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How do I book office appointments and field work?
Office appointments and field work: how to book them, what happens when two overlap, and how field notes become a report.
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How do I book an appointment? What happens when two appointments overlap? What do I do after the appointment? How do field work notes become a report? Who books appointments?Daily → Appointments holds the office's day: who is coming in, where someone from the team is going, and what they found there. An appointment can be linked to a customer and to a project that is under way.
| Type | When | What it adds |
|---|---|---|
| Office appointment | The customer, a partner or an authority comes to you | — |
| Field work | Away from the office: a site, an inspection, a visit to a customer or an authority | A category, a location, field work notes |
How do I book an appointment?
+ New appointment asks for a subject, a date, a start and an end time (in half hours — the end fills itself in half an hour later until you change it) and, if you like, a telephone number, an assignee, a customer, a project and notes. In the Weekly schedule, clicking an empty slot opens the form at that time.
The Appointments tab of a project, a customer or a member shows the next appointment, the month with the days that have one, and the list by month. While a project or a customer has none, Appointment at the office and Field work open the form with the project or the customer and the type already filled in.
What happens when two appointments overlap?
If the same person already has an appointment at that time, you are told and you choose: Save anyway or Change the time. Nothing stops you.
What do I do after the appointment?
From the appointment's row you mark it completed, cancel it or reschedule it. The assignee is notified when it is given to them, when the time moves and when it is cancelled. An appointment linked to a project shows up in Team › Me › My time as a suggested time entry for that day — keep it or turn it down.
How do field work notes become a report?
When you complete a field work appointment, Field work notes opens: type or dictate what you saw and measured, and the text is kept exactly as you wrote it. When the office has AI switched on, Turn into a report drafts four parts (findings, measurements, problems, next steps) for you to correct before saving; it uses credits. The report will not save if it contains a number that is not in your notes. If the appointment has a project, the report also goes into its notes, and the next steps can become tasks.
Who books appointments?
| Permission | Office Owner | Office administrator | Project manager | Technical staff | Secretariat | Accounting | Website manager |
|---|---|---|---|---|---|---|---|
| Create and edit appointments | yes | yes | yes | yes | yes | no | no |
Field work categories are set by whoever changes the office's settings, under Settings → Projects & services → Field work categories: switch on ready-made ones or add your own. An appointment keeps the category it had when it was saved.