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Agency

Features Agency

Agency

Appointments

Day Grid

Provides sortable and filterable details for a given day with a small calendar provided to switch between dates.

Week

Displays appointments in a list format by week. Columns are filterable and sortable.

Month

Monthly Calendar showing daily volumes, quantities unassigned, and quick links to some appointments.

Day Visual

Displays appointments in a visual view by interpreter. See time marked off and clickable appointment bubbles.

Billing Period

Displays appointments in a list format by billing period. Columns are filterable and sortable.

Search

Search for appointments.

Appointment Fields

Appointment specific details.

Unassigned

See a list of future appointments that are not assigned to an interpreter.

Offer

Easily offer appointments to interpreters by email.

Future

See a list of all future appointments.

Timeline

A timeline of appointments ordered vertically by when they occur.

Distributing Appointments

There are three major ways of distributing appointments to interpreters.

Billing

Billing Periodicity

Set the periodicity for billing cycles.

Tools Review

Review by billing period all the appointments in a gridview and get some basic overview information in the process.

Tools Calculation

See a summary of how the system generated the billing fees for a particular appointment.

Customer Billing

Generate invoices and sync them instantly with QuickBooks Online. Invoices can be printed, mailed, copied, and exported into other applications.

Interpreter Billing

See invoices/bill/expenses related to interpreters.

Billing Bundles

Billing bundles are a set of rules that describe how you charge a customer or pay an interpreter.

Invoicing Explained

Read about how Aqua Schedules makes invoicing easy and painless.

Tools Pending Validation

This area will only show appointments that haven't been validated.

Consumers

Consumers are the Agency's Customer's Client.

Customers

QuickBooks Link

Link the Aqua Schedules customer account to a QuickBooks customer account to quickly synchronize invoices.

Overview

See overview items including graphics for the customer. Set all details specific to customer including bundles, locations, and documents.

Billing Bundles

Create billing bundles specific to this customer account. Specific to the contract between the customer and agency.

Locations

Large customer accounts can be composed of many locations. For example: A hospital could have each room or area divided into individual locations.

Walkthrough

Learn about the many ways a customer can be configured.

Billing Accounts

Billing accounts can be activated per customer to distribute portions of a customer invoice to different entities.

Interpreters

Current Availability

Shows interpreters who have marked themselves available for last minute work.

Time Off

Review and modify time marked off by interpreters.

Weekly Availability

Set interpreter's weekly availability.

See All Interpreters

Another way to access the list of interpreters.

Logs

New Appointments

See appointments created in order by the date they were created in a day view format. Great page to monitor!

Canceled Appointments

See appointments canceled in order by the date they were canceled in a day view format. Great page to monitor!

Message Log

See a history of all system and user generated messages. Marked by either an SMS icon or email.

Message

Messages

Message individuals or interpreters by language and gender. Great for finding interpreters for last minute appointments.

Message Interpreters

Sends an SMS or email to every interpreter that falls into the category selected of language and/or gender.

Message Individual

Send a SMS if the account has the phone and carrier information. Otherwise an email is dispatched with the message.

Message Requesters

Sends an SMS or email to every requester of a particular customer account.

QuickBooks Online

Customers Import

Import every customer account currently not synchronized with Aqua Schedules.

Reports

Appointments Created By Role

Line graph of the number of appointments created by each role.

Overview

Summary of total appointments, income, expenses, profits, user types, locations, accounts, and pages tracked.

Appointments By Month

A bar chart of profits, line chart of appointments, and line chart of unbilled appointments all stacked into the same graph.

Customer Profit Pie

See a pie chart of the percentage each customer contributed for a billing cycles profits.

Top 10

Bar charts of the total number of appointments created by requesters, assigned to interpreters, or created by agency staff.

Work Week Pie

Pie chart of the quantity of appointments for each day of the week.

Status Pie

See an overview of the percentage of appointments by status.

Appointments By Customer

See charts of appointments per customer.

Resources

Documents

Attach documents visible to agency staff, interpreters, or requesters for their review or printed.

Links

Post links visible to agency staff, interpreters, or requesters to other websites for important resources.

Settings

Specialized Categories

Use special categories for key features like video conferencing or billing third parties.

Settings - Agency

Agency Mailing Address

Agency mailing address shown in website footer.

Settings - Appointment

Appointment Documents

Attach documents to appointments for vouchers, translations or any other needs.

Settings - General

Regions

Regions allow Agencies to apportion appointments to interpreters by geographic regions.

Settings - My

Language

Set the default language of new appointments you create.

Users

User Roles

Every email account is a user. Users can be assigned roles to give permissions to interpreters and requesters.

New Users

People who have just registered to the website but haven't been assigned to a role will be listed here.

Agency Users

Agency staff members. Two sub levels based on billing access gives some users special privileges. Agency staff can change any appointment.

Interpreters

Interpreters are your active interpreters. Interpreters can be assigned more than one language.

Requesters

Requesters are people who are requesting services. Usually employees at job sites like clinics, hospitals, social services, etc.

Inactive Users

Inactive Users are email accounts that should no longer have access to any information. You can temporarily or permanently block users by using this category.

Walkthroughs

Getting Started

This walkthrough is designed to help agencies who are new to our scheduling system.

Text To Start

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