Appointment Setting

Manage the appointments for Fleet movements in the Fleet Management Console.

Fleet Management Console Appointment views enable searching and filtering of records to set appointments. Each appointment record, when associated with a Load, also shows the Load, Stop, and Line Item information for that Load.

The Appointment Console LWC is intended for use by both Brokerage and Fleet customers. Ordering and filtering criteria based on Trip Plan Leg records is intended for use by Fleet customers.
For Fleet Management, see also creating Appointment Views.

The TMS defines Appointments in two ways: as a Trip Plan Leg or a Stop appointment.

1. Trip Plan Leg appointments are those associated with a specific Trip Plan.

   1. Brokerage-only TMS users do not create or manage Trip Plan Leg appointments.

   2. Trip Plan Leg appointments are set in the Fleet Management Console.

2. Stop appointments are those associated with a Load, but not a Trip Plan.

Field Tracking History

To track changes that have occurred for an appointment, confirm that the following fields have history tracking enabled.

Stop

• Arrival Date

• Arrival Time

• Departure Date

• Departure Time

• Expected Date

• Appointment Time

• Appointment Required

Fleet Management customers should also include field tracking for the following Trip Plan Leg fields.

• Appointment Date

• Appointment Start Time

• Appointment End Time

• Appointment Status

• Appointment Confirmed By

• Appointment Requested By

Appointment Setting

Create Appointment Views on the Fleet Management Console to view Loads and/or Trip Plans that require Appointment actions.

Search for Loads that may be displayed in Appointment views even when they are not yet added to a Trip Plan.

Trip Plans are in the Local Date & Time of the Stop for that location.

Stop fields populate onto and update Trip Plan Leg fields only when first adding the Load/Stops to a Trip Plan. Once the Trip Plan is created, all appointment values are contained on the Trip Plan. The Trip Plan is the source of truth for appointment values. No syncing occurs between Trip Plan Leg and Stop records except when Stops are updated in the Trip Plan Leg appointment in an Appointment view.

From the Fleet Management Console banner select Appointment Setting to view the Appointment view manager.

Select the appropriate filter criteria in the header section and set the desired values to find appointments.

For more information on filtering, see Appointment view information for the Fleet Management Console views.

View Sections

Create and manage appointments by using filters to view Stop and Trip Plan Leg locations requiring appointments.

Search for records with the header filter criteria and use Order-By sorting to create appointments for locations.

Below the search header fields, the Appointment View is split into the four sections below.

• Locations

  • A list of Stop or Trip Plan Leg locations that may be selected one at a time to create all applicable appointments.

• Appointments

  • The list view of appointments for Stop locations and the fields necessary to set the appointment fields.

• Contact Information

  • The Contact records and Transportation Profile information relevant to creating appointments for the location.

• Chatter

  • Communicate appointment information to Drivers and other stakeholders to store on the Load record.

Locations

Locations are displayed on the left side of the component. To appear in the list, a location must meet the filter criteria set in the header.

Select the radio button for a Stop location to view its related appointments in the Appointments section.

Appointments

The Appointments section displays the list of appointments for locations that match the header search criteria and Order-By settings.

When a Load is added to a Trip Plan, the following Stop fields automatically populate into the Trip Plan Legs.

• Appointment Date

• Appointment Start Time

• Appointment End Time

• Appointment Required

As fields are saved in the Appointment, the following fields are saved to the corresponding Stop record.

• Appointment Date (saved to Stop Expected Date)

• Appointment Start (saved to Stop Appointment Time)

• Appointment End

• Requested By

• Confirmed By

• Dock

• Appointment Status

When the Appointment Required field is set, the Stop is updated. The value on the corresponding Transportation Profile does not update.

Stop fields are set on the Trip Plan Leg one time when the Load is added to the Trip Plan Leg. Once the Load is added to the Trip Plan, the Trip Plan/Appointments are the source of truth and maintained for those appointment values.

