Service Scheduler is a calendar scheduling system that allows users to create and manage appointments for work estimates or repair orders all within DX1. Service Scheduler allows you to create appointments at the job level right within the service invoice as well as the ability to schedule and create work estimates directly from the calendar itself. Service Scheduler allows for click and drag editing, 4 different calendar views, and it also has the ability to send appointment notifications through the DX1 SMS feature.

In this article we will cover how to:

1. How to create and manage appointments from the Active Invoice Page
   
2. Create an appointment through the work estimate or repair order.
3. Create an appointment and optional work estimate from the Service Scheduler calendar.
4. How to create additional appointments for units or jobs.
5. How to look up existing appointments for a work estimate or repair order.
6. How to edit job titles or descriptions in a scheduled appointment.
7. How to delete appointments from the Service Scheduler.

How to create and manage appointments from the Active Invoice Page

• To see if any appointments exist for an Invoice you can simply hover over the Appointment Icon to see the details
  
• To add, delete or edit an appointment simply click the Appointment Icon to open the Appointment Pop Up

Create an appointment through the work estimate or repair order.

• Once you are in the work estimate and have selected a customer and unit you can click the blue "Appointments" button at the top right of the invoice screen.
• You will now see the appointments window where you can click the "+ New Appointment" button.

• After clicking the "+ New Appointment" button you will now see the Schedule Appointment window.
• Your next step is to enter the required information:
  • Appointment Date
  • Appointment Start Time
  • Appointment Duration
  • Tech is optional
• If a preferred notification is not set for the customer you can set the default communication type using the dropdown box. Note: Dealers must be signed up for SMS within DX1 to utilize this function.
• Next, you will use the dropdown selector to select the unit you would like to schedule the appointment for. If there is only one unit on the job this will show as the default unit.
• After selecting the unit you will use the job information dropdown to select the job you desire. If there is only one job on the unit this will show as the default job. 
• Once all your selections are set click the "Save" button.
• Note that if you create an appointment from the work estimate or repair order it will give you a 24-hour time selection. Same as the day view in the calendar itself.

Create an appointment and optional work estimate from the Service Scheduler calendar.

• Click the scheduling tile under the Service module.
• This will open the calendar to the default calendar view set in dealership settings.

• Double click the calendar for the desired date, time, and technician to open the Schedule Appointment window.
• Your next step is to enter the required information:
  • Appointment Date
  • Appointment Start Time
  • Appointment Duration
  • Tech is optional
• Search and select the desired customer and unit. Note you may need to enter the unit if one does not exist in the customer garage.
• If a preferred notification is not set for the customer you can set the default communication type using the dropdown box. Note: Dealers must be signed up for SMS within DX1 to utilize this function.
• Next, you will fill in the Job Title information or select a standard job template.
• Once you tab out of the Job Title field you will notice the "Create Estimate" button is now blue at the top of the Schedule Appointment window. Click the "Create Estimate" button. Creating the estimate is an option, not required.
• After clicking the "Create Estimate" button you will notice the Work Estimate # field is now populated with a work estimate number and there is also an "Open" hyperlink available.
• You will also now be able to add a Job Indicator, Location, Keyboard Number, and the Technician Job Sheet
• If you are done with the appointment you can click the "Save" button and it will return you to the Service Scheduler calendar. If you would like to go directly to the work estimate click the "Open" hyperlink above the work estimate number.
• Once you create a work estimate in the calendar all additional appointments will need to be added through the work estimate or repair order.

How to create additional appointments for units or jobs.

• Open the desired work estimate or repair order. In order to add additional appointments, the additional unit and or job must be entered prior to trying to add the additional appointment.
• Once you have entered an additional unit and or job click the "Appointments" button.
• Click the "+ New Appointment" button.
• After clicking the "+ New Appointment" button you will now see the Schedule Appointment window.
• Your next step is to enter the required information:
  • Appointment Date
  • Appointment Start Time
  • Appointment Duration
  • Tech is optional
• Next, you will use the Unit Information dropdown selector to select one of the units you would like to schedule the appointment for.
• After selecting the unit you will use the job information dropdown to select the job you desire. If there are multiple jobs select the desired job in the dropdown.
• Once all your selections are set click the "Save" button.

How to look up existing appointments for a work estimate or repair order.

• Open the desired work estimate or repair order and click the "Appointments" button.
• Once the appointments window opens you can use the Open Existing Appointments dropdown selector to see all the scheduled appointments for the work estimate or repair order.
• This dropdown will show the appointment job title, date, and time.
• If you would like to open the appointment select the desired appointment then click the "Open Appointment" button.

How to edit job titles or descriptions in a scheduled appointment.

• In order to update job titles or job descriptions in a scheduled appointment, you must update the job title or description in the job itself.
• Once you update the title and save the work estimate or repair order the job title and description will update automatically.
• Note if you have the service scheduler open in an additional tab or browser window when making the change in the work estimate or repair order, you will need to refresh the page by hitting F5 to show the updated job information.
• If you are on the calendar you can also drag and drop appointments from one day, time, or tech to another and you can also modify appointment durations by clicking and dragging the appointment border.

How to delete appointments from the Service Scheduler.

• The first option is to go to the appointment on the calendar, open the event, then click the "Delete" button.
• The second option is to click the "Appointments" button in the work estimate or repair order, select the job, click the "Open Appointment" button, then click the "Delete" button in the Scheduler Appointment window.

Support

For additional support or questions regarding functionality, you can contact our customer support team in a number of ways shown below. Again it is mandatory for dealers to get with their accounting and business departments to understand the rules and regulations for your local, state, and federal laws.