Reflow

Setting Up a Contact and Appointment in the Dashboard

💡 Purpose:

This guide will walk you through the process of setting up a contact in the Dashboard and scheduling an appointment for one of the designers. By following these steps, you will ensure that the customer's information is correctly captured and that they are properly scheduled for their consultation.

✔️ Procedure:

  1. Check the Calendar:
    • Start by checking the calendar to see the availability of the designers. Click on the calendar icon to view the different calendars.
    Check Calendar
  2. Select the Sales Calendar:
    • Click on the sales calendar to identify which designer is available for the appointment.
    Sales Calendar
  3. Set Up a New Contact:
    • Navigate to the contacts section and select the option to set up a new contact.
    Set Up New Contact
  4. Enter Contact Information:
    • Fill in the necessary details for the new contact. Ensure to include a zip code and mobile number, as this information is required for contracts and DocuSign processes.
    Contact Information
  5. Enable Communication Preferences:
    • Change the communication preferences from "no" to "yes" for mailing lists and transactional emails. This allows the customer to receive confirmation and reminder emails.
    Enable Communication Preferences
  6. Turn On Text Messaging:
    • Enable text messaging to allow appointment reminders to be sent via SMS.
    Turn On Text Messaging
  7. Assign Sales Representative and Lead Information:
    • Assign the sales representative to the contact and fill in the lead type (e.g., referral, website, etc.). This helps track where leads are coming from.
    Assign Sales Representative
  8. Save the Contact:
    • Once all the information is filled out, save the contact information.
    Save Contact
  9. Set Up the Appointment:
    • Navigate to the design appointments section and click on the new appointment icon. The designer's name will be automatically populated.
    Set Up Appointment
  10. Select Appointment Details:
    • Specify the appointment type (initial consultation, follow-up, etc.) and enter any notes that the designer should be aware of regarding the customer's needs.
  11. Choose Date and Time:
    • Select a date and time for the appointment using the calendar. Ensure there are no conflicts with existing appointments.
    Check for Conflicts
  12. Finalize the Appointment:
    • Save the appointment details. The customer will automatically receive a transactional email confirming the appointment.
  13. Notify the Designer:
    • Use the notes section to inform the designer about the scheduled appointment by creating a new note.
    Notify Designer
  14. Completion:
    • You have now successfully set up the customer’s contact information and scheduled their appointment. The designer will be informed of the new appointment.
    Completion

📎 Additional Resources:

  • For further assistance, consult the internal documentation or reach out to your supervisor.

Privacy Policy

Terms of Service

(C) Reflow, 2024