Manage appointment schedule details

Before creating an appointment schedule at your location, there are areas in the Details tab of the location that should be configured in order to successfully create your schedule including whether or not this location offers special services, hours of operation, etc.

Note: Some features are only editable by Admins, Super admins, and Owners. All others will be able to view the information, but not edit it. 

Important note: Before setting appointment scheduling details, you must enable appointment scheduling in your Admin console. For the steps to enable appointment scheduling via the Admin console, see our How to configure appointment scheduling settings in Admin console article before continuing.

To set up your appointment schedule details, navigate to a location, either by hovering over the left navigation bar and clicking Locations to see all of your locations, or by searching for the location in the global search bar. 

Select the location you want to set a schedule for and click on the Details tab. Then, expand the scheduling details by clicking the Scheduling section.

Location___Details___Scheduling.png

Here you’ll find the settings to:

  • Set up scheduling type and location hours of operation
  • Set scheduling parameters including:
  • Import and export existing reservations for the location
  • Add a help link
  • Restrict drop carriers
  • Establish parent-child relationships
  • Enable different date ranges for restricted customers
  • Configure special services

Below are the details for each setting and how they’ll affect your public scheduling experience.

Scheduling and hours of operation

Here, you can determine whether pickup/delivery scheduling for shipments at this location will be done By appointment, FCFS (first come, first served), or Turvo Appointment Scheduling and the hours of operation for this location. 

The days entered here will determine which days display on your public scheduling calendar. For example, if the facility is closed on weekends and the hours of operation are entered Monday-Friday in this section, carriers scheduling appointments will only see appointment options Monday-Friday. For more information on the scheduling and hours of operation section, see Managing advanced location details

Note: The appointment hours available to carriers in the Public scheduling modal are determined by the slots uploaded or opened in the appointment schedule. To learn how to set up an appointment schedule, see How to set up an appointment schedule.

Scheduling parameters

The details available under the Scheduling parameters segment allow you to determine your customer’s experience in the Public Scheduling flow, as well as what services are available when scheduling appointments at the location. 

Start day of week/End day of week and Day start/end time

The Start day of week field determines what day of the week your Public scheduling calendar begins, and End day of week is the last day of the week. Turvo will default to a start day of Sunday, and an end day of Saturday, but you can choose the appropriate days of the week from the drop-down menu.

The Day start time and Day end time are the static start and end time for each day in the calendar. The range is from 12:00AM to 11:59PM, and Turvo defaults to a 12:00AM start time, and a 11:59PM end time, but users with Owner level permissions and above can update the times using the drop-down menus.

Important note: Once the Day start time and Day end time are set and saved for a location, the fields become view only for all users and cannot be changed. If you need to update the start and end time for a location at a later date, you need to reach out to Turvo support.  

Appointment length

The Appointment length is the length of all appointments scheduled at this location in minutes. The default appointment length is 60 minutes, but users with Owner level permissions and above can update the length to 15, 30, 90, 120, or 180 minutes.

Important note: Once the appointment length for a location is set and saved, the field becomes view only for all users and it cannot be changed. If you need to update the appointment length for a location at a later date, you need to reach out to Turvo support. 

# of days schedulable in the future

The # of days schedulable in the future field determines the number of days into the future an appointment can be scheduled using the Public Scheduling appointment flow. 

For example, if the # of days schedulable in the future is 14, and your customer is scheduling an appointment on Tuesday, January 4th, they’ll see available appointments from January 5th - January 17th (assuming the facility is open 7 days a week).

# of days displayed in public scheduling

The # of days displayed in public scheduling field allows you to configure how many days are shown to your customers/carriers when scheduling an appointment with your location on the public scheduling calendar. 

The number entered into this field will correspond with the number of days shown on the scheduling calendar, beginning with the day after whatever day they’re viewing the schedule. It will also take the days designated in the facility’s hours of operation into account for the public scheduling calendar calculation.

__of_days_displayed_in_public_scheduling.png

For example, if # of days displayed in public scheduling is 6 and your customer is scheduling an appointment for an October 29th pickup on Tuesday, October 26th, they’ll see appointment availability starting Wednesday, October 27th - Monday, November 1st. The displayed dates do not correspond to the pickup/delivery date of the shipment, but to the date they’re actually viewing/making the appointment. 

Protip: This view displays one week at a time. Use the arrows on the sides of the calendar view to switch to the next or previous week.

