To make it easier for you to find appointments with your customers, suppliers, etc., Aktenplatz offers you the option of automatic appointment suggestions.
Once set up, this function saves you a lot of time!
The prerequisite for this is that you have created and configured a corresponding field in the project settings under fields. You can do this by
1. clicking on the + in the top right-hand corner, and then selecting the Date field in the menu.
Depending on the way you work, it can be practical to create several fields for different types of regular appointments, for example “telephone appointment” and “On Site appointment”.
2. Now you can define the details of the function. Click on next to the corresponding field.
Here you can set various parameters, such as the duration of the appointment, which colour it should have in the calendar and the text for a confirmation or cancellation email. Note that an e-mail field must be created so that confirmation or cancellation e-mails can be sent. However, this function is optional. If you activate it, we strongly recommend you to draft the mail here in the settings, since it will be sent without you having the chance to edit it, once you klick send (see below).
3. Click on Appointment Suggestion Settings to set the conditions of the tool.
Save your changes.
So much for preparing the function. Now let’s move on to its application.
If you want to make a client appointment,
1. Open the corresponding file and select the appointment field.
At first, only the manual appointment selection appears. You can use this, but there is a risk of double booking.
2. Scroll down a little with the right bar. Now the available appointment suggestions appear.
3. Select an appointment and click on save.
You have the option to inform the other person about this appointment entry. It is strongly recommended to create a suitable text for this mail in the field settings beforehand.
If you want to cancel an appointment, click on Cancel Event. Here you also have the option to send an email.