Overview

When scheduling a repair in Shop Manager, you can create an appointment in two ways: through the Scheduler or while building an Estimate. This article will guide you through both methods as well as review how to create or attach an Estimate to an appointment to ensure a seamless scheduling process.

 

Table of Contents: 

  1. Creating a Simple Appointment on the Scheduler
  2. Creating an Estimate from an Appointment
  3. Linking an Existing Estimate or Work Order to an Appointment
  4. Creating an Appointment from an Estimate

 


Creating a Simple Appointment on the Scheduler

Sometimes, you may need to schedule an appointment quickly or block off time for a break or lunch. You can do this by creating a simple appointment in the Scheduler. Unlike regular appointments, a simple appointment typically doesn’t have a customer or an Estimate attached—but you can add that information later if needed.

 

Let’s walk through the steps to create a simple appointment.

  1. Go to Scheduling tab within the left toolbar

  2. View the Calendar

  3. Click and drag to create an appointment (or double click in an area, then drag to the appropriate length)

  4. Save the appointment

  5. No need to link to a repair order, this may be used to just block off time as well, such as lunches or breaks.

 



Creating an Estimate from an Appointment

When scheduling an appointment and building an Estimate, you can do both simultaneously within the Scheduler.

 

To start, create the appointment by either clicking and dragging to set the desired time length or double-clicking on the time slot and adjusting the duration in the Edit Appointment modal.

 

While in the Edit Appointment modal, you also have the option to create a new Estimate. This will automatically generate a blank Estimate where the technician (if the appointment was created under a tech) and the due in time will be copied, and the RO will then be linked back to the calendar.

 

 

 

 


Linking an Existing Estimate or Work Order to an Appointment

If a customer's Estimate or Work Order already exists, you can easily link it to a new or existing appointment using the Edit Appointment modal.

 

How to Attach an Existing RO to an Appointment:

  1. Create a new appointment or edit an existing one by clicking on the appointment box and selecting the Details icon (which looks like a notecard).
  2. In the RO field, enter the RO number, customer name, or other details to search for the existing Repair Order.
  3. Once you select the correct RO, the appointment will automatically update to display key details such as the customer name, vehicle, time, date, and RO number.

 

This ensures all relevant information is linked for a seamless workflow.

 




Creating an Appointment from an Estimate

Another way to create an appointment, besides using the Scheduler, is through an Estimate. When a Due In time is entered on an Estimate, it automatically generates an appointment on the calendar, seamlessly linking it to the corresponding RO.

 

Steps to Create an Appointment from an Estimate:

  1. Start an Estimate by clicking on the 'New Estimate' button within the Jobs in the Shop page or the Scheduler page. 

  2. Pick a Due In time - this will trigger the creation of the appointment.

  3. The appointment will then be created on the Calendar

    • The Repair Order will automatically be linked

    • The tech column will corresponds (if one is chosen)

    • The default length for an appointment is one hour

      • To extend the appointment, click on the clock icon in the calendar window.


 

When you navigate to the Estimates page, you will now see your appointment. If you selected a technician, it will appear in their column; otherwise, it will show up in the Unassigned column.