Schedule_Calendar.png

Note: You can enter a minimum of 1 day and a maximum of 365 days into the # of days displayed in public scheduling field.

Public scheduling cutoff time

The time entered into the Public scheduling cutoff time field is the cutoff for scheduling appointments for the next day. 

For example, if your Public scheduling cutoff time is 2:00pm and Joe Driver logs on to your Public Scheduling page at 3:00pm on Thursday to schedule an appointment, the earliest day he could schedule an appointment would be Saturday. 

Note: This field cannot be blank. 

Warehouse ID

The Warehouse ID is auto populated with the location ID. Location IDs can be located by looking at the URL and finding the number after /locations/, as shown in the screenshot below:

Location_ID_example.png

If you need to change the Warehouse ID, you can remove the pre-populated number from the Warehouse ID field and enter any unique 1-3 digit Warehouse ID. If the Warehouse ID field is blank, the number does not have 1-3 digits, or is not the same as the location ID, you will not be able to save your changes.

Warehouse_ID_field.png

Important note: Once the Warehouse ID for a location is set and saved, the field becomes view only for all users and it cannot be changed. If you need to update the Warehouse ID for a location at a later date, you need to reach out to Turvo support. 

Automated unloading

The Automated unloading checkbox determines whether the option to unload the entire trailer is presented to the carrier while making an inbound appointment and while making reservations for your customers and carriers. 

To enable this feature for the location, select the Automated unloading checkbox. Now, whenever an live, inbound appointment is booked for your customer or carrier, you can choose whether the entire trailer needs to be unloaded:

Unload_entire_trailer.png

Drop/Live reservations

The Drop/Live reservations checkbox determines whether the location uses load type (drop, live, or either) as a requirement when making reservations for customers and carriers. Creating load type as a reservation parameter allows you to allocate particular slots to drop, live, or either loads, giving better management of your labor and yard flow.

12341_001.png

To enable this feature for your location, click the Drop/Live reservations box. Now, whenever a reservation is opened in the location’s schedule, the Reservation details modal will give you a load type option to designate whether Drop, Live, or Either reservations can reserve the appointment slot.

 

Load_type_drop-down.png

For more information on setting up an appointment schedule for your locations, see our How to set up an appointment schedule and Understanding appointment schedule articles. 

Note: The ability to enable load type reservations is only available to those with Owner, Admin, and Super Admin permissions.

Expected dwell time*

*Note: This feature must be enabled in your tenant. Contact your Turvo Representative for more information and to configure.

Expected dwell time set on the location level will be used to calculate the ETA for any shipment being picked up from or delivered to that location. By default the Expected dwell time is set to 2 hours, unless this was configured differently in your tenant.

The Use the “By appt” window as dwell time if there is a start and end time checkbox will make it so Turvo calculates the dwell time as the difference between the appointment start time and end time for By appt stops. 

For more information around expected dwell time on the location level, see our How to set up expected dwell time for a location article.

Advanced scheduling parameters

Note: Advanced scheduling parameters are only editable by users with Admin or Super admin permissions. All others can view. 

Public scheduling enabled

Checking the Public scheduling enabled box will make the location available for carriers to schedule appointments using Turvo’s Public Scheduling feature. 

For more information on Public Scheduling, see our How to use Public scheduling for appointment scheduling in Turvo article.

Auto-created shipments

The Auto-created shipments checkbox determines whether the location utilizes auto-created shipments.

Auto-created shipments are used to update shipments with event updates from the facility, such as the truck being unloaded or the truck leaving the facility. It also shares the shipment to the assigned driver via the Turvo driver app, so they can use a fast pass for faster check in at the facility.  

Fast Pass in use

If Auto-created shipments are enabled, checking the Fast Pass in use checkbox will allow the driver to receive the "Gate Pass" or "Fast Pass" experience at the facility.

If left unchecked and Auto-created shipments are enabled, drivers can still be added to auto-created shipments, but they will receive the standard Turvo Driver experience at the facility.

Schedule export/import

With the Schedule export and Schedule import functions, you can quickly adjust capacity needs across your facilities by uploading and creating a 60-day schedule with the schedule upload template, rather than building the schedule in the Scheduling tab.

More information and step-by-step instructions on uploading an appointment schedule can be found in our How to upload an appointment schedule article.

