Appointment Screen

Updated on 25 Jan 2023

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The Appointment screen can be displayed from the following locations:

From the Calendar screen by double-clicking an existing appointment or by double-clicking a blank place on the calendar.
From the Aspire Navigation Bar by selecting the New Appointment option in the Quick Menu.
From the Activity Search List screen by selecting the New Appointment option from the Add icon or clicking an existing appointment in the search list.
From the Work Ticket screen by selecting New Appointment from in the Work Ticket Activities section.

The following table describes the screen elements.

Screen Element	Description
Attendees	This multi-select box allows you to choose multiple attendees for the appointment from the contacts list. If the selected contact is an Aspire user, the appointment will be added to their calendar. Making a user an attendee on the appointment makes the appointment available in the Activities List on the Contact screen for that contact. The attendees can also be used to filter the Activities search list based on the Assigned to Contact field.
Regarding	This combo box allows you to associate a property, opportunity, or work ticket with the appointment. If you choose one of these, the appointment will also be available from More Activities on the appropriate Property, Opportunity, or Work Ticket screen. Once you have entered a value into this field, an icon is displayed identifying the type of entity you have chosen. Clicking this icon will display Google maps pinpointing the location of the associated property. A search in this field can be defined by Property, Opportunity, or Work Ticket. When text is entered, the search results that auto-populate will only be related to the chosen record type. The property will be the default record type. More than one item type can be selected or deselected. The last chosen record type will be cached and appear the next time a search in this field is initiated. Work Ticket record types will only date back to 12 months. ForWork Tickets that are older than 12 months, navigate the Work Ticket details screen and click New in the Activity section.
Location	This is a free-form field that allows you to enter a description of the location at which the appointment will take place.
Subject	Allows you to specify the subject of the appointment. You can type any text into the field. Additionally, Aspire allows you to insert expandable tokens that are replaced by appropriate values when you save the appointment. Note that the available tokens differ depending on whether you have selected a property, opportunity, or work ticket in the Regarding field. Expandable tokens are only available if a value has been provided in the Regarding field.
Private Appointment	When this checkbox is selected, other users will be able to see the appointment in Aspire, but will not be able to see information about the appointment (i.e. subject, location, or notes).
Start Date	Allows you to specify the start date and time for the appointment. You can enter a value directly into the field or use the Date icon immediately to the right of the field to select values.
End Date	Allows you to specify the end date and time for the appointment. You can enter a value directly into the field or use the Date icon immediately to the right of the field to select values.
Complete Date	This field is not used for appointments. No value will be entered or displayed.
Note	RTF field that allows you to provide a formatted description of the appointment or include an agenda. Additionally, Aspire allows you to insert expandable tokens that are replaced by appropriate values when you save the appointment. Note that the available tokens differ depending on whether you have selected a property, opportunity, or work ticket in the Regarding field. Expandable tokens are only available if a value has been provided in the Regarding field.
Cancel	Clicking this leaves the Appointment screen without saving any changes.
Save	Clicking this saves any changes and initiates the sending of appropriate emails based on the updates to the appointment.

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