The detailed view of individual Customers is split into several sections:
Edit the respective sections by clicking the edit icon .
At the beginning of the customer detail page the name of the customer is presented together with the address and the symbol.
Occasional problems may occur during geo-positioning. These will be displayed below the address, e.g. 'Address was incomplete'
Optionally, edit the address of the customer and geo-locate it manually. See the following sections Customer details or Geo-coding respectively. Click Remove warning in case you want to remove the warning because you are satisfied with the quality of the geo-positioning despite small inaccuracies (e.g. 'House number was not found').
Edit address / symbol
By clicking the edit icon in the address / symbol section you open a menu where you can choose between Address and Symbol.
By clicking the Navigation link in the Address/Symbol section, the GPS navigation program on your smartphone will be launched, automatically using the customer address as target destination. Please refer to section GPS Navigation for information on the configuration of the navigation program in portatour®.
Additional customer fields
Optional data fields for customers are displayed in the Information section. The actual fields may differ from the following example.
A click on the phone number is enough to establish a telephone connection without any further input. A click on the email address creates a new email, a click on the website opens the browser.
To edit the fields, click the edit icon . A separate editing window will open:
Edit the data and click Save to apply the changes.
This section informs you if a customer has been added to My Places or not. By clicking the Edit symbol you add the customer to My places or mark him as accommodation.
In the same way you remove the customer from My Places or as accommodation (see also My Places).
In this section you find the date and time of the last customer call. The current call urgency will be displayed through exclamation points:
Click on Called Now to log a call. Through this, the current date and time will be set as last call date. Additionally, a check-mark shown next to the customer in the schedule indicates that you already called this customer.
If you want to enter or correct the date of the last call at a later point in time, click the edit icon on the top right. You get to an input form where you can freely choose and Save the date and time of the last call. If the desired date is not shown in the dropdown menu, you can open the calendar view by clicking the calendar icon. Then select the desired month with << and >> and click the day to determine the date of the last call. With Delete you remove the date of the last call.
If a customer has been missed, let portatour® know by clicking the Missed now button. Thus you make sure that portatour® does not reschedule the customer for the same day. By updating the schedule now, portatour® can schedule additional calls to invest the time well.
The date of the last missed call will be displayed on the customer detail page until a successful call will replace it.
For new customers – i.e. customers not called yet – you will find the additional note Activated on as well as the information how many days ago the activation took place and what percentage of the call interval has expired since:
The date the customer has been created or activated for portatour® is displayed as activation date by default. This date is used to calculate the call urgency of new customers. Starting from the activation date, portatour® calculates an optimized schedule for the new customer within the desired call interval.
For example, a new customer that has been activated for portatour® on the 06/01/2010 with a call interval of 60 days will usually be scheduled between 06/01/2010 and 07/30/2010 at the latest.
The actual day for the first call will be selected by portatour® according to an optimized schedule – i.e. it depends on the geographical location of the customer and the call urgency of existing customers. After the initial call, future calls will be scheduled based on the date of the last call and the call interval. The Activated on information will be hidden because it is no longer relevant for the call urgency.
You can change this date with > Change Activation Date.
Enter call report
Depending on the settings in Options > Call Parameters > Reporting > Call reports you will be prompted to enter the call report by clicking Called now or Missed:
Date, Start time, End time and subject are automatically prefilled. The end time is the time when you click Called now or Missed. Use the field Note for entries of up to a maximum of 1000 characters. In the field Call note at the bottom, you can enter a short reminder of important tasks that you want to be reminded of for the next customer visit. The X button deletes this note.
Click the [...] symbol to the right of the start time to copy the times from the schedule for the call report. This is useful if you want to log the call later in the day, but want to enter the scheduled times:
Click Save to save the call report and make it available for later review in the customer detail page's Last Report section.
Call reports that are entered in the offline mode are temporarily stored on your computer and automatically uploaded to the server when the internet connection is restored and you change to online mode (see also Internet connection).
In this section you can see when the customer should be called again, as well as a brief reminder (Call note) about important tasks that you would want to consider during the next call.
By clicking Include in schedule you ensure that the customer is included in the schedule in any case. Use this option for customers who are scheduled manually or if you want to call customers before the expiry of their call interval (see also Edit schedule and Reservations). Click Remove reservation to delete the reservation.
In case the customer has already been included in the schedule, this section shows the scheduled date and time. By clicking Convert to appointment the suggested call is converted into a fixed appointment. Thus you prevent the appointment from being rescheduled during later schedule updates. The functionality is the same as Edit schedule.
By clicking the edit symbol , the following menu will be shown:
Edit call note
Here you can enter the call note that shall be displayed on the customer detail page under Next Call. To keep it in mind, this note is also shown in the schedule right below the customer (see section Show schedule).
One-time 7 Days / 14 Days
Use this option if you want to schedule a one-time customer call within a short interval (about 7 days or 14 days). E.g. in the case of a special occasion when you promise the customer during a call to visit him again next week without making a fixed appointment.
This section tells you about upcoming appointments with this customer.
Each appointment is listed with weekday, date, start time and duration. The start time can also be a period of time if the appointment has a leeway or a time frame. Click an appointment to open its detail page, where you can subsequently edit the appointment.
You can create a new appointment for this customer by selecting New appointment. Please refer to section Appointments for more information.
Click Calendar to reach the calendar view with the scheduled calls and appointments (see also section Calendar).