System Document – Appointment Quest
System Document – Appointment Quest 1
Overview – 1
Usage – 1
Salient Features – 2
BAB Clients – 2
Set up – 2
New Account Setup Wizard 2
Business Hours Setup 3
Custom Form Setup 5
Personnel Setup 6
Account Setup Center 6
Overview –
Appointment Quest Online Appointment Manager is an easy to use web-based appointment scheduling software that enables you to manage your customers, personnel, schedules, appointment calendars.
Appointment Quest Online Appointment Manager can be used as an internal scheduling system, or be configured to allow your customers to book appointments with you online. You can have multiple users working in it at the same time, scheduling appointments simultaneously — in real-time.
Usage –
You can create a link to the schedule you created with Appointment Quest and post it on your company's web. Customers visiting the website click on the link and are routed to your own company page on www.appointmentquest.com where they can place an appointment request in less than a couple of minutes.
Customers may monitor appointment request status on the same web site as well as request and receive confirmation and reminder e-mails.
At the same time, you and your authorized service personnel have access to your customer's appointment requests on the Appointment Quest business web site, where all your service schedules, business information and pending appointments are neatly and securely organized within your company's unique account profile. They can also print out a report to keep the information handy.
Salient Features –
1. Custom appointment summaries and reports
2. Appointment rescheduling
3. Appointment confirmations
4. Automatic appointment confirmation option
5. Automatic appointment cancellation option
6. Appointment search, calendaring
7. New appointment e-mail notifications
8. Re-scheduled appointment e-mail notifications
9. Cancelled appointment e-mail notifications
10. E-mail template customization
11. In-house appointment scheduling
12. Custom appointment reports in PDF format
13. Client-side data backup in CSV format
14. User permissions and access management
15. Business hours and holidays setup
16. Time Blocks
17. Multiple user notifications
BAB Clients –
At Best Agent Business we have several client using the service –
Yonas W.
David L.
Stephen B.
Steve Kantor also uses the service.
Set up –
New Account Setup Wizard
Once you sign up for Appointment Quest you will see that on main page there will be some configuration steps that are marked in red. The red are the steps that are still to be completed. New Account Setup Wizard quietly dismisses itself as soon as basic account configuration is complete. Click “Get Started”
Business Hours Setup
One of the first steps in Online Appointment Manager configuration requires setting up business hours. Business hours are presented to your customers as part of business contact information.
Every day of the week can be configured independently, either be closed for business completely, open for a straight number of hours (such as 8AM - 5PM), or be split into several intervals allowing for lunch and service breaks (such as 9AM - noon, 1PM - 6PM). Multiple breaks within the same day are allowed.
See the screenshot below, Saturday and Sunday are closed for business and Tuesday schedule is split into three time frames.
Business Holidays Setup
Every business has it's own holiday schedule. Holidays can be floating (one-time days off) or repetitive, such as Christmas or Independence Day. Repetitive holiday may be configured to happen every week on the same day, every month or every year.
Holiday schedule is not presented to your customers, but disallows scheduling any appointments for a day designated as observed holiday.
Service Schedule Setup
Schedule is an electronic representation of service with its appointment calendar. You can create separate schedules for each type of service offered to your customers.
There are two types of schedules supported by Online Appointment Manager:CapacityandPersonnel.
Capacity type schedule represents a service thatdoes not requireyour customers to schedule an appointment with particular service representative.
With this type of schedule number of appointments (Capacity) defines how many appointments can be accepted on a particular time of a particular day of the week.
Personnel type schedule represents a service that requires your customers to schedule an appointment with particular service representative.
With this type of schedule appointment availability for a particular time on a particular day is determined by service representative (Personnel Record) availability at this very time and day.
Custom Form Setup
Custom Form represents electronic questionnaire form that is presented to your customers and prospects to fill out prior to making an appointment. Custom form consists of title, description and form fields.
There can be only one custom form associated with a given schedule. However, the same custom form can be used by different schedules.
Personnel Setup
A personnel record has to be established for every service representative in the company who accepts online appointment reservations.
Personnel can not accept appointment reservations directly, but through schedules they are associated with. Only personnel-type schedules can have personnel records linked to them.
In Online Appointment Manager each service representative may have his/her own holiday schedule, work hours and vacations.
Account Setup Center
Account Setup Center is a single page 'digital dashboard' for the account. Account profile settings, business hours and holidays, policies, user profiles, schedules, custom forms, and personnel records are linked directly to the account setup center.
It is a single place in Online Appointment Manager where the entire account can be overlooked from.
Business User Setup
Business user is an authorized user of the account. Every business user has his/her own login name, password and a set of permissions. One business user is designated as account administrator.
Access permissions define business user's ability to edit and delete schedules, custom forms and direct offers.
Only account administrator can add, modify and delete business users and personnel records within the account.
Business users can be set up to receive notification for all appointments scheduled , unlike authorized Personnel who receive notification for only their respective schedule.