[ADD] Appointments: Basics doc

closes odoo/documentation#12820

Signed-off-by: Jessica Rogers (jero) <jero@odoo.com>
Co-authored-by: larm-odoo <121518652+larm-odoo@users.noreply.github.com>
Co-authored-by: Felicia Kuan <feku@odoo.com>
Co-authored-by: Sam Lieber (sali) <36018073+samueljlieber@users.noreply.github.com>

content/applications/productivity.rst

@@ -12,6 +12,7 @@ Productivity
     productivity/spreadsheet
     productivity/knowledge
     productivity/calendar
+    productivity/appointments
     productivity/discuss
     productivity/data_cleaning
     productivity/whatsapp

content/applications/productivity/appointments.rst

@@ -0,0 +1,199 @@
+============
+Appointments
+============
+
+Odoo's **Appointments** app is a self-service scheduling app that simplifies the process of booking
+meetings, consultations, or services. Integrated with Odoo's suite of business apps, it allows
+companies to automate appointment scheduling, reduce manual coordination, and provide a seamless
+experience for clients. Appointments can be linked to calendars, **CRM** opportunities, employee
+schedules, and more, making it an ideal tool for service-based businesses seeking efficiency and
+organization.
+
+Configuration
+=============
+
+The **Appointments** app allows for new appointments to be scheduled based on the availability of
+users, or the availability of *resources*, such as meeting rooms or seating areas. To create a new
+resource, or manage existing resources, navigate to :menuselection:`Appointments --> Configuration
+--> Resources`. This opens a list of the available resources in the database, as well as their
+individual capacity.
+
+.. _appointments/resources:
+
+Resources
+---------
+
+Click :guilabel:`New` to create a new resource. On the blank record, enter a :guilabel:`Name` for
+the new resource. In the :guilabel:`Capacity` field, enter the maximum number of people the resource
+can accommodate. Then, confirm the :guilabel:`Timezone` for this resource.
+
+If desired, select one or more :guilabel:`Linked Resource` from the drop-down. This option
+designates one or more resources that can be used in combination to handled a bigger demand.
+
+.. important::
+   *Linked resources* are only used when using the :ref:`auto-assign <appointments/configure>`
+   :guilabel:`Assignment Method`.
+
+Lastly, add a :guilabel:`Description` for this resource.
+
+.. note::
+   The contents of the :guilabel:`Description` tab are visible to customers when booking an
+   appointment online.
+
+.. _appointments/configure:
+
+Appointment type configuration
+==============================
+
+Before appointments can be scheduled or booked, an appointment type must be created. Navigate to the
+:menuselection:`Appointments` app dashboard and click :guilabel:`New`. On the new blank record,
+enter an :guilabel:`Appointment Title`, then set a :guilabel:`Duration` for this appointment type.
+
+Next, set a :guilabel:`Pre-Booking Time`. This is the minimum amount of time between when an
+appointment can be booked and when the appointment can begin. If the :guilabel:`Pre-Booking Time` is
+`1` hour, appointments must be booked *at least* `1` hour in advance.
+
+.. example::
+    An appointment type is created for `Tennis Courts`, with a :guilabel:`Duration` of `1` hour, and
+    a :guilabel:`Pre-Booking Time` of `1` hour. At `02:00` PM, a customer attempts to book an
+    appointment for the same day at `02:45` pm. The first available time is `04:00` pm.
+
+    .. image:: appointments/pre-booking-example.png
+       :alt: An example of the booking calendar showing available times.
+
+Select a :guilabel:`Scheduling Window`:
+
+- Select :guilabel:`Available now` to allow customers to book an appointment immediately. Use the
+  :guilabel:`Up to X days into the future` field to define how far in advance customers can schedule
+  appointments. For example, if `14` is entered, customers cannot book anything more than 14 days
+  from the current date.
+- Select :guilabel:`Within a date range` to limit bookings to a specific range of dates. After
+  selecting this option, click the :guilabel:`From` and :guilabel:`to` fields, and use the calendar
+  pop-up window to customize the date and time range.
+
+Update the :guilabel:`Allow Cancelling` field to limit the amount of time before an appointment
+where a customer can cancel. If this setting is enabled, customers are unable to cancel within the
+designated time frame.
+
+.. note::
+   If a customer does try to cancel within the time frame, they receive an error message with
+   contact information. If the appointment is for a resource, the contact details are for the user
+   that created the appointment type. If the appointment is for a user, the contact details are for
+   the user the appointment is with.
+
+   .. image:: appointments/cancellation-message.png
+      :alt: An example of the message a customer sees when cancelling.
+
+Next, designate whether this appointment type is based on :guilabel:`Users` or
+:guilabel:`Resources`, by selecting the appropriate radio button. If it is based on users, select
+one or more :guilabel:`Users` in the drop-down. If it is based on :ref:`resources
+<appointments/resources>`, select one or more :guilabel:`Resources` in the drop-down.