No data is synced between Stops and Trip Plan Legs once the Load is added, except for the Stop fields listed above that are saved as Appointment changes.

The following Derived fields include additional icons to help you quickly identify the appointment status.

• Previous Appointment Status

• Next Appointment Status

• All Appointments Made

Appointments can have one of the four statuses listed below. Each status is represented by its corresponding icon.

• Unmade

• Requested

• Confirmed

• Not Applicable

If changes are made in the Appointments section and a user clicks Save, the Previous Appointment Status, Next Appointment Status, and All Appointments Made fields do not update automatically. To update these fields, click Save and Refresh after making changes to the appointment record.

Update the Appointment Status field by requesting or confirming the appointment using the toolbar buttons described below.

The Change Count field tracks the number of times appointment values have changed. View additional change information in the History modal shown below.

The toolbar allows for completing the following appointment actions.

• Requested button enters the User record completing the action in the Requested By field. The Appointment Status updates to Requested.

  • This User record lookup is set automatically when the user completes the action.

• Confirmed button enters the User record that completes the appointment in the Confirmed By field. The Appointment Status updates to Confirmed.

  • When Confirmed, the icon is orange.

  • This User record lookup is set automatically when the user completes the action.

• The History button opens a modal containing old and new field values with the User record and date/time the value changed.

  

  • Click the Close button to return to the Appointment list.

• The Trip Plan button opens the Fleet Trip Planner LWC.

  • View the Trip Plan requiring appointments.

  • In order to display in a view, Trip Plans must be saved and contain a Due Out Date.

When creating a Trip Plan Leg, populate the Trip Plan Leg Asset with the Seal Number from the Load. Once the Trip Plan is created, appointment updates populate from the Trip Plan Legs to Load stops only.

• The Chatter button selects the Load record requiring the appointment.

  • When selected, the icon is blue.

  • The Chatter Feed displays the Load record on the appointment.

  • Add the note in the feed and click Share.

Click Save to keep the appointment additions and changes. Click Save and Refresh to view additions and continue viewing the current location appointments.

Contact Information

The Transportation Profile and Contacts for the selected Location can be viewed on the right side of the Appointments section.

Select the Expand Contact Information button next to the purple Contact icon to open and view the Contact Information section. Select the Collapse Contact Information button to hide this section.

Note: Only Contacts that include the Appointments value in the Transportation Role field are visible in this section. All other Contacts related to the Location are filtered.

The following Transportation Profile fields are visible in this section:

• Appointment Lead Time (Days)

• Appointment Method

• Appointment Website

• Pickup Appointment Required

• Delivery Appointment Required

• Shipping Hours

• Receiving Hours

• Drop Duration (Minutes)

• Hook Duration (Minutes)

• Drop and Hook Duration (Minutes)

• Live Load Duration (Minutes)

Note: To change the values in these fields, set them accordingly in the Customer Transportation Profile.

Contacts related to the Account Location are filtered to display only those that have the Appointments value in the Transportation Role field.

The following Contact fields are visible in this section:

• Email

• Mobile

• Name

• Pone

• Transportation Role

Chatter

Click the Chatter  icon to display the Chatter Lightning Web Component to the right of the Appointment section. Use the Chatter component to add information or notes to the Load record associated with the appointment.

The Chatter feature is not available for appointments that do not include a Load.

The selected Load is displayed in the Chatter Feed banner.

When the Chatter note is complete, click Share.

Email Appointment Requests

Email Appointment Requests from the Appointment Setting view in the Fleet Management Console. Complete the Appointment Request setup and ensure that the Show Appointment Request box is checked.

The Email Appointment Requests toggle is presented in the Appointments section header and is Disabled by default.

Selecting the toggle to Enabled adds a checkbox next to each Stop or Trip Plan Leg listed in the Appointments section for a specific Location. The checkbox in the header next to the Send Email Appointment Request button selects all Loads in the list.

