To start an appointment in Aero, navigate to Work > My Aeros. Click the clock icon to the left of the task you want to accept. The Attend Appointment window will open with the subject of the task at the top. You will see the following in theAttend Appointment window:
If the appointment has predefined steps, they will be listed at the top. On the left of each step is a checkbox that you can check as you complete each step. The columns in the step list are:
Name: A brief description of the step.
Description: (Optional) A more detailed description of the step.
Resources: (Optional) Links to internal documents, websites, and/or SOP for that step or task.
Brief notes about what you do during each time block you spend working on the appointment. These notes will stay with the time entry, but not the Aero.
This text box is a space for you to make comments about the appointment as you go along. The comments stay with the Aero and are internal to your company.
The appointment’s Aero type.
The appointment’s priority (Normal, Elevated, Critical).
The estimated time that the appointment should take.
The following four fields will only appear if they have entries in them:
The company assigned to the appointment
The name of the contact associated with the appointment. The contact can be internal or external.
The Hat chosen for the appointment.
The name of the project associated with the appointment
If the Billable box is checked, the appointment is billable.
When you first open the Attend Appointment screen, you will notice that the green timer starts automatically. If you click on the little green arrow on the left of the timer you will see the Timer menu:
Pause: Click this to temporarily pause the timer (if you need to step away from your desk or take a phone call).
Reset: this will reset the timer back to 00:00:00.
Save & Complete: Choose this the stop the time, save everything you’ve done so far, and update the appointment status to Completed. The appointment will no longer be listed on the My Aeros Screen.
Save & Defer: Choose Save & Defer to stop the timer, save everything you’ve done so far, and update the status to Deferred. The defer date and time defaults to the current date and time, but you can choose any future date. You can also edit the estimated duration and enter a Deferred Reason. When you are done with these entries, click the Defer button to return to the My Aeros list.
Edit Time: Choosing edit time will pause the timer and allow you to enter a new time that the timer will start from (for example if you were interrupted during the appointment and forgot to pause). When you are done editing time, you will have the option to restart the timer or Save & Complete the appointment.
Note: The following links only appear if there is a Company assigned to the task.
If the appointment is associated with a company, clicking on the blue Company info link will pop-up a window with the following information:
Accounting Software: What accounting software package the company uses.
Email Address: The default email address for the company.
Account Number: The account number assigned to this company.
Phone: The main phone number for the company.
Fax: The main fax number for the company.
Website URL: The company’s web address.
Type: The company type (Customer, Vendor, Lead, Employee, Owner, Other).
Active: If the box is checked, the company is currently active.
Address: The company’s physical address.
On Hold: If the box is checked, the company is currently on hold, and no further work should be
Notes: if there are notes on the Company, they will appear hear.
If the appointment is associated with a Company and there are other Aeros assigned to that Company, clicking on the blue Company Aeros link will open a Company Aeros Grid with the following information:
View: Clicking the blue View button will take you to the Edit Aero Screen
User: The team mamber the Aero is assigned to
Start Date: The original assigned start date of the Aero (not the actual start date)
Hours: The estimated hours for that Aero.
Subject: The title or subject of the Aero
Status: The current status of the Aero (Not Started, In Progress, Completed, Canceled, Deferred)
Type: The type of Aero.
Rec: Whether or not this a recurring Aero (Yes/No)
If the appointment has a Company Assigned to it, clicking on the blue Company Contacts link will open the Company Contacts grid. You can select a contact from the dropdown menu to add to the list, but you cannot create a new contact from here. The grid contains the following information:
View: Click the View button to open the Edit Contact window for that contact.
Name: The full name of the contact.
Email: The default email address for that contact.
Phone: The phone number(s) for that contact.
Active: Whether or not the contact is currently active (yes/no).
If the appointment has been worked on previously, clicking on the blue Time link will reveal a grid with the previous time entries:
Id: The time entry ID number.
Date: The date of that time entry.
Team Member: The team member who submitted the time entry.
Hours: The hours (or fraction of an hour) spent working on the task in that entry. This number is in decimals, not hours and minutes
Note: Any time notes entered during that time block.
Billable: Whether or not the time is billable.
QB Item: The QB Service Item this time entry will be associated with.
If the appointment has a Company assigned to it and there are vault entries for that company, there will be a blue Vault link. Click the link to see the entries in the vault. Note: Team members will only see vault entries with security levels that are less than or equal to their security levels.
The columns in the vault are:
Name: The name of the vault entry.
User name: If the vault entry is a login, the user name would be here.
Secured Value: This field is encrypted. This is where the password or other sensitive information would go.
Description: a short description of the vault entry if needed.
Type: The type of vault entry (General, Login, Bank, Notes)
Security Level: Assigning a security level control who can see the information. For example, a vault entry with a security level of SL5 could only be seen by team members with an assigned security level of SL5 or higher.