+
+.. tip::
+   User-based appointment types can be used for scheduling sales meetings and demos, as well as
+   recruiting interviews.
+
+   Resource-based appointment types can be used for scheduling time in specific rooms or locations.
+
+Selecting :guilabel:`Resources` in the :guilabel:`Availability on` field reveals the
+:guilabel:`Manage Capacities` option. If selected, the appointment limits the number of participants
+based on the capacity of the resources selected.
+
+Choose an :guilabel:`Assignment Method` by selecting the appropriate radio button:
+
+ - :guilabel:`Pick User/Resource then Time`: customers select from a list of available
+   users/resources, then select an open time slot.
+ - :guilabel:`Select Time then User/Resource`: customers choose a date and time, then select from
+   the list of available users/resources.
+ - :guilabel:`Select Time then auto-assign`: customers select a time slot and are automatically
+   assigned a user/resource.
+
+Schedule tab
+------------
+
+The :guilabel:`Schedule` tab is used to outline when this appointment type is to be made available.
+The settings define the time slots shown on the booking page.
+
+Click :guilabel:`Add a line` to create a new time frame. Select a day of the week from the
+:guilabel:`Every` drop-down menu, then update the times in the :guilabel:`From` and :guilabel:`To`
+fields. Click the :icon:`fa-trash-o` :guilabel:`(trash)` icon to delete an entry. Multiple entries
+can be included for a single day.
+
+.. tip::
+   If an appointment should not be available at specific times, such as when users are taking lunch,
+   include time slots before and after.
+
+   .. image:: appointments/schedule-tab.png
+      :alt: An example of the Schedule tab in an appointment.
+
+Options tab
+-----------
+
+The :guilabel:`Options` tab is used to customize the display options for this appointment, as well
+as notification settings for customers and users.
+
+The :guilabel:`Front-End Display` field determines how the appointment is presented on the website
+to customers. Select the :guilabel:`Show Pictures` radio button to publish the default pictures of
+the user or resources for this appointment on the website.
+
+The :guilabel:`Timezone` and :guilabel:`Location` fields automatically populate for resource
+appointments, based on where the resource is located. For user-based appointments, the
+:guilabel:`Location` field defaults to an `Online Meeting`, with a :guilabel:`Videoconference Link`
+automatically generated. If this should not be an online meeting, select a different option in the
+:guilabel:`Location` field.
+
+Tick the :guilabel:`Manual Confirmation` checkbox to require approval before a meeting is accepted.
+If this feature is enabled, the appointment time slot is still considered *reserved* until it is
+confirmed or rejected. Leave this checkbox blank to automatically accept meetings created from this
+appointment.
+
+The :guilabel:`Create Opportunities` feature adds a lead or opportunity to the **CRM** app for each
+scheduled appointment, which is assigned to the responsible user. Tick the :guilabel:`Create
+Opportunities` checkbox to enable this option.
+
+.. important::
+   This field is only visible if the **CRM** app is installed on the database.
+
+The :guilabel:`Reminders` field is used to set how customers are to be contacted before the
+appointment time. Select one or more options from the drop-down, based on the communication method,
+and the time frame.
+
+Tick the :guilabel:`Allow Guests` checkbox to grant customers the ability to add additional guests
+when registering for an appointment.
+
+Questions tab
+-------------
+
+The :guilabel:`Questions` tab can be used to prompt customers for additional information while they
+are booking an appointment. Click :guilabel:`Add a line` to add a new question.
+
+On the :guilabel:`Create Questions` pop-up window, enter the :guilabel:`Question`, then choose an
+:guilabel:`Answer Type`.
+
+Tick the :guilabel:`Mandatory Answer` checkbox to require customers to answer this question before
+they are allowed to book an appointment. Click :guilabel:`Save & New` to add another question, or
+:guilabel:`Save & Close` when finished.
+
+Messages tab
+------------
+
+The :guilabel:`Messages` tab is used by the business to provide additional information to customers
+regarding this appointment type.
+
+.. important::
+   The content in the :guilabel:`Messages` tab is visible to customers and website visitors.
+
+In the :guilabel:`Introduction Message` field, add a short description of the appointment type. This
+can include the topic of the appointment, a meeting agenda, or an introduction to the users
+responsible for the meeting.
+
+The :guilabel:`Extra Message on Confirmation` is displayed to a customer after they have booked a
+meeting. Add any additional information here that the customer should be aware of. This can include
+parking information, last minute rules, or additional instructions.
+
+Publishing an appointment
+=========================
+
+When an appointment is ready to publish, click the :guilabel:`Go to Website` smart button at the top
+of the record. Then, slide the :icon:`fa-toggle-off` :guilabel:`Unpublished` icon to
+:icon:`fa-toggle-on` :guilabel:`Published`.