Scheduler Setup

Click Configuration menu > Scheduler Setup.

The Scheduler Setup menu on the Configuration menu.

Watch the following video to see how you can configure Scheduler to suit your shop's business.

For more videos, click the following link: Training Videos About Scheduler.

Enabling Scheduler

In Configuration, click Configuration menu > Scheduler SetupEnable Scheduler to turn on the Scheduler program. On the main toolbar in R.O. Writer, the Scheduler button The Scheduler button in the main toolbar. replaces the Calendar button The Calendar button in the ticket toolbar. .

Scheduler Options

In Configuration, click Configuration menu > Scheduler SetupScheduler Options.

The Schedule Options window.

Shop Hours

For each day of the week, set the Start Time and End Time.

If the shop is closed on that day, check Closed. The Start Time and End Time fields disable.

Scheduler Hours

The Scheduler Hours section is where you set the number of hours you can see on the calendar of the Scheduler window for each day. You can set the calendar to more hours than your shop is open to customers.

Set the Start Time and End Time.

The Scheduler Hourse section.

On the Scheduler window, open hours appear in light gray, and closed hours are blocked out in dark gray.

The weekly scheduler view showing the closed hours in darker gray and the open hours in lighter gray.

In the Display Last ... Days setting, enter the number of days you can see past appointments on the Scheduler window. For example, enter “30” for 30 days. This field is limited to two digits. If you try to enter more than two digits, the third digit will not appear in the field.

Miscellaneous Settings

The highlight settings determine how highlighting works in the technician section of each labor line on the Parts/Labor Tab. You can decide how you want to highlight the fact that the labor is scheduled or unscheduled.

The Miscellaneous section.

The following table describes the highlight options:
Highlight Setting Description

Highlight Tech on Unscheduled Labor

If the job is not scheduled, a red box appears in the technician code section of the labor line.

  • The red box lets the service writer know that the job is not scheduled.
  • The red box goes away when the job is scheduled.

Highlight tech on Scheduled Labor

If the job is scheduled, a red box appears in the technician code section of the labor line.

Don't Highlight Labor

The red box never appears in the technician code section of the labor line.

For example, if Highlight Tech on Unscheduled Labor is selected, the labor lines look like this in the Jobs section of the Parts/Labor tab:

Highlighted and unhighlighted labor lines in the Jobs section of the Parts/Labor tab.

The Locked Closed R.O. setting prevents you from updating appointments linked to closed repair orders. It is unchecked by default.

Appointment Reminder Emails

The Appointment Reminder section.

The following table describes the options in the Appointment Reminder Emails section.
Settings Description

Send Reminder if Due in Next

Enter the number of hours in the blank field. This is the number of hours before the appointment that the email reminder should be sent.

Reminders are not sent until the Send Reminders toolbar button The Send Reminders toolbar button. is clicked on the Scheduler window.

To make sure all your upcoming appointments are emailed, open Scheduler and click the Send Reminders toolbar button The Send Reminders toolbar button. each day.

Send Confirmation After New

Select to send confirmation emails when appointments are scheduled.

Send Confirmation When Updated

Select to send confirmation emails when appointments are rescheduled.

  • Select Always to always send a confirmation email as soon as the appointment is rescheduled.
    • There is no prompt; the email sends automatically.
  • Select Prompt to be prompted to send a confirmation email as soon as the appointment is rescheduled.

  • Select Never to not send an email or be prompted to send an email confirmation as soon as the appointment is rescheduled.

Add/Edit Resources

You can configure resources such as bays and/or specialized equipment.

To Add Resources

Complete these steps:

  1. In Configuration, click Configuration menu > Scheduler SetupAdd/Edit Resources.
  2. On the Resources window, select the resource in the dropdown list.

    The Resources window with a resource selected.

  3. Click the Add button to add a new resource.

    The Resources window with no resource selected.

  4. Enter a Resource Code and a Resource name.
  5. Select a color for the resource in the Color dropdown list.
  6. It’s important to choose distinct colors for each resource so that they are easy to distinguish from each other on the Scheduler window.

    The resources section.

  7. Click Save.

NOTE: You should also assign colors to each technician in Technician Configuration.

Add/Edit Appointment Status

These statuses apply only to appointments and not to tickets. The ticket status is independent of the appointment status. When the ticket status changes, that change applies only to the ticket and not to the appointment.

The appointment status does not change the ticket status until the repair order is finalized. At that time, the appointment status is changed to CLOSED.

To Add Appointment Statuses

You can configure statuses such as Scheduled or Waiting for appointments.

Complete these steps:

  1. In Configuration, click Configuration menu > Scheduler SetupAdd/Edit Appointment Status.

    The Appointment Status window showing the existing statuses

  2. To add a new status, click the Add button. The fields on the window clear.

    The Appointment Status window blank so you can enter a new status.

  3. Enter a Status Code and a Status name.
  4. If desired, select a Picture in the dropdown list. This image displays on the appointment with the Status description.

    The picture dropdown list expanded.

    The image also displays on the appointment tile.

  5. Click Save.

NOTE: When no status is selected for an appointment, R.O. Writer defaults to a status of Open and changes to Closed when the appointment is linked to an estimate that is saved or to a repair order that is finalized.

Additional Scheduler Configuration

After you have enabled and configured Scheduler Setup, you need to set up additional items in Configuration such as

Assign Colors to Technicians

You may need to edit your technicians to assign them colors for Scheduler. If technicians are already assigned colors, those colors appear in Scheduler automatically.

Complete these steps:

  1. Select Configuration menu > Labor > Technicians.

    A color selected for a technician on the Technicians window.

  2. Select a Technician in the dropdown list.
  3. In the Color dropdown list, select the color for the technician.
  4. The default color for text is black. Check Reverse Text if you select a dark color for the technician. Checking Reverse Text makes the text white so that it can be seen on the dark technician color.

    The Technicians window with Reverse Text checked.

    • Dark color with reverse text: An appointment in a dark color and white text.
    • Light color with the default (black) text: An appointment in a light color and black text.

NOTE: Technicians marked as inactive do not appear in Scheduler.

Prompt to Create Future Appointments After Finalizing

You can have R.O. Writer create a future appointment when you finalize a repair order. In the Configuration module, select Configuration menu > Repair Order > Required Entries > Finalize section > Schedule Appointment.

The required entries window with the Schedule Appointment dropdown list expanded and circled.

When you finalize a repair order,

Print Appointment Reminder Stickers

R.O. Writer can print appointment stickers for windshields to remind customers of their next scheduled appointment. You can use the same label printer and stickers used to print oil stickers.

Password-Protect Functions in Scheduler

In the Configuration module, select Configuration menu > Security > Security Levels > Scheduler.

Click the plus sign to see the functionality that can be password-protected in Scheduler. The list of functionality expands for each item.

The items in scheduler you can password-protect.

Select each item and enter the desired security level for that functionality from 0–9.