- LAST UPDATED: 8/20/2014
PRICING TIER: All
APPOINTMENT VERSION: Single & Multiple
Each Customer record can be assigned to a Staff Member profile. Please note, the terms used to describe "Customers" and "Staff Members" might be different in your account. For example, you might need to assign Patients to Doctors, Students to Instructors, or Carriers to Docks.
How to Assign Customer Records
There are three sections available to assign customer records to staff member profiles.
- When viewing Customer Records in Site Administration
- When adding or updating Appointments in Site Administration
- When Customers register through the Customer View
Each section can include a 'Assigned to' (rep_id) drop down option to select a Staff Member profile.
|Admin - Customer Record||Admin - Appointment Page||Customer View Registration|
NOTE: The 'Assigned To' field will only include 'Active' Staff Member profiles when used on the Customer View registration page. However, the drop down will also show 'Inactive' Staff Member profiles when used in Site Administration.
How to Enable the 'Assigned To' field
Follow these steps to add or remove the 'Assigned To' (rep_id) field on the Customer Profile page in Site Administration, Appointment Page window in Site Administration, or Registration Page of the Customer View.
- Click on the Settings tab
- Select the Customer Fields/Terms link from the preferences list
- Scroll down to the 'Assigned To' (rep_id) field
- Set the applicable letter option for each column (H = Hidden R = Required O = Optional V = View Only)
For example, if you only need to set the Assigned To option within each customer record in Site Administration, set the middle (Customer Profile) column to be Required or Optional, then set the left and right (Customer View Registration and Appointment Page) columns to Hidden.
Additional Featues and Preferences
Assigning a customer record to a staff member profile alone has little significance other than restricting access to the customer record. When you assign a customer record to a specific staff member, only that staff member will have access to view the customer record.
Since it is not possible to schedule an appointment without selecting a customer, only the staff member assigned will be able to schedule with the customer. However, this assignment takes on more significance when combined with one or more of the following preferences:
Staff Members Preference #1 - Allow Staff Members to see customers assigned to other Staff Members
Setting this preference to "No" means any Staff Member with an access type of "Location User" will only be able to access Customers assigned to them. Users with other access types, such as "Location Administrator" & "Headquarters Administrator", will still be able to access all Customers.
Staff Members Preference #2 - Allow Staff Members to see unassigned Customers
Setting this preference to "No" will prevent Staff Members with an access type of "Location User" from accessing Customers that have not yet been assigned to a Staff Member.
Customer View Preference #11 - Only allow Customers to schedule with the Staff Member to whom they are assigned
If this is set to "yes", it means that when a Customer logs into the Customer View, they will only be able to view and schedule for the Staff Member they have been assigned to.