Summary

The Schedule Item and Calendar windows allow you to quickly schedule permit inspection appointments and assign them to inspectors. The scheduling process is designed to meet the scheduling needs of a wide range of organizations. This flexibility provides a high level of freedom when scheduling appointments.

For example, the standard scheduling method involves scheduling one inspector to one appointment for a specified duration. Each inspector's calendar will be populated with these limited duration appointments. Alternatively, the scheduling system will not prevent you from scheduling one inspector for multiple appointments with the same date and time. This allows you to schedule an inspector for multiple inspections in a single day, but allows the inspector to choose when each inspection is conducted within that day. The system does require that you confirm these conflicting appointments to prevent scheduling mistakes.

Step by Step

1     Open or create a permit.

2     Open the Inspection tab.

• The Inspection tab will display all of the inspection types attached to the permit.
• If the inspection type has not yet been scheduled, you can proceed directly to the scheduling step. Highlight an inspection type and click the Schedule Inspection icon   to schedule the selected inspection type. This will open the Schedule Item window.
  • This process in covered in step 4 below.
• Click the View Schedule icon   to display the selected inspection type on the system calendar. This will open the Calendar window.

3     View the existing inspection type appointments.

• The Calendar window will display any inspection appointments associated with the selected inspection.
• Use the View drop-down menu to select the calendar view that will be displayed.
  • When displaying the calendar by the Week or Month, you may want to expand the Calendar window in order to view the appointment details more easily.
• Use the Queue drop-down menu to filter the displayed appointment information by queue.
  • Queues are created and maintained on the Queue Maintenance window (BP> Maintenance> Queue).
• The Users section will display all of the inspectors included in the selected queue. Check the toggle next to each inspector whose inspection calendar should be displayed. All of the inspectors will be checked by default.
  • The Users section will display all available inspectors if None is selected from the Queue drop-down menu.
  • Inspectors are Springbrook users that are added to the appointment scheduling system on the User Schedule Setup Maintenance window (SS> Maintenance> User Schedule).
• Use the left and right arrow buttons at top of the displayed calendar day or week, or the scroll bar to the right of the calendar month, in order to view the previous or following calendar period. Click the Home icon   to quickly return to the current period.
• You can click and drag any displayed appointment if you would like to quickly change the scheduled date, time, or duration. This will not change which inspector or queue the appointment is assigned to. Double-click on the appointment to view and edit these appointment details.
• Click the Delete Appointment icon   to delete the displayed appointment.
• Click the Schedule Inspection icon   to schedule a new appointment for the inspection. This will open the Schedule Item window.

4     Schedule an inspection appointment on the Schedule Item window.

• The Users section is used to assign the inspection appointment to a queue or a user.
  • Select a Queue from the drop-down menu to assign the inspection appointment to a queue.
  • If None is selected from the Queue drop-down menu, the Users section below will display all of the inspectors that the appointment can be assigned to.
    • Each inspector that is checked will be displayed in the calendar grid below.
• The Details section is used to record the inspection appointment details.
  • The Description field is used to record the appointment details. This field can be up to 50 characters long.
    • The description will appear in the appointment box on the Calendar window.
  • The Start Time field is used to adjust when the appointment will begin.
    • The start time will default to the current time. When this field is edited, the appointment box in the calendar grid below will automatically adjust to reflect the changes.
  • The Duration field will display the duration of the appointment as established when the inspection type was initially created. This field can be edited to shorten or extend the appointment duration.
    • When the appointment duration is edited, the appointment box in the calendar grid below will automatically adjust to reflect the changes.
    • Inspection types are created and maintained on the Inspection Type Maintenance window (BP> Maintenance> Inspection Type).
• The Calendar Grid is used to assign the appointment to a specific inspector.
  • The grid will default to the current date. You can change the displayed date by clicking the displayed date at the top of the gird and selecting a new date. Click the Home   icon to return to the current date.
  • Click and drag the appointment box to adjust when the appointment will take place and which inspector the appointment will be assigned to.
  • Click the Confirm icon   when complete.
• The scheduled appointment should now display on the calendar.
• Click the Save icon   to save the new appointment.
• The inspector attached to the appointment will automatically receive an email when the appointment is initially scheduled. This email will include a link that allows the inspector to add the appointment to their MS Outlook calendar. If the scheduled appointment time is changed or deleted, the inspector will receive an update email with a new calendar update link.
  • Inspectors must first be set up as Springbrook users (SS> Security> User). 
  • After being set up as a Springbrook user, Inspectors are set up with availability schedules on the User Schedule Setup Maintenance window (SS> Maintenance> User Schedule).
  • Inspectors can then be attached to inspections on the Inspection Maintenance window (BP> Maintenance> Inspection> Inspector> Inspector Name field).