Appointments
Appointments can be configured under Rollout -> Appointments, by Users who are at least Rollout Manager.
The schedule can be opened and individual Appointments can be scheduled by Users who are at least Service Desk.
This feature is only available in Enterprise Rollout projects.
Creation
On the Appointment page, all Inventories with Appointments are listed with the respective timespan of all Appointments combined. Clicking on an Inventory expands all corresponding Appointments with their individual timeline underneath.
To create an new Appointment, the + button must be clicked, opening the New Appointment slide-over:
Selecting the Inventory the Appointment applies to
Yes
Selecting the Client Group(s) the Appointment applies to
Multiple Client Groups can be combined in both AND and OR conditions
⚠️ The Appointment will only apply to Clients that are within the Inventory and within the matching Client Group(s)
No
Defining the Appointment's Name
Yes
Selecting the Appointment's Priority Graphical / text indicator - no further effects
No
Describing the Appointment in detail
No
Selecting the timespan of the Appointment
Yes
Selecting the earliest and latest time per individual day, i.e. the daily timespan Requires both exact hour & minute
Yes
Selecting the duration of each individual Appointment
No
Selecting the number of individual Appointment's that can be scheduled simultaneously
No
Enables Client Users to schedule the Appointment for their device(s) per link sent by email. On both Creation and any later Configuration emails will be sent out to the email address of the Client Users account OR the email address in the selected Custom Field.
⚠️Emails only get sent for Individual Appointments that are not scheduled yet
ℹ️ It is possible to send several emails per Individual Appointment, for example if the Custom Field is of type Multi-Select
No
The Working Days configuration will further restrict the timespan of the Appointment and should be kept in mind while setup.
After confirming the settings with the Save button, the Appointment is created and shows up under its corresponding Inventory on the Appointment page and on each affected Client Detail View.
Configuration
Existing Appointments can be accessed by simply opening them on the Appointment page.
In the resulting Appointment Detail View, the Appointment settings and an overview of the scheduled and the unscheduled Appointments are displayed.
The Appointment can be configured by clicking the Edit button in the Settings box, causing the Edit Appointment slide-over to open.
The Edit Appointment slide-over behaves just like the New Appointment slide-over, enabling the User to freely change all fields, with the exception of Inventory, which is read-only.
When utilizing the Email Invitation via Custom Field, an email will only be sent out for the Individual Appointment, if it has no Date.
In the case of the Client having both an Client User and an valid email in the selected Custom Field, the Client User address has priority and no email will be sent to the address in the Custom Field.
The Appointment can also be deleted using the slide-over.
Unavailable timeframes
Unavailable timeframes can be added and removed using the Add button in the corresponding box, located below the Appointment Settings.
In the resulting Add unavailable timespan modal, it is possible to define both single days and consecutive timeframes that are to be excluded.
By default, the selected days are completely excluded.
However, it is possible to un-toggle Is all day timespan to block only a specific period within each individual day.
All unavailable timeframes are listed in the Unavailable timeframes box, where they can also get removed by simply clicking the corresponding x button and confirming.
Individual Appointments
Individual Appointments are shown for each eligible Client in the corresponding Client Detail View as well as on the Client Dashboard.
All individual Appointments are also listed in the Appointment Detail View, as shown in Configuration.
Here, they are sorted by their state, i.e. scheduled or unscheduled, and can be viewed by switching between the corresponding tabs.
For all methods of access as listed above, clicking on an individual Appointment opens the corresponding modal's Information tab , where the User can change the Appointment-Assignee, set the Appointment to DONE / UNDONE and schedule day & time.
Furthermore, the Information tab displays the Appointment's Priority, Duration and Description.
Notes by the Client User are also shown here, if present.
The affected Client is displayed with Name, Assignee and Status and can be opened up in a new tab with the respective button.
In the Emailing tab, it is possible to send out both Invitation and Confirmation Mails for the Individual Appointment.
The History tab lists all Invitation and Confirmation Mails that have been sent out to the User(s) and provides both a exact timestamp and the User responsible.
Scheduling Individual Appointments
Individual Appointments can be scheduled by either the Rollout Team or by the Client Users themselves.
By the Rollout Team
As previously mentioned, the Rollout Team can schedule Individual Appointments using the Appointment Detail View, the Client Dashboard or the Client Detail View.
When scheduling an Individual Appointment, the Rollout Team can send a confirmation mail to the Client User, by selecting the respective Send button in the Emailing tab.
If the Client User has an Rollouter account or a Custom Field is defined for the Users mail, the respective mail address(es) gets auto-filled. Its also possible to remove individual mails or add new ones.
Sending out a mail will return a success message that replaces the button used.
By Client Users
Registered Client Users can access their owned Clients via the Client User Dashboard, enabling them to schedule date & time of the corresponding Clients Individual Appointment(s).
Clicking on an Individual Appointment leads to the Appointment Scheduling modal, where the Client User can choose a suitable timeslot and add a note for the Rollout team.
Saving the timeslot displays a success notification, then closes the modal and updates the DUE DATE of the Individual Appointment.
By invitation links
Client Users without a Rollouter account can schedule the Individual Appointments of their owned Clients through a link that is sent to them via email.
This must be enabled by the Rollout Manager, as mentioned in Creation.
Based on the provider used, they email layout slightly differs, but in any case, the email contains the Appointments title, the affected Client and the Appointment's description.
The make an appointment button contains a unique link that leads to a simplified user interface, similar to the Client User Dashboard.
Here, the Client User can choose a suitable timeslot and also leave a note. After saving, a success pop-up appears:
If the Individual Appointment has been set to DONE by the Rollout Crew, the link still works, but the modal is deactivated and displays the date & time of completion.
Limiting Parallel Appointments
The Parallel Appointments define the number of Individual Appointments that are allowed to happen simultaneously.
This restricts the timeslots the Client Users can choose from on both the Client User Dashboard and in the link-based scheduling.
To visualize this, the table below shows the Rollout Calender with several Individual Appointments and the result for an Appointment set to max. 2 parallel and 60 minute duration:
01:30PM to 14:30PM
No blocked Timeslots
No blocked Timeslots
04:00PM to 05:00PM 04:30PM to 05:30PM
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