My Planner

Overview

My Planner is the focal point in the Sales Force Automation process. This is where a qualified sales Opportunity is created in MosoMRM and placed into your sales pipeline where it is now actionable and assigned to a specific User or Work Role.

My Planner also works in conjunction with the Scheduler functionality however, they are unrelated features that work independently of each other.

You can set your availability from the same interface that is used in Scheduler and can view your scheduled appointments in My Planner.
This Scheduler feature is still for Service Items ONLY and is NOT meant to be a personal calendar.

The My Planner page consists of six (6) primary features that are located in the left navigation tree:

Scheduled Appointments - This is a Manager feature that is used to view all scheduled appointments for a specified time period. Within this page, you also have the ability to Authorize sessions.
Tasks - This lists all of your current Tasks that have been assigned to you in the sales pipeline. These Tasks may, or may not, be related to a specific sales Opportunity.
Opportunities - This lists all of the sales Opportunities that have been assigned to you in the sales pipeline and any related Tasks that have been added.
Availability - This is the primary place where a Trainer or other Service Provider enters their availability into Scheduler.
Staff Appointment Audits -
Change Requests -

The Scheduled Appointments and Availability options are only available if you have the Scheduler functionality activated.

It is NOT required that you have the Scheduler functionality activated at all to use My Planner. If you do not use the Scheduler, or you want to limit which Users or Work Roles can view the availability and scheduling options, you can set permissions where those features will simply not display in your left navigation tree.

My Planner Setup Order

There are three (3) items in System Configuration that must be set up to use My PlannerYou should set up your My Planner features in the following order:

Security Permissions (see BELOW)
Lead Sources
Opportunity Setup
Task Setup

(NOTE: The latter two are interchangeable.)

To Navigate to the My Planner page, from the Launch Pad, click My Planner in the left navigation panel. The page always defaults to the Tasks section.

Security Permissions Setup

How you set up your Permissions is vital to which Users or Work Roles have access to certain information and functionality. A few things to think about when configuring your Operation and Data Security settings:

Who, if anyone, will have "ALL" permissions (see below)?
Who will have access to configuration items?
Will Users have access to view all Opportunities and Tasks or just their own?
Who will have permissions to change or delete an Opportunity?
Will Users and Work Roles be able to add their own Opportunities?
Will you activate the Scheduler functionality and who will have permissions to use it?

You have the ability to assign Operation Security Settings (View, Change, Delete, Add) for "All" Tasks and Opportunities. This gives that User or Work Role the ability to execute ALL of the functions on any Task or Opportunity.

This can also be set at the Feature Security Permissions level. This level is set on the Staff Work Roles and Employee Profile pages.

**"ALL" Security Settings**
The All Opportunities and Tasks tabs in Operation Security.	The "All" Feature Security Permissions settings for Work Roles.

Scheduled Appointments

This is a read-only page where any appointments you have scheduled will display if you are using the Scheduler feature in My Planner.

The Status field is populated from the last action linked to that unit in Activity Management. There are four (4) primary statuses that will display and ALL four can be authorized:

Active
Cancel
Active - No Show
Cancel - Late Cancel

The first portion (Active or Cancel) is the Activity Status while the second is the Unit Status (No Show or Late Cancel).

Scheduled Appointments log with Authorizations.

Tasks

Tasks can be filtered by Category, Type, Status, and Due Date. These lists are configuration items in System Configuration.

Task Category and Task Type - These are configured in Task Setup.
Task Statuses are system generated in the Statuses configuration.
- Due, PastDue, Pending are the default Statuses and will ALWAYS populate this field.
- The Status field works the same as adding Users in Operation and Data Security in that once you select a Status from the drop-down list, it is removed from that list and added to the field.
Due Date - These are hard coded items that can not be changed (Today, 7,30,90 Days).
Show All Tasks - This displays all Tasks. Pending on the Security settings for the specific User, only their own Opportunities will display if you select this option.

The Status field options and other Task filters.

To Add a Task:

If you are not already on the page, click Tasks in the left navigation tree.
In the right section, click the Add Task button.
In the Add a New Task section, click in the Member field, do a Search, and select the Member.
Assigned To (required): Select either the Staff Member (default) or Work Role radio buttons. The Staff field auto-populates with the Staff Member adding the Task.
1. If you select Staff Member and are assigning the Task to another Staff Member, click in the Staff field to highlight the current selection and do a Search in the same manner as you did for the Member.
2. If you select Work Role, select a Work Role from the drop-down list.
Enter a Subject (required), a brief Description, and any additional Comments in their respective text boxes.
Select a Task Type and Task Category from their respective drop-down lists.
Enter a Start Date and a Due Date or click the Calendar icon in each field to select a date.
Leave the Completed Date field blank. This will be updated when the Task is completed.
The Created By will be populated automatically with the User that created the Task.
Click the Save button.