If no Stops or Trip Plan Legs are selected, the Send Email Appointment Request button is greyed out. If at least one in the list is selected, the checkbox in the section header is checked, and the button is available for selection.

Select the Stops and Trip Plan Legs to make Appointment Requests for a specific Location.

Send Email

Selecting the Send Email Appointment Request button opens the Send Email LWC with the Appointment Request email template. The “To” recipients are automatically populated with Contacts that have the Appointments value chosen in the Transportation Role field and the Contact is associated with the Stop Location’s Account.

Warning: Be sure that there is at least one Contact as a recipient in the “To” address field before sending the email.

Note: If more than one Load was selected, the Appointment Requests are consolidated into one email with all Loads listed in the subject and body. If only one Load is selected and that Load has Load Email related records that have the Document Option Actions field include the Appointment Request, then those values will automatically enter the Contact, User, or email address into the designated recipient type field (“To,” “Cc,” or “Bcc”).

The Appointment Request Expiration field in the modal is determined by the value of the Default Appointment Request Expiration field in the following cascading order:

(1) Customer Transportation Profile > (2) Global Transportation Profile > (3) 24 hours from today

Time Zone Note

The time zone used in the Appointment Request Expiration field is determined by the value of the Timezone field in the Stop record (if the Location field is blank) or the Timezone field in the Account record used for the Location field. If the Timezone field is blank, the timezone of the User requesting the appointment is used.

The appointment request expiration in the body of the packaged email template is dynamically updated based on the Appointment Request Expiration field. The date format is YYYY-MM-DD, the time format uses the 24-hour clock, and the time zone is set based on your browser or computer system’s time zone—not the User’s time zone.

If the Appointment Request Expiration field is blank, then the request doesn’t expire.

Select Send to email the Appointment Request to the recipients. Once the Appointment Request email is sent, the Status field of the Stops or Trip Plan Legs for each selected Load updates its value to Requested. The Requested By field is updated to the User who sent the request.

Appointment Requests Information

A new Appointment Request section is added to the Stop or Trip Plan Leg after sending at least one Appointment Request email.

All Appointment Requests information is displayed here, with the number of proposed requests and their status.

If an Appointment Request email was sent without a value in the Appointment Start field, the email recipients would need to propose a new appointment time and submit it with the Appointment Request Response LWC.

Once the Contact proposes a new time, the initial Appointment Request becomes Declined, a new Proposed Appointment Request is created, and the Appointment Status field updates to Alternative Proposed - Pending Review for the Stop or Trip Plan Leg. You can either confirm a proposed appointment time or send a new appointment request with the Send Email Appointment Request button.

Note: Email recipients can send multiple Appointment Request proposals.

If you select Confirm from a proposed appointment time, the following fields are updated:

• The Status of the appointment updates to Confirmed,

• The Confirmed By field is updated to the User who confirmed the proposal,

• The Confirmed icon turns orange, indicating the confirmed status, and

• The Appointment Date, Appointment Start, and Appointment End fields are updated to the proposed appointment date and time.

Note: If there are multiple proposals to select from, confirming a proposed time will set the Status field for all other proposals to Declined.

If the Confirmation Method is set to Email Me, the Contact is emailed a notice confirming the proposed appointment time.

If an Appointment Request email is sent with values in the Appointment Date, Appointment Start, and Appointment End fields, the email recipients can either confirm, decline, or propose a new appointment time.

If the Contact confirms the Appointment Request, the following fields are updated:

• The Status of the appointment updates to Confirmed,

• The Confirmed By field is updated to the Automated Process user, and

• The Confirmed icon turns orange, indicating the confirmed status.

If the Contact declines the Appointment Request, the Status of the appointment updates to Declined.

Caution: If the Appointment Request expires by surpassing the date and time specified in the Appointment Request Expiration field, the request is removed from the list, and a new Appointment Request must be manually sent.