities for an entire group of users.

User: Set up individual security levels and permissions for specific users.

Schedule V I E W ™

comes with four pre-determined groups of users. But we don’t stop there!

Schedule V I E W ™

allows you to create your own groups, assigning security the way your business is organized.

Administrators, who have complete and unrestricted access to

Schedule V I E W ™

and the

Schedule V I E W ™

’s database.

1.

Guests, who have restricted access to

Schedule V I E W ™

and the

Schedule V I E W ™

database. This is used for people with view-only access to appointment information.

2.

Users, who have limited ability to change data in the

Schedule V I E W ™

database.

3.

PowerUsers, who have some administrative power but with restrictions.

To access the security area of

Schedule V I E W ™

, 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

L I M I T I N G A C C E S S TO S C H E D U L E

V I E W

To require a login for

Schedule V I E W ™

, check the box

Users must enter a name and password to use this program

.

This ensures that users must login to

Schedule V I E W

with a user id and password when starting the program and ensures that no one can have unauthorized access to your customer database and appointment information.

S E T T I N G U P N E W G R O U P S AN D U S E R S I N S E C U R I T Y W I T H

T H E A C C O U N T S A N D P E R M I S S I O N S W I Z A R D

The Left Pane of the

Accounts and

Permissions Option Window

lists groups of

Schedule

V I E W ™

Users. Click on the

+ to expand each group and show individual users.

To add a new user, click on the Add button on the bottom of the window.

This initiates the

Accounts and Permissions Wizard

which guides you through the set up of new

Schedule V I E W

Users and Security Groups.

Select Group or User to begin with.

Remember, creating a security Group account sets permissions for multiple users.

206

S E T U P A N D C U S T O M I Z A T I O N

Selecting a security User account gives access to an individual. Only individuals can access the Daily

Planner Database.

Select a group that this user belongs to.

Enter a name, password, full name and description for the user you are adding.

Be sure to click on the three periods next to password to select a secret question in case you forget the password.

Choose any of the checkbox options at the bottom of the window.

Click on the "Finish" button in order to save this user. A Popup Window will ask you if you wish 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.

VIEW ONLY - GUESTS

Note: If you want a 'Guest' to only be able to view the calendar, and be unable to make any changes: uncheck everything except 'view calendar'.

207

VIEW ONLY - PROVIDERS

To have a provider only view their own schedule and no one else's. Go through all sections under 'Data', and check 'Read own Appointments' and uncheck 'Read Alien Appointment'

FORGOTTEN PASSWORDS

Schedule V I E W ™

helps with forgotten passwords.

Click on Forgot Your Password on the logon window to receive your security hint. HOWEVER, YOU

MUST HAVE ENTERED A PASSWORD HINT

WHEN YOU CREATED YOUR USER

ACCOUNT.

O N C E Y O U E N T E R T H E H I N T , Y O U W I L L B E G I V E N T H E P A S S W O R D

A N D B E A B L E T O L O G O N .

208

S E T U P A N D C U S T O M I Z A T I O N

CHANGING PASSWORDS

Good system security requires that Users change their passwords on a regular basis. Users can change their own passwords by selecting

File

,

Security, Change

Password

. This brings up the

Change Password

window. Enters the old password and then the new password twice to confirm. Click on

OK

to save.

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

Schedule

V I E W

tech support may be able to recover it for you.

209

TOTALLY PREVENTING DOUBLE-BOOKING

Through security setup.

Use this methond for TOTALLY preventing a user from double booking appointments. By default, ScheduelviewTM only WARNS you of a double booking situation and allows you to double book if you click that its OK to double book.

However in some companies or in some situations, you may want to totally prevent someone from double booking. To accomplish that, Select the 'User' you wish to prevent from double-booking: Click on the Plus sign by DATA and

Uncheck ‘Enable over riding a locked time slot’

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

.

Schedule V I E W ™

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 user.

Click on 'Save' at the bottom of the window when you are finished.

210

S E T U P A N D C U S T O M I Z A T I O N

MAINTENANCE

BACKUP & RESTORE

Backups of data are critical to any successful business.

Schedule V I E W ™

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’

Select your database files for backup from this screen and click

‘Next’

**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

.

