To edit an appointment, open the appointment details page and click one of the edit icons . All icons open the same window for editing.
Click the pen icon at the top to create, edit or delete a customer reference.
You can now change also the subject of the appointment and the time settings.
In the Schedule drop-down menu, specify whether you want to give portatour® leeway for further flexibility and optimization potential. You have the choice between On time, With leeway, Flexible on the day and All-/Multiday. If the appointment is assigned to a customer and this customer has limited business hours on the day of the appointment, then these business hours will be considered for scheduling when selecting the option Flexible on the day. If the appointment lasts all day or extends over several days, select the option All-/Multiday in the Schedule field and set the date and time of the appointment's beginning and end. Note that in such a case, leeway is not possible. In case of all-day appointments, portatour® will not schedule any further calls on the day.
The Date of the appointment is set in the drop-down menu. By clicking on Calendar an additional calendar view appears for the selection of the date:
You can change the month with the links << and >>. Click on the desired day to select a date – it will be highlighted in orange. Close the calendar view afterwards.
In the field Start you set the beginning of the appointment. If the appointment is supposed to be scheduled With leeway, select the time span until the latest possible start in the Leeway drop-down menu. Example: You have agreed to visit your customer in the morning. Set the start time to 08:00 and a 240 minute leeway. If you want to set a leeway for all new appointments by default, change the scheduling parameters section in the portatour® options – see Appointment leeway. The more leeway there is, the higher the potential for optimization through portatour®.
In the End Time input box, enter the end of the appointment and thus the duration. If you do not find the desired end time in the selection box, click on the keyboard icon to the right of the input field. Now you can manually enter the end time in hours and minutes:
Under Recurring, determine whether this is a recurring appointment that repeats regularly (see Recurring appointments).
By clicking Edit address, the appointment address is displayed in the edit mode. Change the relevant address boxes and click Geocode. For details on address geocoding and processing, see Geocoding.
If the appointment is not location bound – e.g. a telephone conference via mobile phone – click Remove location. This will enable portatour® to schedule the appointment at any location – usually on the way between two customer calls. The appointment thus serves as 'time blocker' where no further calls can be made.
Optional data fields of the appointment are displayed in the Information section. These can be adjusted under Options>Custom Fields (see Custom fields Overview).
Press Save to apply the changes to your appointment.
Immediately after saving, portatour® checks if the appointment collides with any others. During this process, the necessary driving times between the appointments are taken into account. As a user you can recognize colliding appointments by the red flash symbol shown everywhere in portatour® where appointments are displayed.