About Smart Appointment Book

Introduction
A simple, easy-to-use system for setting appointments with your Customers, assigning a resource, allocating the correct amount of time, maintaining their information and, even, reminding them via SMS.

Requirements
You need a PC and an Internet account. You will also need an account with Smart SMS, to send your SMS reminders. ADSL or any broadband internet connection will be advisable, because you need to be online to use the system.

Customer and Appointment information is uploaded to the Smart SMS bulk SMS facility everytime any data is added or changed.

Customer Details
Maintain Customer Name, Cellphone Number, Birthday and, if required, a link to your accounting system. The Customer details are maintained on a local database as well as the Smart SMS Online Database. On your Smart SMS account, you can request for Customers to be sent an SMS on their Birthday, automatically, without any prompting.

Resource Details
Allocate an appointment to a resource, whether this be a person or a machine e.g. A Sunbed. The system will indicate, via an asterisk, when a resource is double booked, or that bookings overlap. You can view a resource's workload for any week, online or print it out.

Service Details
Maintain a list of all services you provide. Allocate a time to each and a colour to be used in the diary. The background colour will help to see what services are scheduled for in the calendar. Time is allocated in blocks which correspond with your calendar settings e.g. If your Calendar settings are in 15 minute blocks, then 2 would indicate half an hour to complete the task.

Calendar
Maintain a list of all the public holidays and special days. No action is taken if you set appointments for these days, but the day will be highlighted indicating a special day. Click on the day to see what day it is.

Settings
Set your day's start time, end time and the length, in minutes, of intervals you want in your diary. 30 Minutes is ideal, but you can set to 15, for 15 minute blocks, or 60, for hourly blocks.

Printing
To print any screen, simply right-click on the screen and select the PRINT function. Follow the prompts.

Relink an Appointment from one Resource to Another
There maybe times when a Resource is not available to meet assigned appointments. To reassign an appointment, view either Day-At-A-Glance or MyWeek for the currently assigned Resource. Click on any appointment. You will be taken back to the Home Screen. All fields will be pre-filled. Merely select a different Resource and click the Relink Button.

Close an Appointment
To close an appointment, view either Day-At-A-Glance or MyWeek for the currently assigned Resource. Click on the appointment. You will be taken back to the Home Screen. All fields will be pre-filled. Indicate whether you have completed the appointment (Done) or that the Customer didn't Show. Fill in the comments box with any relevant details and click the Close Button.

Closed Appointments
These will be displayed in the Calendar with a 'NS' (No Show) or 'Done' next to the Customer's name.

Overlapping Appointments
The first appointment will be displayed on the calendars. If there is an overlap, then an asterisk (*) will be displayed as well. Hover the mouse pointer over the entry to see the name of the client who has an overlapping appointment.

Go to the Home Page. Search for appointments for this Customer to view the details.