Click ‘Next’

Click on the button which has 3 periods

211

We recommend that you back up to something other than the 'C' drive of the workstation or server that

Schedule

V I E W

is installed on. Preferably this would be a CD Rom, Zip drive or other removable storage media.

If you want to change the

‘Save In’ location click on the drop-down arrow

(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.)

Choose your backup location

Choose a

‘File Name’

Click ‘Save’

212

213

S E T U P A N D C U S T O M I Z A T I O N

This takes you back to the

‘Where to Store the

Backup’ window with your file name/backup location filled in.

Click NEXT

To assign a password to your backup click on

‘Advanced’

(or Click Finish)

If you are backing up to a CDR or CDRW:

1. Your CDRoms must be formatted.

2. You need a program with a ‘drag and drop’ feature, such as Roxio.

Please Note:

Schedule V I E W ™

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 Roxio 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

S E T U P A N D C U S T O M I Z A T I O N

RECOMMENDED BACKUP PROCEDURE .

Each Database that is set up in your Schedule

V I E W

program should have its own set of disks.

Here is the recommended sample of backup disks/CDROMs

***You will need to Open each individual database and back up each one separately.

REMEMBER TO BACKUP YOUR DATABASE DAILY

WE RECOMMEND WEEKLY BACKUPS BE STORED IN

AN OFFSITE LOCATION

REMEMBER TO ‘COMPACT AND REPAIR’ WEEKLY

**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

T H E R E S T O R E W I Z A R D

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 backup will appear here, if that is correct, just Click NEXT.

If not, enter the media where you will be storing your backup data by Clicking on the icon

.

Then Select a destination for the

Restored files. This is usually your network drive where you usually save\store your database file.

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...

216

217

S E T U P A N D C U S T O M I Z A T I O N

Click on FINISH to complete

Restoring.

COMPACT & REPAIR

We HIGHLY recommend running Compact and Repair on a weekly basis.

Important to Know!

If you are using

Schedule V I E W

in a

Network, please make sure that all users are logged off Schedule

V I E W ™

before performing this task – otherwise they may damage the database even

Always do a BACKUP before doing Compact and

Repair.

Compact and Repair will help you compress your

Schedule V I E W ™

and ensure that if there are any indexing errors, they will be resolved.

To access the Compact & Repair Wizard:

Click File Maintenance Compact & Repair.

**Confirm no one is accessing the database

Click OK to compact the database.

218

S E T U P A N D C U S T O M I Z A T I O N

RESTORING DELETED DATA

Schedule V I E W ™

does not automatically 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

.

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.

Select which items you wish to permanently remove from the database and check

Compact

Database after Cleanup

to compress the database.

**Always do a

BACKUP before Data Cleanup

Run data cleanup if ScheduleVIEW™ is:

A) Running Slow

B) Appears to be losing appointments

C) The Reports are incorrect

219

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 perform a two backups before proceeding.

You may later view your archived database, but it will be separate from your existing database.

The

Schedule V I E W ™

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'

'Click Next'

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S E T U P A N D C U S T O M I Z A T I O N

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 IF

YOU HAVE A VALID BACKUP prior to the Archive process. Click icon to browse to your backup folder. Do not backup to a CDR or CDRW disk as

Schedule V I E W ™

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.

****IMPORTANT**** ALL APPOINTMENTS BEFORE THIS DATE WILL BE DELETED so be careful what date you enter here. DO NOT ENTER TODAY"S DATE or 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 deleted customers, but this is only a "view" process and you cannot do anything else with this database.

Click 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.

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Compact and Repair Database (Recommended): Check this box to perform a "Compact and Repair" of the database after the Archive process.

Click FINISH if you are sure you want to perform the Archive task and be s ure that no other users have the program open when performing this task.

If you choose ‘Delete appointments older than Cutoff Date’: when you attempt to scroll back through your calendar past that date you will get this warning:

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S E T U P A N D C U S T O M I Z A T I O N

To view your archives click on ‘Shortcuts’ at the bottom of your calendar page.

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

Schedule V I E W ™

PLUS.

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TROUBLESHOOTING WIZARDS

CAUTION:

backup your database before performing a Troubleshooting Wizard.

Click on 'Help' 'Troubleshooter' 'Next' If you see your problem listed, highlight it, click on 'Next'

1. I'm having a security access problem.

Choose Troubleshooter #1 if:

I forgot my password

-or-

I am having trouble logging in .

