Edit schedule

Edit call suggestions

You have the option to manually modify the portatour® schedule by opening the context menu of a customer in the schedule - either by clicking the arrow down symbol at the row's right, by right-clicking anywhere in the row, or by tapping the row for about 1 second on touchscreen devices.

• Convert to appointment: The suggested call is converted into an appointment at the suggested call time. Thus, the time of the call will change upon future schedule updates. This is recommended if you have already agreed on a date and time with the customer.
• Convert to flexible appt.: The suggested call is converted into an appointment but with variable time, i.e. the time of the appointment can still change during future schedule updates for optimization purposes. However, the day will definitely remain unchanged.
• Convert to appt. flexible in the week: The suggested call is converted into an appointment - with this appointment type, however, the day and time are variable, i.e. the day and time can still be moved within the selected week for subsequent schedule updates - but the week remains fixed. Your working hours and your customers' business hours are taken into account.
• Convert to appt. & edit: The suggested call is converted into an appointment, which you can edit immediately in a pop-up window (see also Edit appointment). Use this function if you generally want to visit the suggested customer but have agreed to a different day and time with them.
• Remove reservation: Select this option if you have made a reservation for a customer in the schedule (see Reservations) but now do not necessarily want to visit them.
• New call block: If it is not possible or you do not want to visit a customer – e.g. your contact person is on holiday – this is the way to create a call block for a specific period (see also Call blocks). You then have to update the schedule to take the call block into account.
• Called now: As soon as you have visited the customer, log the call by pressing Called now. This automatically saves the current date in the customer's Last call section. See Last Call for more information.
• Missed now: If you were unable to meet with the customer, log this by pressing Missed now. See Last Call for more information.

Clicking on an overnight stay suggestion opens the context menu for editing the overnight stay. Here it is also possible to book a hotel room via Booking.com (see Changing or fixing an overnight stay location and Find a hotel).

Edit appointments

Use the right mouse button or click on the down arrow on the far right in the line of the desired appointment to open the context menu:

• Open customer: Opens the customer detail page of thecustomer in question.
• Edit appointment: Opens a pop-up window for editing the appointment.
• Delete appointment: Deletes the appointment.
• Exclude appointment from schedule: Select this option if you do not want the appointment to have any influence on your day trip. The appointment will not be included in the next schedule update. Use this option for appointments that are for informational purposes only, for example.
• Consider appointment in schedule: The excluded appointment will be taken into account again in the next schedule update.
• Freeze start time: The time of the appointment will no longer be Flexible on the day or Flexible in the week but fixed at the currently scheduled time.
• Convert to 'Flexible on the day': The time of the appointment becomes flexible on the day, i.e. the time can change upon future schedule updates for optimization purposes.
• Convert to 'Flexible in the week': The day and time of the appointment will be variable within a week and may change with subsequent schedule updates.
• Took place now: Click this option once you have completed an appointment. The current date is automatically saved in the customer's Last call section if the appointment took place with a customer. Optionally, enter a call report (see Appointment took place).
• Missed now: Click this option if the contact person was not available for the appointment.

More

Clicking on the More-button above the schedule will lead you to further options for editing the current day or the schedule.

• Click on Calendar to open the calendar view (see Calendar).
• Export allows you to export or print the schedule (see Export schedule).
• Click New appointment to create an appointment for the current day. A context menu appears with the options for creating appointments (see Create appointments).
• Edit day allows you to convert all suggested visits for the day into fixed appointments, into appointments flexible on the day, or appointments flexible in the week. Also, you can move or swap the day here (see Edit calendar entries).
• Select Edit schedule if you want to convert not only the day, but all suggested calls of the currently calculated schedule into fixed appointments, into appointments flexible on the day or into appointments flexible in the week.
• Clicking on Delete schedule removes the entire schedule including all reservations (see Reservations). Appointments will no longer be displayed in the schedule, but will remain in the calendar. After the next schedule calculation theappointments will be displayed again.