How to Schedule & Manage Appointments in Perfect Inventory Manager

2025-06-30

📅 Appointments Page

“Book, view, and manage all your customer appointments in one place — including in-person and virtual sessions.”

🎯 Purpose of This Page

The Appointments Page serves as your central calendar and booking system. You use it to:

  • Schedule appointments for customers or patients
  • Track visit reasons, assigned staff, and appointment types
  • View and manage all bookings on a timeline-based calendar
  • Integrate with external platforms like Zoom or Calendly
  • Keep records of missed, completed, and canceled visits

🛠️ Key Features of the Appointments Page

Feature Description
➕ Add Appointment Schedule a new visit for any customer
📅 Calendar View Displays bookings in a day, week, or month layout
👤 Link to Customer Every appointment is tied to a customer profile
⏱️ Specify Time Choose specific date/time and duration
💬 Enter Reason/Notes Record visit purpose or special instructions
📞 Contact Buttons Email, SMS, or start a Zoom session if enabled
❌ Mark as Missed/Canceled Track no-shows and cancellations

📅 Calendar View Modes

You can toggle between:

  • Day View — for detailed, per-hour tracking
  • Week View — see your team’s weekly load
  • Month View — ideal for planning or spotting trends

Each appointment appears as a colored block, showing:

  • Customer name
  • Purpose (e.g., “Follow-up”, “Sample Pickup”)
  • Duration

Colors may be used to indicate appointment status (e.g., completed, missed, upcoming).

🧰 Example Workflow: Booking a Follow-Up Visit

  1. Open Appointments Page
  2. Click Add Appointment
  3. Select customer: "Mrs. Jane Doe"
  4. Set:
    • Date: 7 days from today
    • Time: 10:30 AM
    • Duration: 30 mins
    • Reason: "Follow-up — Blood pressure review"
  5. Save

✅ Now it appears on the calendar, and is also visible on Jane Doe’s customer profile.

🔗 Linking to Customers

Every appointment is tied to a customer, which means:

  • You can quickly view their past appointments from their profile
  • A new appointment can be booked directly from the Customer Page
  • History of appointments is useful for continuity of care or sales

🧠 Status Tracking

Each appointment can be marked as:

Status Meaning
Scheduled Default — appointment is upcoming
Completed Marked once the visit happens
Missed Used when the customer fails to show up
Canceled Used when the appointment is canceled ahead of time

This makes follow-ups and reporting much easier.

💻 Zoom & Calendly Integration (Optional)

If your system has integrations enabled:

  • A Zoom link can be generated per appointment
  • Customers receive a meeting invitation via email/SMS
  • Calendly syncs booked appointments with your preferred calendar

✅ Ideal for virtual consultations, remote diagnostics, or administrative bookings.

🧠 These links and meeting details are visible both on the Appointments Page and in the Customer Profile.

📤 Export or Print

You can export appointments by:

  • Customer
  • Staff
  • Date range
  • Status (e.g., all missed appointments)

Print schedules for physical handouts or reports.

🧠 Best Practices

  • Always specify the reason for the visit — this helps in reporting and follow-ups
  • Use the status field to track no-shows and improve time usage
  • Review the weekly or monthly view to spot underutilized slots
  • Add Zoom or phone call links in advance for smoother telemedicine sessions