224

S E T U P A N D C U S T O M I Z A T I O N

2. I get an error message that says there is a newer version.

Choose Troubleshooter #2 if:

When I open ScheduleVIEW™ I get a message that there is a newer version, but I already have the newest version.

3. Data restructure.

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.**

4. I need to recover all hidden appointments.

Use Troubleshooter #4 if:

I have missing appointments. **Please note that you need to call ScheduleVIEW™ 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.

Choose Troubleshooter #5 if:

When making an appointment I type in a letter and the search goes to another letter.

6. Data issue 1

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.**

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

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.

Cause: This may happen when you attempt to enter an invalid character such as letters into the phone number field.

226

S E T U P A N D C U S T O M I Z A T I O N

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 sync with Outlook and ScheduleVIEW™ , when I click on 'Sync

Now'.

227

13. Change customer codes to reflect the modified names.

Choose Troubleshooter #13 if:

My Customer code and Last Name do not match. This happens if one of your customers changes their name.

Choose the customer you want to change, and the code will be corrected:

228

S E T U P A N D C U S T O M I Z A T I O N

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:

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 a database.

21. I receive error messages containing Quickbooks status code 1000 during Quickbooks synchronization.

Use Troubleshooter #21 if:

When I try to sync 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 support 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.

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TROUBLESHOOTING ANALYZER

If you do not see your problem listed in the Troubleshooting Wizards, run the

Troubleshooting Analyzer:

Click on 'Help' 'Troubleshooter' 'Next'

****CAUTION:

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.

****

Click on 'Run Analyzer'

Click on:

Choose the tasks you want

ScheduleVIEW™ to run.

Click ‘Next’

Then Click ‘Finish’

231

The Troubleshooter will list the tasks selected and report them as completed successfully.

232

SUPPORT POLICIES

If you continue to have trouble you may use one of our Technical Support resources:

TECHNICAL SUPPORT

1. Schedule

V I E W

support is available at no charge online:

A. Schedule

V I E W

Manual is also online. Go to: http://www.scheduleview.com

and click on the ‘Support’ tab.

B. For Tutorials on how to use Schedule

V I E W

, go to: http://www.scheduleview.com/learning.htm

C. For frequently asked questions regarding Schedule

V I E W

, go to: http://www.scheduleview.com/appointment-scheduling/faq.htm

.

D. Schedule

V I E W

user discussion forum is available. Go to support at: http://www.scheduleview.com

, click on ‘Support’ and ‘User Forum’

2. Schedule

V I E W

support included at no charge with your purchase:

A. A

V I E W

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

Schedule

V I E W

at [email protected]

.

3. Schedule

V I E W

support is available on a fee for service basis:

A. You may purchase one hour of support at $60. When you call Schedule

V I E W

, we will deduct the minutes from the hour you purchased in 10 minute increments.

B.

V I E W

Password Recovery $30.00 per incident.

C. Database Repair: $30.00 per incident.

D. Lost Registration replacement: $30.00 per incident.

E. Replacement Program CDRom: $30.00

F. Data Conversion: $99.00 minimum, call for specific pricing.

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/faq.htm

. Check this area for answers for updates to our FAQ’s.

Our User’s Forum can be reached at http://www.scheduleview.com/cgi-bin/ubb/ultimatebb.cgi

Discuss issues online with other

Schedule V I E W ™

users. Share experiences, ask questions, and get (or give) answers.

Email us; send your questions or comments to [email protected]

. 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.

O U R E M A I L N O T I F I C A T I O N G R O U P

Join our email notification group and keep up with the latest news and developments about

Schedule V I E W ™

. Just access our main support page on the web to enter your name and email address at: http://www.scheduleview.com/support.htm

C H E C K F O R U P D A T E S

Click the

Check for Updates

option under our

Help Menu

, to check for updates that you can download immediately from the

Schedule V I E W ™

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 information about the

Schedule V I E W ™

software being updated so downloading is possible only when an

Internet connection exists. During an update,

Schedule V I E W ™

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

I N D E X

ONLINE TUTORIALS AND COMMONLY ASKED QUESTIONS

Schedule V I E W

’s website includes a number of tutorials that will quickly help you learn the features and functions of

Schedule V I E W ™.

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 generation 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

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