Managing Appointments

From the Appointments for Assets page, you can manage your appointments with the fleet maintenance shop. Managing appointments include the following:

Note: In the Available Actions menu, the Appointment link is available only if you have Customer Appointment View permission.

·      Creating Appointment

·      Editing Appointment

·      Confirming Appointment

Creating Appointment

The Create Appointment dialog box lets you create an appointment in a specific maintenance shop to perform repairs/service on your asset.

Create appointment

To create an appointment

1.    In the Customer Portal screen, enter the asset number or the license plate number, and then click the Continue button.

The asset information page opens.

2.    In the Available Actions section, click Appointment.

The Appointments page opens. The Appointments page displays the existing appointments for the asset.

3.    Click the Create Appointment link.

The Create Appointment dialog box opens.

4.    In the Shop list, select the maintenance shop to create an appointment.

Note: The Shop list displays the maintenance shops that are assigned to your user account in the Setup module of FASTER Web.

5.    In the Appointment Status list, select the Waiting for Fleet to confirm status.

6.    In the Appointment Date/Time field, type the date and time in the MM/DD/YYYY HH:MM:SS AM/PM format.

Note:

  • You can also select the date and time by clicking the   icon.

The Select Customer Appointment Date/Time dialog box opens displaying the available time slots for the current date. You can click the navigation arrows ( ) to move back and forth on the calendar and click  to open the calendar and select a desired date and time.

  • Optionally, you can specify the following fields:

  • To create the appointment beyond the specified time limit of the selected maintenance shop, select the After Hours Appointment check box. The After Hours Appointment check box is available only if the selected maintenance shop allows appointments beyond the specified start time and end time of the day. The setting to allow after hours appointment is configured in the Setup module of FASTER Web.

  • To add a note for the appointment, type the note in Appointment Note box.

  • The default asset contact to whom the appointment notification is sent is displayed in the Asset Contact/s that will Receive Appointment Invite section. This setting to receive email notification for appointments is configured in the Contacts tab of the Assets module in FASTER Web.

  • The Additional Asset Contact/s that can be included in Appointment section displays the details of the person who is assigned to the asset as an asset contact but who does not have receive email notification for the appointment set in the asset contact. To notify these asset contacts about the appointment, in the Email Notifications column, select the check box of the asset contact.

  • The Send Notification on Save check box is selected by default. This sends appointment notification to the following contacts:

  • Contacts displayed in the Asset Contact/s that will Receive Appointment Invite section.

  • Contacts displayed in the Additional Asset Contact/s that can be included in Appointment section.

  • Persons who are configured to receive notification for any appointment in the selected maintenance shop. This setting is configured in the Setup module of FASTER Web.

You can clear the Send Notification on Save check box if you do not want to send appointment  notification to any of the above contacts.

·      If the Auto Approve Appointment is configured for selected maintenance shop, the Confirmed option is selected for Appointment status drop-down and is disabled.

·      If the Auto-approve appointment is not configured, Appointment status drop-down is enabled, and user can select appropriate status.

·      The FASTER Web system restricts a user from creating an appointment for unavailable time range of the maintenance shop. In Calendar, when maintenance shop administrator tries to book the appointment, date time range in the ‘select Customer Appointment Date/Time’ pop-up is disabled.

·      When user clicks on the save button in the appointment pop-up, the system checks whether appointment Date/Time is overlapping the maintenance shop unavailability or not. If yes, the system displays the following error message "Customer Appointments cannot be made because the maintenance shop is unavailable for the selected date/time. Please select different date/time."

7.    Do one of the following:

§      Click Save to save the information and close the window.

§      Click Save and Add Service Request to submit the appointment and to go to the Service Request page.

§      Click Cancel to disregard any changes and close the window.

Editing Appointment

The Edit Appointment dialog box lets you modify or update the details of the appointment. Once the appointment is modified or updated, an email notification is sent to the asset contacts.

Edit appointment

To edit an existing appointment

1.    In the  Customer Portal screen, enter the asset number or the license plate number, and then click the Continue button.

The asset information page opens.

2.    In the Available Actions section, click Appointment.

The Appointments page opens. The Appointments page displays the existing appointments for the asset.

3.    Click the Edit link next to the appointment that you want to edit.

The Edit Appointment dialog box opens.

4.    Make the changes as required.

Note:

  • If the FASTER Web user has proposed a new appointment schedule which is not feasible to you, you can propose another date/ time and select the status as Waiting for Fleet to confirm.

  • To cancel an appointment with the fleet maintenance shop, select the status as Canceled.

5.    Click one of the following:

§      Click Save to save the information and close the window.

§      Click Save and Add Service Request to submit the appointment and to go to the Service Request page.

§      Click Cancel to disregard any changes and close the window.

Confirming Appointment

When a FASTER Web user creates an appointment or proposes a different date/ time for your appointment, you can confirm the appointment if the appointment schedule is feasible to you.

To confirm an appointment

1.    In the  Customer Portal screen, enter the asset number or the license plate number, and then click the Continue button.

The asset information page opens.

2.    In the Available Actions section, click Appointment.

The Appointments page opens. The Appointments page displays the existing appointments for the asset.

3.    Click the Confirm link next to the appointment that you want to confirm.

The appointment is confirmed and a notification email is sent to the asset contacts.

Note: The Confirm link is available only when the FASTER Web user has created an appointment or proposed a changed schedule for appointment.

4.    Click one of the following:

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