Appointment
An Appointment in ERPNext is a planned interaction between a Lead, Customer, or Opportunity and one of your employees. It organizes, monitors, and handles customer interactions so that no significant meeting or follow-up is forgotten. The Appointment DocType is combined with ERPNext's CRM and Calendar modules so that you can associate appointments with leads, opportunities, or customers, and monitor them in the same way as other sales activities.
By utilizing the Appointment feature, organizations are able to automate their sales process, minimize scheduling conflicts, and enhance customer experience through timely follow-ups and efficient communication.
To get to the Appointment list, navigate as follows:
1. Prerequisites
2. Appointment Creation
- In the list of Appointments go to the New button.
- Select the meeting's time and date.
- Enter the phone number, the email address and the name of the client among others.
- In Linked Documents, you can assign a Lead to this customer here in case you have one. Other than this, a new Lead will be automatically created in ERPNext using the information you have added.
- You may also provide notes about the agenda or subjects to discuss.
- Save the appointment by clicking the Save button.
When the appointment has been saved, it can be seen in the Calendar view by all connected users and are optionally synchronized to other calendars in case of features (like Google Calendar) are enabled.
2.1 Appointments Created from Website
Customers or Leads may be able to create appointments directly on the webpage: yoursitename.com/book_appointment
The steps are as follows:
- They choose a date and time slot from those available.
- They fill in their details (name, email, and any appropriate notes).
ERPNext verifies the email provided with Leads that are already present in the system:
If there is a match, the appointment is associated with that Lead.
- The customer will receive an automated confirmation email if there is a discrepancy, and the appointment will be noted as "Unverified."
- An Appointment is updated and a new Lead is created when the customer verifies the email.
3. Features
3.1 Auto-assign
Appointments can be auto-allotted to employees on the basis of the Agents List under Appointment Booking Settings. ERPNext takes into account the following when distribution is done:
- How many appointments are already booked for the employee for that day.
- The availability of the employee during the time slot requested.
This makes the allocation uniform and avoids double-booking.
2.2 Email Confirmation
If there is no matching Lead during the creation of an appointment, ERPNext sends an email verification request to the email address given.
- After confirmation by the recipient, the appointment is updated as verified.
- In addition, a new Lead is generated and associated with the appointment for correct CRM tracking.