Adding a Task.
The Task will now display in the bottom portion of the page in the order in which it was added.
1. The Task DOES NOT GET APPLIED TO AN OPPORTUNITY WHEN YOU ADD IT FROM THIS PAGE!!!
2. The Member's name is a link. If you click the link, that Member's Profile page displays in a different tab.

Edit, Delete, Complete a Task

All of these functions are in the toolbar. To activate the toolbar, click anywhere in Task record (except on the Member Link).

To Edit a Task:
1. Click the Task in the list.
2. Click the Edit Task button. The fields in the Edit an Existing Task section are the same fields that you completed when you added the Task, and ALL of the fields are editable with the exception of the Created By field.
3. Edit the requisite information and click the Save button.
To Delete a Task:
1. Click the Task in the list.
2. Click the Delete Task button. A confirmation pop-up window displays to verify that this is the action you want to take.
3. Click the Yes button and the Task will be deleted and removed from the list.
To Complete a Task:
1. Click the Task in the list.
2. Click the Complete Task button. The Success banner will display at the top of the screen informing you that the Task has been successfully completed.

Reopen a Task

Only Completed Tasks can be reopened.

To Reopen a Task:

Select any applicable Filters (Category, Type, Due Date, Show all Tasks) and then down arrow in the Status drop down list and select Completed. A list of completed Tasks displays.
Click the Task record you want to reopen.
Click the Reopen Task button in the toolbar.
1. The Success banner will display at the top of the screen informing you that the Task has been successfully reopened
2. The Task Status will change to Pending.
3. The Task will be added back to your Task list. (NOTE: You can still Complete the Task directly from this list)
  
  Reopening a Task.

Opportunities

Opportunities are filtered in the same manner as Tasks but with different options.

Location - This is the Location (Business Unit) to which the Opportunity was assigned.
Opportunity Type - This is configured in Opportunity Setup.
Opportunity Status - Unlike Tasks, these are configured in Opportunity Setup.
- Active is the only default Status and will ALWAYS populate this field.
- The Status field also works the same as adding Users in Operation and Data Security in that once you select a Status from the drop-down list, it is removed from that list and added to the field.
Date Created - These are hard coded items that can not be changed (Today, 7,30,90 Days).
Show All Opportunities - This displays all Opportunities. Pending on the Security settings for the specific User, only their own Opportunities will display if you select this option.

To Add an Opportunity:

If you are not already on the page, click Opportunities in the left navigation tree.
In the right section, click the Add Opportunity button.
In the Add a New Opportunity section, click in the Member field, do a Search, and select the Member.
Assigned To (required): Select either the Staff Member (default) or Work Role radio buttons. The Staff field auto-populates with the Staff Member adding the Opportunity.
1. If you select Staff Member and are assigning the Task to another Staff Member, click in the Staff field to highlight the current selection and do a Search in the same manner as you did for the Member.
2. If you select Work Role, select a Work Role from the drop-down list.
Select a Location where this Opportunity will occur from the drop-down list.
Select a Status from the drop-down list. This selection will typically be what you deem your initial Status e.g. New, Active, etc.
Select a Lead Source and Opportunity Type from their respective drop-down lists.
Select a Sales Ranking from the drop-down list. Though this can subjective in many ways, this will also typically be what you deem your initial Ranking e.g. Hot, Active, etc.
Enter (or click the Calendar icon to select) the Expected Closing Date for this Opportunity.
Click the Save button.

Adding an Opportunity.
The Opportunity will now display in the bottom portion of the page in the order in which it was created. The Member's name is also a link. If you click the link, that Member's Profile page displays in a different tab.

Edit, Delete an Opportunity

All of these functions are in the toolbar. To activate the toolbar, click anywhere in Task record (except on the Member Link).

