Diarybook Getting Started Tutorial

Introduction

Welcome to the Diarybook Getting Started Tutorial. This guide is designed for users who are joining an existing Diarybook account. It provides a quick walkthrough of accessing and using the service.

What You’ll Learn

• Using the welcome email to access Diarybook.
• Adding and editing clients and appointments.
• Cancelling appointments and texting notifications to clients.

Accessing Your Account

Step 1: Validate Your Profile

1. When added to a Diarybook account, you’ll receive an email with a link titled “Validate User Profile”.
2. Click the link to open your browser.
3. Set your password by entering it twice and clicking “Set Password”.
4. Once you see the “Activated” screen, you’re ready to sign in.

Step 2: Sign In

1. Open your browser and go to: portal.diarybook.com.
2. Enter your email address and password on the sign-in screen.
3. Click “Sign In”.

Navigating the Home Page

• Left Margin: Icons for different areas of Diarybook (Area Menu).
• Top Right: Action buttons and menus.
• Bottom: Your user ID and the name of the account(s) you’re signed into.
  • Use the “Switch” button to switch between accounts if you belong to multiple.

Adding Clients

Step 1: Gather Required Information

• Consult your account administrator to determine which reminder features will be used (e.g., SMS, email, voice calls, letters).
• Ensure you have the necessary client details (e.g., mobile number for SMS reminders).

Step 2: Add a New Client

1. Click the green Plus icon in the top right.
2. Select “Add New Client”.
3. Enter the client’s first name, last name, and mobile number (minimum required for SMS reminders).
4. Click “Save”.

Step 3: View and Edit Clients

1. Click the “Clients” icon in the Area Menu.
2. Use the search field to find a specific client.
3. Click on a client’s row to view their record.
4. Click the “Edit” button in the toolbar to update details.

Note: All fields are optional, but follow your administrator’s guidance on which fields to use.

Adding Appointments

Step 1: Create a New Appointment

1. Click the green Plus icon in the top right.
2. Select “Add New Appointment”.

Step 2: Fill in Appointment Details

1. Client: Begin typing the client’s name to search and select.
2. User: Select the Diarybook user the client is seeing.
3. Appointment Type: Choose from the list (managed by the administrator).
4. Date and Time: Specify the appointment date and time.
5. Repeat: Use this field to add multiple appointments for the client.
6. Duration: Pre-populated based on the appointment type.
7. Rooms and Resources: Optional field to book rooms or equipment.
8. Waiting Room: Advanced feature for capacity control, monitoring, and self-check-in.
9. Remind Client Using: Select how and when the client will be reminded.

Note: Diarybook prevents double-booking but allows overrides for specific scenarios.

Step 3: Save the Appointment

1. Click “Save” to finalize the appointment.

Viewing and Managing Appointments

Step 1: View Appointments

1. Click the “Clock” icon to view appointments.
2. Click on an appointment to open its details.

Step 2: Edit Appointments

1. Use the “Edit” icon in the toolbar to modify appointment details.

Step 3: View Confirmation Status

• Status Symbols:
  • Green Arrow (↗): Reminder sent.
  • Grey Arrow (↙): Reply received.
  • Circle Icon: Confirmation status (Green: Confirmed, Red: Unable to attend, Yellow: Maybe, Grey: No status).
• Status Column: Shows the status in text on the far right.

Note: Diarybook automatically updates confirmation status based on client replies.

Cancelling Appointments and Sending Notifications

Step 1: Filter Appointments

1. Use the “Filter” option in the toolbar.
2. Select the user whose appointments you want to cancel.
3. Click “Apply”.

Step 2: Select Appointments

1. Click the tick box in the toolbar to select all filtered appointments.

Step 3: Send SMS Notifications

1. Go to the “Appointments” menu.
2. Select “Send SMS”.
3. Choose the appropriate Sender ID.
4. Type your message.
5. Preview the messages and click “Send”.

Step 4: Cancel Appointments

1. Go back to the “Appointments” menu.
2. Select “Change Confirmation Status” > “Cancelled by User”.

Conclusion

This tutorial covered:

• Accessing Diarybook.
• Adding and editing clients and appointments.
• Manually sending messages and cancelling appointments.