Preparer's information must be entered in Setup > Preparer(s) before appointments are added to the Scheduler. The Appointment Detail is part of the scheduling process used to create, edit, assign, or delete a scheduled appointment.  To access this dialog, go to Scheduler > New Appointment, click on a time in the appointment grid, or double-click on an existing appointment.


Find Next Available Appointment


The Find Next Appointment feature requires established preparer schedules for its search.  See the information for Preparer Schedule to create work schedules.


    1. From the Appointment Detail dialog, select a preparer from the Preparers field.
    2. Click Find Next and the Find Next Appointment dialog opens.
    3. Enter the Begin Date (defaults to current day).
    4. Enter the End Date (defaults to the following day).
    5. To view a different preparer's schedule, select a different preparer from the Preparers list.
    6. To view all preparer's schedules, select Any Preparer from the Preparers list.
    7. Click Find.

 


Note

• Preparers that do not have set schedules are excluded from the search results.

• If you select a specific day of the week, that day must fall within the entered date range.


 

The application returns the next available scheduling time for the selected preparer on the selected date.  Double-click on an appointment time to create a new appointment following the steps below.


Make an Appointment – Individual Preparer Meeting


    1. From the Scheduler home screen, select New Appt. The Appointment Detail dialog opens. 
    2. Enter a Date in the calendar or select one from the Date drop list (defaults to current day).
    3. Enter the Start time (defaults to current time).
    4. Enter the End time (defaults to 15 minutes from current time).
    5. Select a preparer from the Preparers list.
    6. Enter the client's first name in the First field (this field is required in order to save the appointment).
    7. Enter any other information as needed.
      1. ID - the client's ID number
      2. Type - the type of appointment being set
      3. Client type - new or returning
      4. Last Name - the client's last name
      5. Desc - a description of the appointment
      6. Street – the client's street address
      7. City – the client's city
      8. State – the client's state
      9. ZIP – the client's ZIP code
      10. Phone (Day) – the client's contact number during work hours
      11. Phone (Evening) – the client's contact number in the evenings
      12. Phone (Cell) – the client's cell phone number
      13. Email – an email contact
      14. Send - send an appointment notification email
      15. Add reminder - add reminder to external calendar
      16. Private appointment - Make the assigned preparer the only one with access to that appointment
      17. Send to external calendar on save - exports to external calendar if one had been established
      18. Recurrence - select when and if the appointment repeats
      19. Comments – any pertinent information regarding the client or appointment.
    8. Click Save


IMPORTANT: To mark an appointment private, click the box marked Private Appointment.  Once this is done, the preparer assigned is the only one allowed access to that appointment.


Make an Appointment – Group Meeting


    1. Set up the appointment in the same way as a single assignment.
    2. Select multiple preparers (up to 50) from the Preparers list.
    3. To select multiple preparers, click each preparer's name to be included.
    4. A preparer's name is selected when it is highlighted.
    5. Click Save.



Note

Use the edit function to add and remove preparers to the group meeting as needed.  Delete the group meeting when it is removed for all attendees



Make an Appointment – Recurring Meeting


    1. Set up the appointment in the same way as a individual preparer meeting or group meeting.
    2. Click Recurrence.  The "Appointment Recurrence" dialog opens showing the frequency options: Daily, Weekly, and Monthly.
    3. Daily – This option, the default selection, allows a maximum of 365 recurrences.
    4. Weekly – This option, when selected, allows a maximum of 52 recurrences.
    5. Monthly – This option, when selected, allows a maximum of 12 recurrences.
    6. Enter an End Date – If a date is not entered, the program defaults to the current date, which results in a single occurrence of the appointment.
    7. Click Save.

 


Note

• You can edit a single occurrence or the full series for recurring appointments.

• If needed or desired, you can make a group meeting recurring.


 

Send an Email Notification


You are able to send an email notification to the taxpayer from the appointment detail. Anytime this option is selected an appointment reminder is sent to the entered email address.

    1. Open an existing appointment.
    2. Click Send.



Note

You can change the email subject and text on-the-fly.



Delete an Appointment


    1. Double-click on an appointment in the schedule grid.
    2. Click Delete. The application prompts for a deletion confirmation.
    3. Confirm the delete request. The application advises that the appointment deleted successfully.


Open a Return for Data Entry


To open the client's data entry screen from the Appointment Detail, click Data Entry.


Note

The client must have a valid SSN entered to open a return in data entry.