Schedule Setup

The schedule setup pages allow agents to define their availability to meet with leads in person or by telephone.
Each agent can assign blocks for a specific use within the schedule setup by dragging and dropping predefined blocks into the calendar.  Repeating time blocks can then be assigned for additional days as required.

Tip
It is not necessary to designate availability for a specific type of meeting if you do not wish to.  Using the open block, the agent is available for any type of meeting.

Defined time blocks are: Meetings: One-on-one meeting in person or using virtual meeting technology
Phone calls: Phone call meeting with a lead
Open: Available for any use
Breaks: Time where agent is unavailable due to a break
Events: Group meetings
Blocked: Unavailable for any use
Holidays: Agent is unavailable because of a much needed vacation.
The most frequently used time blocks are Meetings, Phone Calls, Open and Events.

Tip
Work hours and days for an agent are defined in the User detail page. When entering time blocks, the time selector will only include hours that the agent is scheduled to work.

To add a Time Block

  1. Select the required time block from the Schedule Setup menu.
  2. Drag and drop the time block onto the desired day of the calendar. The block detail dialog will open. 
    Note: You cannot select days in the past for schedule setup
  3. Select the From field. A popup time selector will appear.
  4. Select or enter a time as the beginning of the desired time block
  5. Select the To field. A popup time selector will appear.
  6. Select or enter a time as the end of the desired time block
  7. Select the All Day check box if you wish the time to include all of the agent’s defined work hours
  8. To repeat the time block, check the days you wish to have the time block repeated. For a onetime event do not select any repeat options.
  9. Click Save.
  10. The time block will appear in the Schedule Setup Calendar

Events

Events are meetings in which multiple leads participate. Examples of events are free seminars, education seminars, and special promotions.  Blocking time for an event differs from setting meeting blocks in the following ways:

  • Events can be scheduled for other agents. Meeting blocks can only be set by the agent.
  • Events can be scheduled outside the regular working hours or days of an agent.

When defining an event, the following selectors and fields are available for completion.

From Time the event will begin
To Time the event will end
All day Checkbox to set the event hours from 9am to 5pm
Repeat Days of the week that you wish the event to repeat – leaving blank makes a onetime event.
Event Type The type of event. Normally Seminar, Education, and Special
Event location The location that the event will be held
Event Leader Agent or facilitator who will lead the meeting
Description Short description of the meeting’s purpose
Landing page Optional page where more information is available
Max seats The number of available seats
Notification An email sent to the lead on enrollment
Reminders Check boxes to select the number of days prior to the meeting you would like a reminder sent to the lead. Multiple days can be selected.

To add an event block

  1. Select the event block from the Schedule Setup menu
  2. Drag and drop the event block onto the desired day of the calendar. The event block detail dialog will open. 
  3. Select the From field. A popup time selector will appear.
  4. Select or enter a time as the beginning of the event
  5. Select the To field. A popup time selector will appear.
  6. Select or enter a time as the end of the event
  7. Select the All Day check box if you wish the event to be schedule 9am to 5pm
  8. To repeat the time block, check the days you wish to have the time block repeated. For a onetime event do not select any repeat options.
  9. Complete the event type, location, name, leader, description, landing page, max seat, notification, and reminders selectors and fields.
  10. Click Save.
  11. The event will appear in the Schedule Setup Calendar AND the Main Schedule

Next: Scheduling Leads