Calendar / Bookings in Smart-IT

Go to: File > Bookings / Calendar or click on the Calendar icon in the Quick Access Toolbar.

Overview

The Calendar / Bookings module in Smart-IT streamlines staff reminders, client appointment scheduling, and resource management. It is designed specifically for service-based workflows—such as workshops, service bays, consultancies, and field technicians.

Key Features:

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

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

✓ ICS Export: Export appointments to standard .ics format for integration with Microsoft Outlook or mobile calendars.

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

✓ Workflow Integration — Link bookings directly to Workshop Job Cards or Sales Orders (create them on the fly).

Configure Calendar Settings

Proper setup ensures reminders, notifications, and resource allocations operate smoothly across your team.

To open configuration: Click the Settings icon in the top-right corner of the Calendar screen

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

Default Reminder — Set lead times for default reminder popups (e.g., 24 hours prior)..

Notification Defaults — Check default options to automatically dispatch:

•SMS and/or Email to the client

•SMS and/or Email to the staff member

Resources — Define recurring assets or locations (e.g., "Bay 1", "Lift 2", "Conference Room A"). Assign responsible staff members or required attendees to each resource. See image below.

Creating a Meeting, Appointment, or Booking

1. Locate the Date: In the main calendar view, navigate to the target date.

2. Open the Entry Form:

•Single Appointment: Double-click the desired time slot (or click-and-drag to select a time block, then right-click).

•Recurring Appointment / Event: Right-click the time slot, select New Recurring Appointment or New Recurring Event, click the Repeat button, and set the recurrence pattern.

3. Complete the form fields:

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

•Date & Time — Set start date, time, and total duration.

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

•Resources / Staff — Select the responsible employee(s), assets, or equipment bays involved.

•Notifications — Select SMS/Email notification options for staff and/or customer (pre-populated based on your default settings).

•Linked Records (Optional): Reference an existing Workshop Job Card or Sales Order. If no document exists yet, generate one directly from this window.

4. Save: Click OK to commit the entry to the calendar.

Viewing All Resource Schedules

To view overlapping schedules across multiple employees or physical assets:

1. Locate the Resources selection panel on the right side of the screen.

2. Check the boxes next to the employees, bays, rooms, or equipment you wish to inspect.

3. The calendar display will update dynamically to show scheduled slots across all selected resources.

Alternative Access & Quick-Create Methods

In addition to the main menu and Quick Access Toolbar, you can launch bookings directly from customer communication hubs:

•From Customer Conversations: Navigate to Customer > Conversations (or open Quick Add Conversation), click Create Booking, and the appointment form will launch with customer details pre-filled automatically.

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