Event & Availability Scheduling

This article was developed to describe the process of event & availability scheduling within Forth CRM. This article includes the following topics:

• Scheduling an event
• Availability Scheduling
• Editing and deleting events
• Dismissing events

Calendar events can be used to keep track of phone calls or in-person meetings that have been scheduled with contacts. You can set up preset event types or create free-form events. 

Scheduling an event

There are two ways to schedule an event:

• Using the Calendar tab
• Creating the event from the Client Dashboard

Using the Calendar tab

1. From the Calendar tab, click Schedule Event found in the Navigation Bar as shown below.
   
2. The Schedule Event window opens.
   
3. Search and select the contact you want to schedule the event for.
4. Complete the appropriate fields as needed.
   • The user scheduling the event will be defaulted as the assigned user for the event.

     NOTE
     Depending on permissions of the user scheduling the event, they may change the assignment to another user if needed.

   • Select an option from the Event Type menu. Event types can range from general terms such as meetings and phone calls to initial contact phone calls, follow-up phone calls, etc. 
   • Changing the event "View" dropdown menu to Public or Private affects whether other users will be able to see the event on calendars. 
     

     NOTE
     A location and description is not required but can be used to provide extra information about where the event takes place or what the event is scheduled for.

5. Click the Schedule button at the top of the dialog box when finished.

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Creating the event from the Client Dashboard

1. From the Client Dashboard, click the Events nested tab.
   
2. Click Schedule Event.
3. The Schedule Event window opens with the contact's name already inserted (see the red highlighted area in the image below).
   
4. Complete the appropriate fields as needed.
   • The user scheduling the event will be defaulted as the assigned user for the event.

     NOTE
     Depending on permissions of the user scheduling the event, they may change the assignment to another user if needed.

   • Changing the event "View" dropdown menu to Public or Private affects whether other users will be able to see the event on calendars. 
   • Select an option from the Event Type menu. Event types can range from general terms such as meetings and phone calls to initial contact phone calls, follow-up phone calls, etc. 

     NOTE
     A location and description is not required but can be used to provide extra information about where the event takes place or what the event is scheduled for.

5. Click the Schedule button found at the top of the page when finished.

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Availability Scheduling

1. From the Calendar tab, click Availability Schedule. Click image to enlarge.
   
   The Users Availability window opens.
   
   
2. Select a date range using the Start Date and End Date pickers.
3. Select the time range you are available from the Times menus.
4. To specify the types of events that can be scheduled during these types, click the desired options under Event Types.
5. If desired, in the Exclude Days section, add any dates you do not want to be shown as available.
6. Click the Add To Availability button found at the bottom left of the page.

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Editing and deleting events

Deleting events is used when the event hasn't happened yet and you no longer need it.

1. From the Calendar tab, navigate to the date of the event you want to edit.
2. In the left-side panel, click the "pencil and paper" Edit icon next to the date of the event (see the red highlighted area in the image shown below).
   
3. The Schedule Event window opens.
   
4. Do one of the following:
   • Edit the event as needed, and then click the Schedule button when finished; OR
   • Click the Delete button to remove the event from your calendar.

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Dismissing events

Dismissing events is used to change the status of an event and add notes to it. It can be used to trigger an action in a workflow if one has been assigned to it. You can also set up a form to pop up when dismissing certain types of events.

1. From the Client Dashboard, go to the Events nested tab.
   The Events nested tab displays Upcoming and Past events.
   
2. Click the document icon under the "Dismiss" column icon for the appropriate event.
   The Dismiss Appointment window opens. 
   

   NOTE
   Depending on the event type you will have different dismissal options.

3. When finished, click the Update Event button.

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