To Edit an Opportunity:
1. Click the Opportunity in the list.
2. Click the Edit Opportunity button. The fields in the Edit an Existing Opportunity section are the same fields that you completed when you added the Opportunity, and ALL of the fields are editable.
3. If you do make any edits, selecting a Staff Member or Work Role and a Status are required data. Edit any other requisite information and click the Save button.
To Delete a Opportunity:
1. Click the Opportunity in the list.
2. Click the Delete Opportunity button. A confirmation pop-up window displays to verify that this is the action you want to take.
3. Click the Yes button and the Opportunity will be deleted and removed from the list.

Launching the Agreement Writer

You can launch the Agreement Writer directly from this page if the following criteria are completed:

In the Opportunity Setup configuration, not more than ONE (1) Opportunity Status MUST have the Final option selected.
The status you selected above MUST be the status you selected for the applicable Opportunity.

If both of these options are selected, the Agreement button in the toolbar will activate and you can launch the Agreement Writer directly from this page and begin the process of finalizing an Agreement.

As you proceed through the Agreement Writer process:

The Member is automatically linked to the Opportunity as the Agreement owner.
Any Lead Source associated with the Opportunity is also linked to the Agreement.
When the Agreement is finalized, it is linked directly to that Opportunity.

This feature can only be used for Individual (New Agreement), Add-On, and Corporate Add-On Agreement Types.

Related Tasks

These are Tasks directly related to an Opportunity.

Related Tasks display in the bottom section of the Opportunities page.
The functionality and interface is identical to the Tasks section.
Any Tasks you add here ALSO DISPLAY IN THE TASK SECTION for the Staff Member or Work Role to which it was assigned.

Double-click the record to display the Related Tasks. When you click the Add Task button, the identical Add a New Task page displays in the bottom section of the page. The Member and Assigned To fields will auto-populate with the same selections you made when adding the Opportunity (NOTE: This feature is currently not operational). Complete the remainder of the form and click the Save button. The Edit, Delete, Complete, and Reopen features are also available in this section.

Adding a Related Task to an Opportunity.

The added Related Task...

Added Related Task.

Availability

This is where you add your availability to be scheduled for appointments if you are using the Scheduler feature in My Planner.

This is the same process for adding availability for a Resource.

Adding availability is a three (3) step process:

Add Availability
Select your reminder and scheduler Options
View Availability

Add Availability

Pending on the number of Services and/or Locations available in your enterprise structure, the configuration features may appear in different places in the user interface.

These identical features, plus a few added settings, are also used when addiing availability for a Resource.

To Add Availability Options for an Individual:

Click the Availability node in the left navigation tree.

Add Availability tab.
Select a service you can, or are eligible to, train from the Choose Services tree view (left). If you select the primary service category, all of the sub-categories will automatically be selected.
Select a Business Unit where you are creating availability from the Choose Locations tree.
In the Choose Availability Options section:
1. The Weekly Schedule radio button is the default. This is the standard setting and gives you the ability to create a recurring weekly schedule that NEVER needs to change if you so desire.
  1. Enter a Start Time and End Time.
  2. Select the days you want these times to apply. (Tip...To set different times for different days, see Tips for Setting Availability below.)
    1. CheckAll - Click this and all days of the week will be selected
    2. Uncheck All - This clears any previously selected days.
    3. Check M-F - This automatically selects Monday through Friday only.
      
      Standard Weekly Schedule selections.
2. Single Day Override - This gives you the ability to override your recurring schedule for the one (1) day you enter or select in the Date field.
  
  Single Day Override for a Resource or Associated Unit.
3. Temporarily Available - Selecing this check box gives you the ability to override your recurring schedule for a specified period of time versus just one day. This option is only viewable if you are currently viewing your Weekly Schedule.
  
  Temporary Availability for a Resource or Associated Unit.
After your availability is set, click the Check for Conflicts button (required in order to Save). This gives you the opportunity to see if there are any overlapping availability at other clubs conflicts with other Services or Service Providers for the use of this Resource at the date and times you selected.
1. If there are no conflicts, the Add button displays and it will be noted that there are No Conflicts in the Availability Conflicts section.
  
  No Conflicts for this Individual or Resource.
2. If there are conflicts, a list of those conflicts will display in the Availability Conflicts section. To alter the availability options that have previously been set:
  1. Either click the Delete button of the Availability Record(s) in the list and click the Check for Conflicts again. If there are still conflicts repeat the process OR
  2. If possible, adjust the parameters in the Availability Options section above and repeat the process.
    
    Conflicts for this Individual or Resource.

Options

After you add your availability, you can configure personalized reminder and Scheduler settings.

