Buzztrak Learning Series; Creating Future Appointments

Buzztrak Learning Series

Creating Future AppointmentsTo

Manage Your Customers

Creating Future Appointments

The Value in creating future appointments for ALL your customers is the opportunity to keep from losing track of any customers. Buzztrak can help do this with the correct process!

Future Appointments will:

Help manage leads

Eliminate “Dormant” customers

Provide a daily plan for your day

Keep us involved with customers

Start with a new or current lead. Determine the action with this lead (in this case a phone call would be appropriate) and complete the activity. Make sure to add notes and any new information gathered during the course of the phone call!

Entering the notes here and clicking on the notebook icon will move your current notes to the notes section. Buzztrak will automatically timestamp the notes.

It’s now time to create the future appointment! (Isn’t this exciting?)

Clicking on the appointment button opens up the “appointment palette” (don’t laugh), and allows you to select the appropriate appointment type. “Phone, Email or Demo” allows us to know at a glance what the type of future activity is!

Choose a date and time by clicking on the appropriate choice. Then click on the appointment type. In this example, we are choosing a “Demo Appointment for Saturday the 15th at 11:00am.

Your future appointment is now scheduled if it is populated in the area to the right of the appointment button

By right clicking and choosing “Appointments”, then “this week” (in this example) I can see the appointment populated in the Demo appointment section.

Your appointment is now scheduled and you will be reminded when you work off of the Appointment Schedule page.

Remember, each time you finish up with any customer, make sure you have set a future appointment, so Buzztrak does the reminding!

Click on the customer and choose “Customer Page” from the drop down box to go to the customer page and either complete or delete the appointment as necessary. Then determine the next activity and set the appointment as needed.

To complete the activity, choose and click on the green check. If the activity was not completed (or in this case if the customer did not show) choose and click the red “x”. Click on the appointment button and create the next activity in the form of a future appointment!

REMEMBER!

Future activities allow you to be proactive in your communications with Buzztrak customers.

Make sure you always enter accurate notes, including the details on what the next activity is.

By entering accurate notes, including future activity details (the Why), we will always be able to know what our next step is and why! This is great if we schedule future appointments for the future (60 days or more)!

Creating Future Appointments

Repeat this process for customers who need future phone or email appointments. In these cases, accurate notes are very important because we need to know what the objective of the next activity is. As we gather additional information about the customer, please make sure you update the Customer Status as appropriate!