The Appointments Page

The Appointments page offers many fields to store key information about a scheduled Appointment. Let's review what is on the screen.

Breadcrumb Trail 

The blue "Breadcrumb Trail" at the top of the page will graphically show you the records leading to this Appointment. This provides a visual representation of how the data is flowing through the system. 

Notice that the flow began with the Prospect, moved to a Lead Source and then the Appointment. Not only is this section a great reference in understanding how information moves through improveit 360, but it is also a great way to quickly navigate to the Prospect or Lead Source page. Simply click on the Prospect name or the Lead Source to go directly to that page.

See also: Appointment Scheduling and Resulting Process Flow Diagram

• Status - The Stage the Appointment is in, such as 'Assigned' or 'Confirmed', giving you a quick way to see what next steps are needed.

• Type - Each Appointment created in improveit 360 has an associated 'Type'. The Appointment Type is used to tag this Appointment as New, Rehash, Reset, Retry or Follow Up. These different types are extremely important when reporting on your Appointments. Let’s review what these types mean and how improveit 360 helps you use them.

  • New – The default Appointment 'Type' signifying that this Appointment is the first attempt at presenting the product or service.

  • Rehash – The Appointment 'Type' signifies that a presentation was made, a quote was delivered but another appointment will need to be set to close the deal.

  • Reset – This 'Type Detail' will tell you that the initial Appointment was not run and the Appointment will need to be rescheduled.

  • Retry - This 'Type Detail' indicates that the initial Appointment was not run due to an issue with your company, either overbooking or a Sales Rep mistake.

  • Follow Up – This 'Type' is used if an initial Appointment was run but a quote was NOT delivered and another Appointment is expected to close the deal. The main distinction between Follow-up and Rehash is a Follow Up Appointment is expected and scheduled with the Prospect to review a quote or design. A Rehash Appointment is used when the Prospect was not requesting a follow up and another Appointment was scheduled through your company’s marketing efforts.

• Comments - Use this field to add any additional notes you need your users or your sales rep to see. When you assign a Sales Rep to this Appointment, they will automatically receive an email with all of the Appointment information including the comments you add. Make sure to add any important information into the comments so your Sales Rep is well informed.

• Address - This address defaults to the address on the Prospect's page but can be changed to reflect another address. Note: If a Prospect has multiple addresses, it is the best practice to leave the address on their Prospect page their billing address and when scheduling an Appointment, change the address to reflect the address where the appointment will be held. If the Appointment is sold, the appointment address will be pushed through to the Sale and Project and will act as the job site address.

• Year Home Built - The year the home was built brought over from the Prospect page.

• Market Segment - A way to organize your Prospects by the geographical area they fall in. The Appointment Market Segment will automatically default to the Market Segment on the Lead Source [attached to the Appointment]. This can be manually changed on the Appointment page if the appointment address will fall in a different segment of your market.

• Appointment Time - The date and time the Appointment is going to be held. When editing an Appointment, the Date and Time are separate fields but are displayed as one when viewing the Appointment detail.

• Sales Rep 1 - The sales representative that will running the Appointment. The staff member that is selected will automatically receive an email with all of the Appointment information once you click save. This email includes a calendar invitation [.ics file] that can be added to the recipients calendar.

• Sales Rep 2 - The second sales representative that will be running the Appointment. The staff member that is selected will automatically receive an email with all of the Appointment information once you click save. This email includes a calendar invitation [.ics file] that can be added to the recipients calendar.

• Product Category - The product or service this Prospect is interested in purchasing. Note: You can only add a maximum of 2 product categories to any Appointment. Once a Sale is created for the Prospect, there is no limit to the number of products that can be added to the Sale.

• Set On - The date and user who created the Appointment. When editing the Appointment, the Set By field is also available. These two fields are automatically updated with the user who created the Appointment and the date it was created. Both the date and the user are displayed in the same field.

• Assigned On - The date and user who assigned this Appointment to a sales rep. When editing the Appointment, the Assigned By field is also available. These two fields are automatically updated with the user who assigned the Appointment to a sales rep and the date it was assigned.

• Confirmed On - The date and user who confirmed this Appointment with the Prospect. When editing the Appointment, the Confirmed By field is also available. These two fields are NOT automatically updated.

• Result - Once the Appointment is resulted, this field will automatically update with the result selected. 

• Total Price Quoted - Once the Appointment is resulted, this field will display the amount entered into the total price quoted field on the result page.

• Disregard in Statistics - Once the Appointment is resulted, this field will display if the Appointment was disregarded in statistics.

• Prospect Email - The primary email address from the Prospect page. This is the email address that the system will use to send the automated appointment emails.

• Email Appt. Confirmation to Prospect - Check this box to send the appointment confirmation email to the Prospect's primary email address. Click here to learn more about email templates!

• Vendor - The vendor that will be used to supply the products for this Appointment. Vendors are Accounts with a Type of 'Vendor'.

• Email Appt. Cancelation to Prospect - Check this box to queue the appointment cancellation email to the Prospect's primary email address. The cancellation email will NOT be sent unless the Appointment is resulted as canceled.

• System Information - This section, on every page in the system records the User who created the record, the date/time it was created and the last User who changed something on the page.

• Quotes - A list of all Quotes attached to this Appointment. Click on a Quote name to go to that specific record. Click here to learn more about Quotes!

• Sales - A list of all Sales attached to this Appointment. Click on a Sales name to go to that specific record. Click here to learn more about Sales!

• Subsequent Appointments - A list of all Appointments scheduled as a result of the current Appointment.

• Marketing Opportunities - A list of all Marketing Opportunities scheduled as a result of the current Appointment.

• Open Activities - Need to set a task for yourself or another user in regards to this Appointment? Click New Task in this section to set a task that will appear on the home page of the user you assign in the My Tasks section.

• Activity History - This section keeps a log of all completed tasks, logged phone calls and past events.

• Notes & Attachments - Available on all pages in improveit 360, use this section to add quick text notes or attach a file from your computer. Most commonly used to attach pictures, contracts and designs.

• Appointment History - Available on all pages in improveit 360, this section will record any change to the specific page and the user who made the change. This includes the date and user who created the page and every change made on the page. This is a valuable tool in holding users accountable for any changes and to answer any questions of 'who changed this?'