Appointments: To Assign a Staff Member by Using the Calendar Board

The following activity will walk you through the process of creating and scheduling an appointment for a service order. You will assign the appointment to an employee who is available on the scheduled date, and you will use the Unassigned Appointments (N) tab on the calendar board.

Attention: This activity is based on the U100 dataset. If you are using another dataset, or if any system settings have been changed in U100, these changes can affect the workflow of the activity and the results of the processing. To avoid any issues, restore the U100 dataset to its initial state.

Story

Suppose that the COFFEESHOP - FourStar Coffee & Sweets Shop customer has contacted the SweetLife Service and Equipment Sales Center and requested the juicer installation service. The customer wants the employee performing the service to have specific licenses and skills, to be sure that the services will be provided with the highest quality. A service order has been entered in the system.

Acting as the service manager (Maia Davis), you now need to create an appointment and assign it to the staff member while considering the staff member's available working hours as well as specific licenses and skills.

Configuration Overview

In the U100 dataset, the following tasks have been performed for the purposes of this activity:

The minimum system configuration, which is described in Company with Branches that Do Not Require Balancing: General Information, has been performed.
The SWEETLIFE company has been created on the Companies (CS101500) form. This company has multiple branches created on the Branches (CS102000) form, including SWEETEQUIP (Service and Equipment Sales Center).
On the Service Management Preferences (FS100100) form, the minimum settings have been specified, including specifying the numbering sequences and work calendar, for the service management functionality to be used.
On the Users (SM201010) form, the davis and waite user accounts have been created. The EP00000040 - Maia Davis employee has been associated with the davis user account; that is, Maia Davis has been selected in the Linked Entity box of the Summary area of the form. The EP00000003 - Jon Waite employee has been associated with the waite user account; that is, Jon Waite has been selected in the Linked Entity box of the Summary area of the form.
On the Branch Locations (FS202500) form, the WEST BRIGHTON branch location of the SWEETEQUIP (Service and Equipment Sales Center) branch has been created.
On the User Profile (SM203010) form, for the davis user, WEST BRIGHTON has been specified as the default branch location.
On the Skills (FS200600) form, the INSTALLING skill has been created.
On the License Types (FS200900) form, the INST&REP license type has been created.
On the Licenses (FS201000) form, the FSL00002 license has been created. This license has the INST&REP license type and was created for the EP00000003 - Jon Waite employee.
On the Employees (EP203000) form, the EP00000003 - Jon Waite employee has been created. On the General tab (Employee Settings section), the Staff Member in Service Management check box has been selected. The INSTALLING skill has been listed on the Skills tab, and license FSL00002 of the INST&REP type has been listed on the Licenses tab.
On the Staff Schedule Rules (FS202001) form, a work schedule rule has been defined for the EP00000003 - Jon Waite employee, and the work schedule has been generated for this employee on the Generate Staff Schedules (FS500400) form.
On the Non-Stock Items (IN202000) form, the INSTALL service (that is, an item of the Service type) has been created. For this service, INSTALLING has been listed on the Service Skills tab, and INST&REP has been listed on the Service License Types tab.
On the Service Orders (FS300100) form, the service order with the 000041 reference number has been created.

Process Overview

You will create an appointment by using the Service Orders (FS300100) form. Then on the Calendar Board (FS300300) form, you will assign a staff member to an appointment while considering the staff member's available working hours.

System Preparation

Before you begin performing this activity, do the following:

Launch the MYOB Advanced website, and sign in to a company with the U100 dataset preloaded. You should sign in as a service manager by using the davis username and the 123 password.
In the company to which you are signed in, be sure that you have enabled the Service Management feature on the Enable/Disable Features (CS100000) form.
In the info area, in the upper-right corner of the top pane of the MYOB Advanced screen, make sure that the business date in your system is set to 1/30/2023. If a different date is displayed, click the Business Date menu button, and select 1/30/2023 on the calendar. For simplicity, in this activity, you will create and process all documents in the system on this business date.

Step 1: Creating an Appointment from the Service Orders Form

To create and assign this appointment, perform the following instructions:

On the Service Orders (FS300100) form, open the 000041 service order.
On the form toolbar, click Create Appointment.
The Appointments (FS300200) form opens.
On the Settings tab, in the Scheduled Date and Time section, set Scheduled Start Date to 1/30/2023 1:00 PM.
Ensure that the Handle Manually check box is cleared.
On the form toolbar, click Save.

Step 2: Assigning a Staff Member to the Appointment

To assign a staff member to the appointment by using the calendar board, do the following:

While you are still viewing the appointment on the Appointments (FS300200) form, on the More menu, click Schedule on Calendar.
The Calendar Board (FS300300) form opens in a new window. The left part of the form contains two tabs—Service Orders and Unassigned Appointments (n). n is replaced with the quantity of unassigned appointments for the currently selected date.
On the Unassigned Appointments (n) tab (Item 1 on the following screenshot), ensure that the 000041-1 appointment (Item 2), which was created in Step 1, is listed.
Figure 1. An unassigned appointment
Right-click the appointment, and then click Filter Staff. The list of staff members on the dashboard is filtered to match the skills and licenses of the services in the appointment.
Drag the 000041-1 appointment from the Unassigned Appointments (n) tab to any time interval during Jon Waite's work hours. The appointment is now assigned to Jon Waite (Item 1 on the next screenshot) at the scheduled start time that was specified when you created the appointment (Item 2). Note that you can change the time of the appointment by dragging the appointment box.
Figure 2. An assigned staff member
Click the 000041-1 appointment link in the calendar. The Appointments form is opened with the details of the appointment. On the Staff tab, confirm that Jon Waite is assigned to the appointment.