Appointments Setup

The Appointment settings allow administrators to configure service behavior, notifications, and workflow structure within the Field Service module.

Appointment Service Action

The system allows you to define preconfigured Appointment Service Actions, each with specific attributes tailored to your business needs. These predefined actions streamline the appointment creation process and ensure consistent billing and service tracking.

Predefined Appointment Service Actions can include:

• Name – the display name of the service action

• Invoiceable – defines whether the service is chargeable

• Distance Charges – enables automatic billing for travel distance

• Chargeable Items – identifies parts or services that should be billed

Appointment Status

To improve clarity and control over service workflows, the module supports custom-defined Appointment Statuses.

These statuses help categorize the current state of each appointment and allow teams to track progress more effectively.

Examples of custom Appointment Statuses:

• Scheduled

• Awaiting Dispatch

• In Progress

• Pending Approval

• Completed

• Cancelled

Appointment statuses are fully configurable and can be modified based on the organization’s workflow requirements.

Appointment Notification Settings

The system provides flexible options for configuring email notifications and reminders related to Appointments and Work Orders.

Static Appointment Reminder Emails

• A list of email addresses can be defined to receive automatic reminder notifications.

• Multiple email addresses should be separated by a semicolon (;).

Behavior:

• When an appointment date is approaching, the system sends a reminder email to all configured addresses.

Send Appointment Reminder Email to Customer Contact

• Yes / No

If enabled:

• The customer contact associated with the Appointment will receive a reminder email before the scheduled date.

Send Appointment Reminder Email to Member on Assignment

• Yes / No

If enabled:

• A notification email is sent to a user when they are added as a member to an Appointment or Work Order.

Send Notification on Appointment Status Change

• Yes / No

If enabled:

• All assigned members receive an email and/or system notification when the Appointment status is updated.

Send Notification on Work Order Status Change

• Yes / No

If enabled:

• All Work Order members receive an email and/or system notification when the Work Order status changes (e.g., Start, Pause, Complete, Cancel).