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Quick Start Guide Quick Start

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					                                     Quick Start Guide
The W8TER System is designed to be simple and easy to use, but as with all new systems, it will take a few
minutes for you to become familiar with our screens. This Quick Start Guide will highlight the basic
information you need to begin using this system.

System Login:
   1. From you internet browser, go to www.w8ter.com
   2. From our homepage, find your industry and click Login. (Click the Info button for more industry details)
   3. Enter your Username which is typically your email address.
   4. Enter the word ‘password’ for your initial Password. (Upon login, you will be asked to change your
      password to something you will easily remember.)

Adding a New Customer:
  1. Click the Add New Customer button located on the left side in the Menu section.
  2. Enter in the customer’s Mobile Number. Note: You do not need to enter mobile number or email
      address in order for the customer to display on the Customer Q.
  3. Enter the customer’s E-Mail Address. Similar to the Mobile Number, you can enter and lookup a
      customer via their Email Address. Simply enter their address and click the Lookup icon . The system
      will attempt to find the customer via this information.
  4. Feature Note: If the customer is found in the database via the Mobile Number or E-Mail Address, the
      system will display the customers previous visit information.
  5. Enter the Customer’s First Name (required)
  6. Enter the Customer’s Last Name (optional)
  7. Set the appropriate Service Cycle Days (0, 30, 60, 90, 180, 365). The system will calculate the
      customers’ next appointment date cycle based on this value (see Set Dates).
  8. Select the Dentist name from the dropdown list. (Depending on your specific needs, this can be any
      named list such as Doctor, Stylist, Technician, etc)
  9. Click the Submit Customer button to automatically access the next step, the Customer Notifications
      screen.

Adding Notifications:
The Customer Notifications screen lists the email messages your company has customized for your specific
industry needs.
   1. Simply click each Notification you wish for this customer.
   2. Click the Submit button once completed.

Customer Scheduling (based on regular visit cycle):
Below is a sample customer scheduling scenario:
   1. Customer receives your reminder email asking them to schedule their next appointment, and then calls
       you to schedule an appointment.



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   2. To locate the customer, simply type in their last name or part of their last name and click the Lookup
      icon. This system will display all the customers that match your search criteria.
   3. Click on the Customers Name to access the Customer Edit screen.
   4. Next, enter the Date and Time of the appointment. (Note: When you change the Date or Time, the
      system will automatically checks the Scheduled checkbox)
   5. Click the Submit Customer button.
   6. The system automatically:
          a. Moves your customers to the scheduled list (see figure 3). If the customer is due in today, the
              name is displayed in RED. If the customer is due in tomorrow, the name is displayed in GREEN.
          b. Sends your customer a confirmation Text or Email regarding their appointment date & time.

After the Appointment:
Once the appointment is completed, follow these steps:
   1. Click on the Customers Name from the Customer Q screen.
   2. Click the              button. (Click the    located next to the Sets Date button for additional help)
   3. The system will adjust the new appointment dates based on the number of Service Cycle Days.
       Click the OK button, then the Submit Customer button. This process will:
           a. Move the customer to the Un-scheduled customer list.
           b. Send the customer a reminder email 6 months from the ‘Previous’ appointment date.

Customer Scheduling (interim or 1 time visits):
The process for Customer appointments that are interim or 1 time is almost identical to customers with regular
visits with the following exceptions:
    1. When you add the customer, select 0 for the number of Service Cycle Days.
    2. If the customer is already on a regular schedule (ex: every 6 months), but needs an additional
        appointment or appointments, re-enter the customer as a completely new customer, and schedule the
        appointment as needed. Note: This is done so we don’t interfere with the customer’s regular schedule.
    3. Use this new customer entry every time this same customer needs an appointment outside of their
        regular cycle.

Canceling an Appointment:
To cancel any appointment, you need to:
   1. Locate the customer (see above) and click on their name.
   2. De-select the Scheduled checkbox.
   3. Click the Submit Customer button. This will:
           a. Remove the last appointment message if it has not been sent to the customer yet.
           b. Move the customer to the un-scheduled appointment list.

Removing an Appointment:
To completely remove an appointment, you need to:
   1. Locate the customer (see above) and click on their name. This takes you to the Customer Edit Screen.
   2. Click the Remove Appointment button. This process will:
          a. Remove the customer from the Customer Q screen (Scheduled and un-scheduled).
          b. Remove any pending messages set for this customer.
          c. Use this option if you do not wish to keep the customer on either list.




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