Diary configuration options
- Fiona Hardy
This guide has been reviewed against our global client base and classed as relevant to all regions
Overview of the diary configuration options available in AgencyCloud
Before making changes to AgencyCloud configuration, the guidance provided on this page should be read thoroughly - any changes made to configuration that impact the operation of AgencyCloud may incur a charge to rectify
1. Access System Configuration
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2. Diary tab
Note the following settings: | |
Default new diary entries to be unaccompanied | Tick this option if the majority of appointments entered in the diary do not require a member of staff to be in attendance Users can still check the Accompanied box on an appointment, when needed |
Automatically clear follow up date when follow up text entered | If ticked, when adding Follow Up Notes on a diary appointment, the Followed Up box is automatically ticked and the follow up date cleared when moving to another field or clicking Save If not ticked, when adding Follow Up Notes on a diary appointment, the Followed Up box will need to be manually checked in order to mark the appointment as followed up |
Follow up reminders for property manager | If ticked, follow up reminders will be shown in the Organiser for the property manager, as well for the appointment owner/negotiator |
Display diary entries as viewing tours if no applicant entered | For information on viewing tours, click here |
Exclude vendors/landlords from appointment emails, except | When ticked, vendors/landlords will be excluded from appointment emails (e.g. viewings) Exceptions can be specified - in the example above, having the exception of VL means that vendors/landlords will be includes in valuation appointment emails |
Use Open House appointment types Show Open House appointments on contact screen Default number of minutes duration for an Open House | Enables the Open House viewing appointment facility - click here for more information When Open House viewings are enabled, tick this option to include Open House viewing information in the contact record (not just applicant/property records) When creating an Open House viewing, a default duration is used for the appointment and can be altered here |
Only allow viewings with valid vendor/landlord ID check | Ensures that vendor/landlord ID checks have been completed before viewings can be booked on their properties |
Default number of days after appointment for follow up | Usually set to 1; can be changed if you want to use a longer default duration for your follow up dates |
Additional diary entry types | Gives the ability to add custom diary entry types - types entered here are shown on a diary appointment screen when clicking Entry Type > Full List Do not remove any existing diary appointment types Do not duplicate existing diary/journal codes - see List of core diary and journal codes below
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Default appointment types | Gives the ability to add custom diary entry types - types entered here are shown on a diary appointment screen when clicking Entry Type Entry types are shown using their code - all codes are explained in the List of core diary and journal codes below
AP,BI,CI,CO,DM,ES,FA,HY,IA,ME,OH,PI,PL,RR,RV,SY,VL,VW An explanation of each code can be seen in the List of core diary and journal codes below |
3. Save changes
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List of core diary and journal codes - do not use any existing codes
When adding a new diary entry type you must ensure that you do not use one of the core existing diary or journal codes that are already in use in the system.