How to Book and Manage Appointments in HALO

This guide will walk you through the steps of booking and managing appointments in Halo. It covers viewing appointments, confirming bookings, conducting qualification calls, recording outcomes, editing, canceling appointments, and booking new ones.

Viewing Appointments

1. Access the Calendar:

   • Navigate to the calendar to see all booked appointments.
   • Booked appointments are displayed in green in the list view.

2. View Appointment Details:

   • Click on an appointment to view its details.
   • Here, you can see guest information, including if they are bringing a guest, their models of interest, and exchange information.

Managing Appointments

Confirming Bookings

1. Initial Confirmation:

   • Once a booking is completed, you need to confirm it with the customer.
   • This can be done via:
     • Confirmation letters
     • Confirmation packs (including lanyards and parking passes)
     • Email confirmation and introduction

2. Recording Confirmation:

   • After confirming with the customer, mark the confirmation in Halo.

Conducting Qualification Calls

1. Purpose:
   • Ensure you have all necessary information to make the appointment run smoothly.
2. Timing:
   • Conduct the qualification call a few days before the appointment.
3. Updating Records:
   • Once the call is completed, the system will update the analytics in the background.

Recording Appointment Outcomes

1. Post-Appointment:
   • After the appointment, select and record an outcome:
     • Sale
     • Lost Sale
     • Future Opportunity
     • No Show
2. Updating Analytics:
   • Recording the outcome updates your dealership's analytics.

Editing and Canceling Appointments

1. Editing Appointments:
   • To edit an appointment, click on "Edit" and modify the details as needed.
2. Canceling Appointments:
   • To cancel, click "Cancel Appointment" at the bottom of the appointment details page.

Booking New Appointments

1. From the Calendar:

   • Click "Book Appointment" at the top of any page.
   • Select a customer from the database (those who have received marketing).
   • Complete the details, select date and time, choose the sales executive, and add part exchange information.
   • Hit "Confirm" to book the appointment.

2. Directly from the Calendar:

   • Find an available time slot and click the pause button.
   • Search for the customer in the database or add a new guest if they are not in the database.
   • For new guests, fill in all details manually.

3. From an Available Time Slot:

   • Select an available time slot in the calendar.
   • Follow the same process as booking directly from the calendar.

By following these steps, you can efficiently book and manage appointments in Halo, ensuring a smooth experience for both you and your customers.