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Diary, Create a New Appointment

To create a new diary appointment…

  • Click the “Starburst” or “New” button on the Diary toolbar
  • Choose “Add a diary appointment”
  • Click the “OK” button
  • A Basic Appointment

    To use the diary at its simplest, as illustrated below, all you have to do is…

  • Type a name in the “Contact” field (i.e. the person you’re meeting)
  • Type an action in the “Action” field (i.e. the planned activity, such as “MEETING”, “HAIRCUT”, etc)
  • Use the “To user” drop-down to select who, in your office, this appointment is for (i.e. probably yourself, but could be a co-worker)
  • Click the “?” button next to the “Date” and then double-click the date for the appointment
  • Enter the start and end times of the appointment in the “Time” fields
  • Click the “Save” button to save the new appointment
  • Using The Diary More Effectively

    The trouble with the above approach is that you might enter “SAM SMITH” for one appointment, then “S SMITH” for the next one, and subsequently, because of the inconsistent naming, not be able to get a transaction trail of all contacts with Sam Smith. So instead you should FIND the contact record and likewise FIND a standard description for the action from the “Action” drop-down. The following comprehensively describes how to set-up some standard actions and then complete an appointment in the recommended way…

    Set-Up Standard Actions

    Starting from the diary’s Daily, Weekly or List view…

  • Click the “Signpost” button
  • Click the “Diary” option then “Setup actions…”
  • Use the “Action” drop-down to review your current list of standard activities
  • To CHANGE an action, click the existing description, adjust it as required and then click the “Change” button
  • To ADD a new action, click any existing description, adjust it as required and then click the “Add” button
  • To REMOVE an action, click any existing description and then click the “Delete” button
  • Note that changing a standard description will not change existing appointments with the old description.

    Completing An Appointment The Recommended Way

    Starting from the diary’s Daily, Weekly or List view…

  • Click the “New” or “Starburst” button, then with reference to the illustration below…
  • Use the “Address set” drop-down to select the appropriate address set (e.g. Clients, Individual)
  • Use the search buttons directly above the selected address set to find the contact in question (e.g. WHITE R)
  • Ensure that you’ve found the correct record by checking the displayed telephone number and address details
  • Use the “To user” drop-down to select who, in your office, this appointment is for (i.e. probably yourself, but could be a co-worker)
  • Alternatively use the “…” button next to the “To user” drop-down to select users by distribution group, as shown below (see “Set-up, Users”)
  • Use the “Action” drop-down to select the closest standard activity (e.g. “MEETING ARRANGED”)
  • Click the “?” button next to the “Date” and then double-click the date for the appointment
  • Either…
  • o enter the start and end times of the appointment in the “Time” fields

    o or click the “All day event”, as applicable

  • Optionally (e.g. if the client is to be advised by a registered individual or to be charged a fee) use the “Adviser” drop-down to select the adviser record
  • Optionally (e.g. if the client is to be charged a fee) use the “Lead” drop-down to select the introducer or lead’s record
  • Enter full details of the appointment in the “Notes” panel
  • If the appointment is related to a policy then you can find it by using the “>” button to the right of  “Regarding policy ref”
  • Click the “Save” button to save the new appointment
  • Pre-selecting the Date

    If you’ve already clicked on a given date & time in either the Daily, Weekly or List view, then when you start a new appointment it’ll default to the same date & time.

    Create an Appointment From a Client Record

    You can save time by starting directly from a client record, in which case the new appointment will be pre-loaded with the current client’s name and address, as follows…

    o Optionally click on an existing appointment to pre-set the date and time

    o Click the “Starburst” or “New” button on the toolbar

    See also “Diary, Client Diaries”.