Office Manager 

This office management software is designed for use at the front desk in small business and home offices.  

It features 3 modules: 

1) a versatile appointments system that services up to 20 consultants per book and allows printouts of daily appointment lists for individual consultants;  

2) a compact client details database; and  

3) a simplified billing system that will satisfy the needs of most small businesses. 

Appoinment Book

The Appointments Book is designed for use at the front desk in professional and small business offices. It can service up to 20 consultants per book, with appointment lengths ranging from 10 to 240 minutes. It provides printouts of daily and weekly appointment lists and uses page templates for detailed scheduling of each day of the week. 

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Key Features

•Search Facility - Just type in a name and it will be located on all the pages that it occurs.

•Individual cell color coding - you can use different colors as markers for attention e.g. missed appointments, special procedures, job done, outstanding accounts, etc.

•Automatic blockout of time slots for extended appointment times.

•Easy copy/cut/paste word processing routines for rescheduling appointments, scheduling multiple appointments, etc.

•An onscreen Memo Pad to alert staff of important office events.

•Export appointment lists to text files for fax/email to consultants working in the field.

•An integrated Excel worksheet to assist staff with color code keys, fee schedules, office procedures, etc.

•Easy backup and restoration of datafile in case of system crash or hard disk failure. Outdated files can be copied and archived for future reference (see below).

•In the network versions, automatic screen refresh will let you monitor appointments taken from all stations at all times.

If you have special requirements not met by our software, we will be pleased to customise a version for you, at little or no cost.

Because you as the user and customer are our endless source of ideas and inspirations!

Systems requirements:

Pentium 100 or later

Windows 95/98/NT/2000/XP

Display: 800x600 small fonts or higher (set this resolution via Control Panel/ Display/Settings/Advanced applet). 

Busy businesses with large client base may require zipdrive or CD-RW for future backup of files. 

Order

It can service up to 20 consultants.

Additional Information: Office Manager

Platform :  Windows XP/2000/Me/98/NT

30 day money-back guarantee!

Buy Online

$87.00


Getting started 

From the Main Menu, select Option 1 - Appointments - to take a look at the Appointment Diary and see how it is configured. Before taking any appointments, please return to the Main Menu and select Option 2 - Setup Page -  to configure the schedule times, appointment lengths, number of text lines for display in the timelsots, number of service providers and column headings (names of service providers). 

Press the OK button after making the configurations. You will be asked whether you wish to configure the Daily Templates. These templates allow you to block out the timeslots that are unavailable for appointments (e.g. lunch break, times when any consultant(s) is unavailable, etc). Answer Yes if you wish to configure the templates; No if you don't. 

There is a Tips Screen to help you configure the Daily Templates. 

And that's it! You are now ready to take appointments! 

6.  Major aspects 

Navigation around the Page: 

Easiest way is to use the Mouse to point and click wherever you wish to go! 

If,  however,  you are like most receptionists who loathe the Mouse, keyboard access is available as follows: 

Use TAB key to move between Calendar and Appointment Page. and to move out of other Controls.  

Use ARROW keys to navigate around Calendar and Page.  

Press Esc Key to return to today's Page.  

Use Function Keys  to move into the various controls, and  TAB key to move out of them. 

F2 is used to book recurring appointments (see below). 

F3  and F4 keys only function in the network version. 

F6 is used to toggle between the Fixed Memo and Daily Memo messages. Press TAB key to leave the message boxes. 

Once you become familiar with the Function Keys, you will find them very useful as shortcut keys. They are listed in the yellow bar at the bottom of the page. 

You can also use the standard Windows Menu and Toolbar shortcuts; but then you will have to love the Mouse! 

Saving Appointment Data: 

In the single-line text display format, press TAB or ENTER key to save appointment data.

In the mult-line text display format, press TAB key (not ENTER key) to save appointment data. 

Notes on Page Setup: 

Changes to the Page Templates will be automatically applied only to unused appointment pages (i.e. pages where no appointments have yet been made). Changes to existing used pages must be made manually. 

Set up the Page Templates first before taking appointments on any Page, otherwise modifications to the Templates will not be seen on used Pages.

**Making changes to the time schedule (opening time, closing time or appointment length),  please remember that only new 'empty' pages will display the changed time settings. Existing pages with appointment data saved will retain their original time settings.  

When adding a new person to the schedule, it is best to add his/her name to the end of the Names list, so as not to disturb the appointment lists of existing personnel. 

When replacing a person on the schedule with another, place the new person's name on the Names list at the same position of the one being replaced. 

When removing a person from the schedule without a replacement, it is best to transfer this person's appointments to someone else and let his blank list run out on the existing pages as time goes on. This saves you the tedious job of manually shifting the appointment lists on the existing pages. New pages will not include his name. 

Notes on Search routine: 

The Search routine locates only the first occurrence of the Name being searched on any one appointment page. A manual search must be made for more than one occurrence of the Name on the same page. 

