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Change diary settings - including add/remove offices & users/negotiators

Change diary settings - including add/remove offices & users/negotiators

Owned by Fiona Hardy
Last updated: Feb 14, 2025 by Fiona Hardy
7 min read

This guide has been reviewed against our global client base and classed as relevant to all regions

The diary settings menu allows you to choose how to display appointments and also whose diaries to view

With the exception of changing individual user/negotiator colours, all settings are specific to the diary of the logged in user

This page covers how to access the diary settings and explains each option in the settings menu plus other diary view settings - click a link below to jump to the required option:

Access diary settings menu

  • From the Display panel (far right) click Settings (cog) icon

  • The diary settings menu is displayed - each menu option is explained below

    Diary settings menu.png

Appearance options - move attendee bar position & change appointment background

From diary settings menu:

  • Select Appearance options

    Appearance options.png

Attendee bar

  • Options are Show on left or Show on top
    A colour bar is used to represent the appointment attendees - it can be shown to the left or on top of the diary appointment

    • Show on top

      Attendee bar on top.png

    • Show on left

      Attendee bar at left.png

Appointment background 

  • Options are Main negotiator colours or All negotiator colours
    The appointment background can be changed to represent the main attendee or all attendees
    (i.e. any other negotiator the appointment is shared with)

    • Main negotiator colours

      Attendee colours - main.png

    • All negotiator colours

      Attendee colours - all.png

Show all entries / show only appointments

Either Show all entries OR Show only appointments needs to be selected (default is Show only appointments) - the option chosen determines which diary entry types are shown in the diary

  • Show only appointments
    Just shows appointments in the diary that have been assigned to an Entry Type from the standard list shown in the initial Entry Type menu - see highlighted menu below

  • Show all entries
    Displays any entries from the Entry Type menu, including those where the appointment type has been selected from the Full List option - i.e. the list shown when clicking Entry Type and choosing Full List
    See note in green box below

    Entry type.png

What is classed as an 'appointment'?

The initial list highlighted above, seen when clicking the Entry Type drop-down menu, are classed as ‘appointments’ - appointments are shown by default in the diary

Selecting Full List (from the bottom of the Entry Type drop-down menu), expands the list and shows more entries - entries that weren't in the initial list are not classed as appointments, so will not be shown in the diary, unless Show all entries is selected

Show cancelled appointments

When enabled:

  • Shows cancelled appointments on the diary - appointments are greyed out and are marked as (Cancelled)

    Cancelled appointment.png

When not enabled:

  • Cancelled appointments will not be shown in the diary but will still be shown in the related journals

Show only confirmed

When enabled:

  • Will only display appointments in the diary that have been fully confirmed
    i.e. all the relevant Confirmed boxes have been ticked on the appointment

When not enabled:

  • Appointments that have been saved but are not fully confirmed will be displayed

  • Unconfirmed appointments are displayed with a diagonal stripe on the attendee bar
    In this example, the first and second appointments are unconfirmed, the third and fourth appointments are confirmed

    Unconfirmed appointments.png

The above view for unconfirmed appointments is available from Reapit version 12.197+
Prior to this version, an asterisk (*) is displayed on an unconfirmed appointment

Show initials in entry

When enabled:

  • User initials/ID will be shown in brackets on each appointment

    Show initials in entry.png

Initials are not shown when in single day view
For more information on single day view, see section below titled: Do not use single day view

Show Unaccompanied in entry

To help distinguish between appointments that are accompanied and unaccompanied, when this is option is enabled:

  • (UnAcc) is displayed at the end of the appointment details
    This is shown when an appointment is fully visible in the diary (when not fully visible, the (UnAcc) flag is seen when hovering over the appointment in the diary)

    UnAcc flag on appointment.png

Do not merge viewing tours

A viewing tour is assumed when the same applicant is viewing more than one property with the same negotiator/user with two hours or less between each appointment

For more information on viewing tours, click here: Book viewing tours in the diary

When enabled:

  • Viewing tours are not merged and all appointments are shown independently

    Unmerged viewing tour.png

When not enabled:

  • Viewing tours are merged and shown as one appointment

    Merged viewing tour.png

Do not use single day view

Single day view is useful for busy diaries/days - when in use, when viewing just one day in the diary, each selected user is given their own diary column

When viewing one day in the diary…

When enabled:

  • Single day view will not be used

    Single day not in use.png

When not enabled:

Single day view will be used

Single day in use.png

Use 15 minute intervals

The default is to use 30 minute intervals when viewing the diary and when booking appointments

This option allows the default to be changed to 15 minutes

When enabled:

  • Each hour section is split into 15 minute intervals

  • Booking appointments will default to 15 minutes and 15 minute intervals will be offered in drop-down menus on appointments

    15 min interval diary.png

When not enabled:

  • Each hour section is split into 30 minute intervals

  • Booking appointments will default to 30 minutes and 30 minute intervals will be offered in drop-down menus on appointments

    30 min interval diary.png

Select offices to display - add or remove offices/negotiators from diary view

The offices whose diaries you are able to view is dependent on security settings

Add/remove users

  • Tick (or un-tick) users that you do (or don't) want to see diary information for
    The maximum number of users you can select is 20

    Users to select.png

Add/remove offices

  • Click the Settings (cog) icon, then click Select offices to display

  • Tick the offices whose diary you need access to and click Select

    Select offices to display.png

The office(s) selected are added to the Display panel
Click the arrow beside the newly added office(s), the relevant users will be displayed - tick the required users or tick the box beside the office name to select everyone

Other diary view settings

Change diary view start/end time

To show an earlier or later start/end time on the diary view

  • Click Early/Late (at top/bottom left of diary view) and select the required time

    Diary start time.png

Zoom option

  • Click magnifying glass icon (top left) to adjust the zoom setting of your diary screen

    Alternatively hold Control on keyboard and scroll using mouse wheel

    Zoom setting.png

Negotiator/user colours

Any changes to a negotiator/user colour will be seen by all users of the diary
(i.e. the change is not specific to the diary user)

To change the colour used against a negotiator/user:

  • Click the colour circle to the left of the name

  • Select the required colour from the palette (or click Customise for a broader choice of shades)

  • Click Accept

    Change neg colours.png

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Need more assistance? No problem! Just log a ticket on the Reapit Service Desk Portal at https://reapitsupport.refined.site/ and a member of our Support Team will be happy to help

 

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