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Create Appointment

Create Appointment

If you prefer to watch an instructional video, click play below:

 

The process below works particularly well for clients who use an Online Sales Counselor (OSC) to handle all leads coming from their project website. The OSC is able to book appointments from the OSC project for sales reps in specific community projects.

Note: In order to create appointments in projects that you are not  assigned to, you must have the Registrant Associate Permission in the Sales Role.

1 – On the Sales Center Home Page, click Appointment, OR, on the registrant profile, click Actions and select Appointment.

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2 – This takes you to the Date & Time tab of the Create Appointment page. If you are creating the appointment from the Sales Center Home Page, you will see a Registrant Search field. Enter the first few letters of the registrant’s first or last name and then select the appropriate registrant from the list that pops up.  If you are creating the appointment from the registrant profile, skip to the next step.

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3 – Enter the Subject of the appointment. This will appear in the subject line of the calendar invite sent to all appointment invitees.

4 – Enter the Address of the appointment. This will appear in the calendar invite email sent to appointment invitees.

Note: If you enter a physical address, e.g. 1373-13351 Commerce Parkway, Richmond, BC, V6V 2X7, in the Address field, the calendar invite email will include a map link for recipients who add it to their Google Calendar.

5 – Enter the Date & Time of the appointment, including the Duration. The date and time will appear in the calendar invite, and the time will appear in the SMS reminder text that is sent one hour prior to the appointment.

Note: By default, today’s date and the time closest to the current quarter increment will be displayed.

6 – Enter Internal Notes if needed. This field is not displayed to appointment invitees. It is only visible when editing the appointment.

7 – If you want all sales reps in the project you are creating the appointment in to see the appointment on their Sales Center Home Page, check the box beside Make Appointment Visible (Public) for All Sales Reps in Project. Leave it unchecked if you want the appointment to show only for the registrant’s assigned sales rep(s).

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8 – Once you are satisfied with your entries, click Next.

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9 – This takes you to the Project tab. Select the Project you want the appointment to be created in.

Note: The registrant will be associated to the selected project if they are not already. If they have not yet been associated to the project, you will see this message under the Project field: “This person is not yet a registrant on the project and will be associated upon creating this appointment.” If they are already associated to the project, the message will not be displayed.

10 – Under Assign Sales Reps, check the boxes beside the Sales Reps that you want to assign to the registrant in the selected project. If a rep is not associated to the selected project, they will not show in the sales rep list. Select all sales reps by clicking All or unselect by clicking None.

Note: If the person is already a registrant on the selected project, their assigned sales rep(s) will be checked by default.

11 – Click Next.

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12 – This takes you to the Invites & Reminders tab.

  • Under Calendar Email Invites, select the registrant as well as the sales reps to whom you want to send an email invite. The Email Invite will come from the user that creates the appointment. Select everyone in the list by clicking All or unselect by clicking None. The invite to assigned sales rep recipients will be sent to the email address that is set as their default in Preferences.
  • Under Text Message Reminders, select the registrant as well as the sales reps to whom you want to send a text message reminder one hour prior to the appointment. Select everyone in the list by clicking All or unselect by clicking None.

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Note: The registrant and sales reps must have email addresses in Lasso in order to select them under Calendar Email Invites and they must have phone numbers in Lasso in order to select them under Text Message Reminders. If a registrant or sales rep does not have an email or phone number, they will be listed with No Email or No Phone indicated.

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13 – If you would like someone who is not listed to receive a Calendar Email Invite and/or a Text Message Reminder, click +Add Additional Recipient.

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14 – Under Calendar Email Invites, enter the person’s email address and click Add Recipient.

15 – Under Text Message Reminders, enter the person’s phone number and click Add Recipient.

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The email addresses and phone numbers will be added to the list and automatically selected. Add as many additional recipients as needed.

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16 – If you would like to include a message in the body of the Calendar Email Invite, enter it into the space provided.

17 – The text message in the Text Message Reminder field is Lasso’s default. It displays the project, the time of the appointment, the name of the first assigned sales rep in the list on the previous Project page, and the phone number of that sales rep. When it is sent out, it will display the day as “Today” since it is sent out on the day of the appointment. If you would like to change the message, simply type over it.

Note: The Text Message Reminder is sent one hour prior to the appointment in the time zone of the user who created the appointment. If the appointment is created within the hour of its date/time, the text message is sent immediately.

18 – Click Next.

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19 – Review the details on the Confirmation page and if you are satisfied, click Create appointment.

Note: Click Previous to change any of the details.

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On the Sales Center Home Page of the project that was selected when creating the appointment, the appointment will show for the sale reps assigned to the registrant. If Make Appointment Visible (Public) for All Sales Reps in Project was checked when creating the appointment, it will show for all sales reps associated to that project.

Note: The appointment will not show on the Sales Center Home Page of the project the user was logged into when creating the appointment if a different project was selected for the appointment.

Sales Center Home Page of the project selected when creating the appointment

createappt14.gifOn the registrant profile, the appointment will show in the project the user was logged into when creating the appointment as well as the project that was selected when creating it, if the projects are different.

If an email invite is sent, this will be displayed in the History section of the registrant profile as Outgoing Email. There will be a history item for each project to which the registrant is associated at the time of creating the appointment. For example, if a registrant is associated to three projects at the time of creating the appointment, the email history will show three times. Each history item displays the initial(s) of the project it is associated to, except for the project the user is logged into.

Note: If the registrant is added to a project through the creation of an appointment, the registrant’s rating will be N in the newly associated project.

Registrant profile in the project selected when creating the appointment, if it was created from a different project

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Registrant profile in the project the appointment was created from, if different from the project selected when creating the appointment

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The Calendar Email Invite is sent from the user that creates the appointment and is in the user’s time zone. If there was a Calendar Email Invite message added when creating the appointment, it will be displayed when the recipient adds the invite to their calendar.

Each calendar will treat the email invite differently. Here is an example of the email sent to Gmail.

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Add to Google calendar

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Downloaded ICS Invite

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The Text Message Reminder is sent one hour prior to the appointment in the time zone of the user that created the appointment. If the appointment is created within the hour of its date/time, the text message is sent immediately. The message contains the project the appointment was created in, the time of the appointment, the first assigned sales rep in the list on the Project tab of the Create Appointment page, and that sales rep’s phone number. The day of the appointment is indicated as "Today" since it is sent out on the day of the appointment. If the message was changed when creating or editing the appointment, the message will display as per the changes.

Example of Text Message Reminder

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To view the appointments you created, go to Reports on the Sales Center Home Page of any project you are associated to and select Appointments from the list. This report will list each appointment you created and the projects they were created in. Please note that the data in this report is yours only. In order to share the report with your manager or co-workers, please export the data to a CSV or Excel file.

Note: The Appointments Report is different from Lasso’s standard Sales Rep Appointments Report. The Appointments Report shows only the appointments of the user that is logged into Lasso and lists all the appointments the user created in all projects. The Sales Rep Appointments Report lists only those appointments that were created in the project the user is logged into, and, if the user has a sales manager role, lists all appointments for that project, not just those created by the user.

See also: