How do I create a diary appointment?

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Summary

The following article explains how to create a new diary appointment in Personnel Planning.

More Information

Go to " Personnel Planning Diary Entries".

There are two screen views for the diary; [List] and [Summary]. Use the view that suits you best as each has very similar options.
  • Click [Add] or press <F6>.
  • At "Person" enter the "Employee" the appointment will be for. You may use <Ctrl+F1> to search for their employee code. If they are a new employee they must have first been added to the system - see How do I set up a new user?.
  • Enter the "Date" for the appointment. You may use the dropdown to select a date from the calendar.
  • Enter the "Start time" and "End time" for the appointment.
  • If the appointment relates to a customer, select 'S' from the "Account" drop down, or 'P' if it relates to a supplier.
  • In the "Account" field, enter the account code or search for the customer or supplier.
You may also add a new account at this stage by clicking [Add] when in the search screen. See Creating a new customer or supplier.
  • If the diary appointment is for a prospective customer, enter the prospect number in the 'Prospect' field. You must have Sales Prospecting enabled for this option to be available.
  • Enter the appointment "Type" e.g. 'HOL' for holiday.
  • Enter any notes relevant to the appointment in the "Notes" field. You may continue into the [Notes] tab if you need more room to record information.
  • Enter the appointment "Status" e.g. 'CON' for Confirmed or 'PRO' for Provisional.
If this appointment is a regular diary entry, or spans a specific period of time such as a holiday for an employee, you may wish to use the option to create a repeated appointment.

Repeated Appointments

You may repeat an appointment as you are creating it. For example; when entering an employee holiday you may wish to repeat the appointment for the entire holiday period to save you having to create each day as a separate entry.

  • Click [Repeating].
  • Tick "Appointment repeats?".
  • Specify how often this "Repeats", the "Occurance" and the days to apply it to.
  • Specify the date range for the appointment e.g. a single week for a holiday or a 12 month period if you are creating an entry to appear on the first Monday of every month.
Check your settings before clicking [Done]. Once the appointments are generated you will have to manually amend or delete each one if you create appointments in error!
  • Once the entry is ready to save click [Done] and [Accept].
If you forget to enter the repeating details see this article.

Editing an appointment

If you need to amend an appointment go to " Personnel Planning Diary Entries".

  • Find the appointment that you want to amend using the [Advanced] search options e.g. search on a date range, employee, account etc.
  • Click {{Button|Edit}] on the appointment to amend and make your change.
  • Click [Done] and {{Button|Accept}] the changes.

Deleting an appointment

Follow the steps for editing an appointment but click [Remove] to delete the entry. Please note: This will not delete a series of appointments.

See also


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Keywords AND Misspellings
new, appointment, diary, entry, app