Help link

The Help link function allows you to direct your customers to a ticket management system instead of an email address when they click Contact us in public scheduling.

To enable the help link, click the toggle switch and enter the URL of the ticket management system in the Link field.

10437_1.png

Be sure to click SAVE to save your changes!

Drop carriers

The Drop carriers segment determines whether all carriers are prevented from scheduling drop trailer loads or not. When appointment scheduling is enabled for a location, the Allow only eligible carriers to create drop appointments toggle will be by default. This means that all carriers will be prevented from scheduling drop trailer loads, unless they’re added to your Carriers eligible to drop trailers list.

Allow_eligible_carriers_toggle.png

To enable drop appointments for specific carriers, click + Add account and enter the carrier’s name in the field. After you select the carrier from the drop-down, click the green check mark to save your changes.

Note: Locations with a European address will display a VAT ID column instead of SCAC, MC #, and DOT #.

To remove a carrier from the eligible carriers list, hover over the carrier and click the x on the far right to remove it. When asked if you would like to Remove this carrier?, click YES to continue.

Remove_drop_carrier.gif

If you would like to enable all carriers for drop appointments, click the toggle to the grey OFF position:

OFF_toggle.png

Be sure to click SAVE to save your changes!

Parent-child customers

Under the Parent-child customers segment, you can link customers you frequently do business to any larger parent company they belong to. This way, you only have to create reservations for the larger parent company, rather than individual reservations for each customer. 

To enable this feature, toggle the Treat related customers the same when consuming customer slots to the blue ON position.

Parent_child_toggle_on.png

Then, add the Parent customer by clicking + Add customer, typing the name of the customer into the available field, and clicking the green check mark to save your changes.

Add_parent_gif.gif

To link the Child customer(s), hover over the newly created parent until you see the vertical three dot icon to the far right. Click the icon, then select Edit from the drop-down menu.

three_dots_and_Edit.png

In the Edit parent-child customers modal, enter the appropriate child customers into the Child customer field. You can add multiple customers to this field, if necessary. Once you’ve added the children, click CONFIRM to save your changes.

Add_children_gif.gif

To remove any parent-child customers, hover over the line, then click the vertical three dot icon that appears and click Delete. When asked if you would like to Remove this customer?, click YES to continue.

Restricted customer settings

The Enable a different date range for restricted customers toggle allows you to enter a different date range in your public scheduling for specific customers. If the box is unchecked, all customers are subject to the number of days entered into the # of days displayed in public scheduling field.

To establish an alternative date range in public scheduling for specific customers, toggle the Enable a different date range for restricted customers toggle to the blue ON position and enter the number of days you’d like these specific customers to see (minimum of 1, max of 365).

Restricted_customer_date_range.png

The Disable slot booking for multiple orders with different delivery/pick up dates toggle gives you the option to disable restricted users from booking different delivery or pick up dates for multiple-order booking.

11590_01.png

In the Restricted customer section, add the appropriate customers by clicking + Add customer, entering their name into the field, and selecting them from the drop-down.

__Add_customer.png

Then, click the green checkmark to save your changes.

Green_check_mark.png

Accounts added here will see the number of days added to the number field on the scheduling calendar, beginning with the day of their delivery or pickup.

For example, if you’ve established that Ship Shoppe can only see 2 days on the public schedule, they will only be able to see their pickup/delivery day + 1 day. So, if Ship Shoppe was scheduling a delivery with a delivery date of January 19th, they’d only be able to see January 19th and January 20th.

Special services

The special services toggle enables special service reservations for that location and determines which services are considered special. If this feature is disabled, all services at this location will be deemed regular. This removes the need for the carrier to call in order to book a special services appointment.

To enable and choose your special services, toggle the Enable special services that take more time and effort to load/unload toggle to the blue ON position and choose the appropriate service types from the drop-down menu. Then, click SAVE to save your changes.

Special_servies_GIF.gif

Now, whenever a reservation is opened on your appointment schedule, you can select the Special services checkbox in the reservation modal and only special services will be available for that reservation. Any reservations that have special services checked are available for appointments that require special services.

Special_services_check_in_reservation.png

For more information on reservation types and how to book appointments on your schedule, see Understanding appointment schedules and How to book an appointment.

Note: With Special services enabled, open slots allow any kind of service or customer to book in them.

 

Was this article helpful?

0 out of 0 found this helpful