Go to File > Bookings / Calendar or you can select the Calendar button

Calendar / Bookings in Smart-IT

The Calendar/Bookings module in Smart-IT streamlines staff reminders, client appointment scheduling, and resource management—ideal for service-based businesses like garages, workshops, consultancies, and more.

Key Features:

✓ Staff Reminders – Create and manage personal or team reminders..

✓ Client Bookings – Schedule, track, and confirm client appointments with ease.

✓ Export to Outlook – Export appointments to ICS format for seamless integration with Outlook or other calendars.

✓ Notifications — Send automatic email and/or SMS reminders to staff and/or clients.

✓ Integration — Link bookings directly to job cards or sales orders (create them on the fly if needed).

Accessing the Calendar

1.From the main menu, select File > Booking / Calendar.

2.The calendar interface opens, displaying your schedule (see example below).

Configuring Settings

Proper setup ensures reminders, notifications, and resources work smoothly.

1.Click the Settings icon (top-right corner).

2.Configure the following:

•Working Hours & Time Zone —  Define your business operating hours and correct time zone.

•Default Reminder — Set a default reminder time (e.g., 24 hours before).

•Notification Defaults — Tick boxes to automatically send:

•SMS and/or Email to the client

•SMS and/or Email to the staff member

Resources — Add and name recurring resources (e.g., "Bay 1", "Lift 2", "Conference Room A"). Assign the responsible employee or required attendee for each.

Creating a Meeting, Appointment, or Booking

1. In the calendar view, navigate to the desired date.

2. Double-click the time slot (or drag to select a duration then right-click) to open the appointment form.

3. Complete the form fields:

•Title / Description — Enter a clear subject (e.g., "Oil Service – Mr. Smith").

•Date & Time — Adjust if needed.

•Customer — Select an existing customer from the dropdown, or use the Quick Add button to create a new one.

•Resources / Staff — Choose the employee(s), asset, or resource involved.

•Notifications — Select to send email and/or SMS to the employee and/or customer (defaults apply if pre-set).

•Linked Records (optional but powerful):

•Reference an existing Workshop Job Card or Sales Order.

•If none exists yet, create one directly from this screen.

4. Click OK to save. The appointment now appears on the calendar.

Viewing All Appointments

•On the right-hand side, check the boxes for all relevant Resources (employees, assets, rooms, etc.).

•The calendar refreshes to show every scheduled item across selected resources.

Alternative Quick-Create Method

You can start a booking directly from a customer record:

•Go to Customers > Conversations.

•Right-click the customer/action and select the booking option.

This opens the appointment form pre-filled with the customer details.

https://www.smart-it.co.za/help/calendar_booking.htm

Chat GPT: How does Smart-Its Calendar / Booking module compares to QuickBooks Enterprise, Sage and IQ Retail.