How to reschedule Appointments: 

To move a name from one timeslot to another, use the Cut-and-Paste routine: 

Right mouseclick on the source cell and select Copy from the popup menu. Locate target cell and right mouseclick on it. Select Paste.  

How to schedule multiple appointments for the same client: 

Repeat above and do multiple Paste actions. 

How to schedule recurring appointments for the same client: 

Press F2. Enter the time interval and time period in number of weeks. Maximum time interval allowed is 12 weekly; maximum time period is 24 weeks. If time period divided by time interval does not give a whole number, you may have to adjust the time period to get the correct number of bookings. The routine will first check to make sure that the requested time cells have not already been taken up. If so, a warning message will be displayed. Time cells with recurring appointments will be color coded in pale purple. 

How to Copy/Cut/Paste/Delete contents of multiple cells: 

Locate "start" cell.  Then hold down SHIFT key and left mouseclick on "end" cell. Right mouseclick on highlighted cells and select action to perform. 

How to color cells: 

Select a Color Button and then select the Number of Rows to color. 

How to color cells (>4 rows): 

Left mouseclick on "start" cell. Hold down SHIFT key and left mouseclick on "end" cell. Then right mouseclick on highlighted cells and select Color from popup menu.

How to blockout a single cell  for extended appointments:

Left mouseclick on cell to select it, then right mouseclick on it and select Blockout from popup menu.

How to blockout multiple cells  for extended appointments: 

Left mouseclick on "start" cell. Hold down SHIFT key and left mouseclick on "end" cell. Then right mouseclick on highlighted cells and select Blockout from popup menu. 

How to change Blockout characters: 

Select the Blockout Button and enter new character string. 

How to view/print the weekly schedule screen: 

Select any timeslot on the column for which you wish to display the weekly schedule. Then press F11 or the Printer icon. That will bring you to the weekly screenview page. 

How to export a column's appointment list to a text file: 

Select any timecell in the consultant's column to be exported. Right mouseclick on this timecell. Select "Export to text file". The column's appointment data will be copied to a .txt file opened in Notepad. Save this file under a chosen name, and fax or email as attachment  to the respective consultant.  

How to adjust and save the column widths' settings on the Diary: 

Adjust the column widths from the Setup Page (not from the Diary Page).  

Printer setup:

The program's print routines use Windows' default printer settings. If adjustments to the printer settings are necessary, they can be made via Windows' Control Panel's Printers applet. Some printers/drivers cannot accept external commands. If you find that the Print Page function does not produce a printout in "Landscape" orientation, you need to set the printer as follows: Control Panels/Printers/ Select Printer/File/Properties/Page/Landscape.

To print more columns than will fit on one page, collapse some columns first and print first page. Then re-expand these columns and collapse the others to print second page. 

e.g. to print 8 columns on two pages, collapse columns 5 to 8 to print first page. Then re-expand these columns and collapse columns 1 to 4 to print second page.

How to use the Excel Worksheet: 

Click the Info Button to call up the info.xls worksheet. You must have Microsoft Office or Excel installed on your system to use this facility. Modify the worksheet to suit your needs and save it. If you wish to substitute this worksheet with another of your own, just rename your own worksheet info.xls and replace the default one with it.

  How to uninstall software: 

Use Windows' Control Panel's  Add/Remove program applet:- From the desktop, doubleclick MyComputer, then doubleclick Control Panel and Add/Remove Programs. Highlight the Appointment Book title, click Add/Remove and follow the instructions onscreen. 

Feel free to email us if you have any queries related to the use of this software, or if you need any technical support.  

Addendum: 

How to install multiple books to schedule more than 20 consultants: 

The program allows multiple schedulers to be installed and run side by side using Windows' multitasking environment. Thus separate shedulers can be maintained for scheduling of up to 20 consultants per book. Install each book in a separate destination folder, and give each book a distinct file name during installation (e.g. Scheduler 1, Scheduler 2, Book1, Book 2, etc). Also put each book in a separate program grouping in the Startup Menu. You can run the books side by side maximising and minimizing the Windows as required. 

Example: To install 2 books to schedule 30 consultants; 20 in first book (Book 1), 10 in second book (Book 2):

First book (Book 1) - during installation: 

Change Destination Directory to C:\Program Files\Schedulers\Book 1\Appointment Book   (You will be prompted to create these folders - answer Yes).

Change Start Menu Folder to Schedulers\Book 1\Appointment Book .

Run the program and configure the settings. When you open the diary page, enter the "Scheduler 1" name textbox and change the name to "Book 1".  

Second book (Book 2) - during installation: 

Change Destination Directory to C:\Program Files\Schedulers\Book 2\Appointment Book   (You will be prompted to create these folders - answer Yes). 

Change Start Menu Folder to Schedulers\Book 2\Appointment Book .

Run the program and configure the settings. When you open the diary page, enter the "Scheduler 1" name textbox and change the name to "Book 2".  

Goto Developer Web Site for more information

Additional Information: Office Manager

Platform :  Windows XP/2000/Me/98/NT

30 day money-back guarantee!

Buy Online

$87.00


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