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How to create Appointments and Bookings in Prime ​

Appointments and Bookings

How to Guide

Overview ​

This document outlines the process for managing Appointments for Estimators using Prime.

The scope of this document and solution considers Estimator appointments and bookings; not for other office or field staff.

NB: guidance for using the Bookings App will be provided once the app is finalised.

Booking and Considerations ​

Bookings for Estimators are limited based on:

  • Jobs they already have
  • Leave or Personal Appointments

How many jobs they can fit in is dependent on

  • Duration of the work required
  • If they need to be at a job at a specific time
  • The location of the job
  • Where they are travelling from (their home or the previous job)

How Estimator availability is calculated ​

We calculate the estimators availability based on their Prime Appointments. Prime Appointments are sent to OptimoRoute to calculate their route for the day. This provides the stops and duration of the route.

Can we fit in another appointment? ​

For any Estimator we know how much work they have scheduled. We also know the hours in their work day. The difference is how much time they have available.

For the Appointment we need to know the duration of the work and the travel time.

If the duration + travel time is less than the available time then they can fit in the appointment.

Important note about Prime and Calendar Items ​

Prime Calendar has two main types:

  • Appointments (Yellow)
  • Calendar Items (Purple)

Do not use Calendar items to book out time for an Estimator. Consider them notes and they don’t affect their availability.

How to ​

Booking a Field Quotation Appointment in Prime ​

NB:

  1. When manually booking an Appointment you should consider the availability of Estimators.
  2. If booking other Appointment Types see the additional instruction below.
    Field Quotations notify the Insured of the Estimator booking.

Open the Job in Prime and go to Appointments

Click Book Appointment

Book for Estimator TBA (VIC or QLD depending on you job’s location)

Pick the Date and Make the Window for 8AM to 2PM

(the actual Scheduled Time will be between 8AM and 2PM)

Pick the type as Field Quotation

NB: Field Quotations will notify the Job Contact via SMS__ and provide a tracking link.__

Appointments, Types and Options ​

Appointment Types ​

The Appointment Type Determines the behaviour of the booking system:

  • Whether an Order (appointment) is created in OptimoRoute
  • The Duration of the Task
  • The address of the order (the Job address, Estimator’s Home, Office address)
  • Whether the Insured is notified

Insured Notifications ​

If the Appointment Type is Field Quotation or Major Loss Estimate the Insured will be notified of the appointment and when the estimator is on the way.

Any other appointment type will not notify the Insured (its blanks out the Phone number).

Appointment Types and Booking Time ​

Appointments in Prime have a Start and End Time. However this means different things for different types of Jobs.

Theres two ways we schedule these appointments:

Duration and Window ​

For Appointment types like Field Quotation or __Major Loss Estimate we __set a window the work can be scheduled and a duration of the Task.

i.e. between 8AM and 2PM they need to do a 30 Minute Task

OptimoRoute uses the Windows (8AM to 2PM) to find the best time to schedule the Task

Specific Start and End Time ​

For most other types we take the specific start and end time of the Prime Appointment and set that as the duration of the task.

Ie. They need to arrive at 10AM and will be working until 11:30AM.

OptimoRoute will try and set the task to the requested time

Viewing Appointments ​

NB: you need an OptimoRoute Login to view Route Details

Open https://my.optimoroute.com/

Choose Plan and Optimize

Ensure you have the correct date chosen

The Scheduled Driver and Schedule At tell you who is schedule and when for each Order (Prime Appointment)

A summary for each driver is show at the top left

Booking and Appointment Dashboard ​

NB: an OptimoRoute login isn’t required

http://bi.ethosbuilding.cloud/public/dashboard/1e04630c-2714-4562-a623-0baf8265f99e

Booking Admin Time ​

TBC

Use Site Job if work is related to the Job

Use the Office Jobs is not

Use Appointment Type

Booking Personal Leave ​

TBC

Use Office Jobs A and B

Link to Prime Jobs

Admin Tasks ​

Creating new Estimators ​

New Estimators need to be assigned and created in the Ethos Booking system. This is to set who to schedule and the types of work should be allocated.

Email IT to add a new Estimator

Updating Service Types and Estimator Skills ​

Currently the Service Types and Skills are manually maintained in the Ethos Database.

The current values can been viewed in MetaBase

https://bi.ethosbuilding.cloud/collection/29-bookings-and-appointments