To Configure Options:

In the Setup Email Reminders section:
1. You can select how many email reminders you want to receive (up to 3) for each appointment.
2. You can click each Email Reminder drop-down list and select your specific reminder interval (see screen shot below.)
  
  Email Reminder Settings
3. The emails are generated in the order in which you configure them i.e. Email Reminder 1 is the oldest and will be the first reminder, etc.
4. If you would like to have an email sent to you when an appointment is confirmed, select the Send Email Message on Appointment Confirmation check box.
5. If you would like to have an email sent to you when an appointment is cancelled, select the Send Email Message on Appointment Cancellation check box.
6. If you would like to sync your calendar to your Apple™ phone, click the Include iCal Request on Appointment Confirmation check box. Select the format from the iCal Format drop-down list. If you select this, an email is sent with an attachment to download this feature. If you open the attachment, the feature is automatically downloaded and syncs the calendar to your phone.
  1. Local (No Time Zone Information)
  2. Time Zone Included
  3. Universal Coordinated Time (UTC)
In the Setup SMS Reminders section, the fields are identical to those in the Setup Email Reminders section but are for setting up your text messaging reminders.
In the Calendar Options section:
1. The Use click to 0pen ToolTip check box will default to selected.
2. Select the color you want to display for any blocked times on the calender. Click the Calendar Block Time Color down arrow to open the color selector and select your color option.
3. Select the Calendar Start Time and Calendar End Time from their respective drop-down list. RECOMMENDATION...enter the facility opening and closing times for these options.
4. If you need to set up availability at multiple locations, select the Allow availability at multiple locations check box.
5. The Use generic date selectors on Mobi check box is currently not operational.
If all of this is correct, click the Save Options button.

View Availability

The View Availability tab is primarily read-only but does include multiple availability removal options.

Removing Availability

The Remove button removes the availability for the selections you make in the Current Availability section. In the On(days) drop-down list, the Specific Date option removes any Single Day Override availability you have previously added.

There are multiple ways to remove ALL Availability from Scheduler.

In the Current Availability section:
1. Select the All option (default) in Service Type and Services drop-down lists.
2. Select the All Days option in the On(days) drop-down list.
3. Click the Remove button.
Simply click the Wipe All Existing Availability button in the bottom left corner of the page.

Removing ALL Availability.

Tips for Setting & Removing Availability

The easiest way to make multiple adjustments to your recurring schedule is to use the Wipe All Existing Schedules feature and reenter your availability.
If you have a different schedule for different days, simply select the applicable day(s) individually, save the settings, and then repeat the process for each subsequent day or group of days.

Staff Appointment Audits

This page gives a Manager or Administrator the permission to quickly view all Appointments for an entire facility or Business Unit and subsequently authorize the redemption of a session. The user interface is identical to that on the View Appointments page.

To activate this feature, select the Allow View Staff Appointment Audit-My Planner option in the Feature Security Permissions (Activity Management folder) for the appropriate Staff Work Role.

Change Requests

This node gives you the ability to track change requests for Agreement Suspensions (Freeze or Hold), Cancellations, and Funding Sources. These change requests are for tracking purposes at this point and thus, the records are read-only.

The View Change Requests Feature Security Permission in Staff Work Roles (Tasks and Opportunities folder) is required to use this feature. This permission activates the node for Users with that Work Role, hence giving you the ability to view the requests.

Requests can be filtered by the following:

Location
Member
Request (Cancel,Freeze,Hold)
Date Range (Entered or Effective)
Status (Active or Denied)
Funding Source

You can notify Members about the status of each Change Request by configuring the available email templates in Template Configuration and then select each template in the Portal Configuration.

(NOTE: The ability to edit, approve, and deny requests will be available in a future release.)

Authorizing an Activity

You can Authorize an Activity Session on both the Scheduled Appointments and Staff Appointment Audits pages. To authorize a session, click the Authorize button. This will open the Activity Authorization prompt that is similar to a Check-In screen. Click this link for the steps to Authorize an Activity Session.

Staff Appointments Audit view.

Technical Information

Related Information

The MosoMRM Modules
My Planner Members Check-In Childcare Point of Sale Activity Management Staff & Users Data Analytics	System Configuration Scheduler Events Organizations Time Entry Time Records BOSS	System Configuration The MosoMRM User Interface The MosoMRM Glossary Setting Up Your MosoMRM System The MosoMRM Modules Operation Security Feature Security Moso myClub

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