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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.

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Week

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

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Month

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

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Day Visual

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

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Billing Period

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

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Search

Search for appointments.

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Appointment Fields

Appointment specific details.

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Unassigned

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

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Offer

Easily offer appointments to interpreters by email.

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Future

See a list of all future appointments.

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Timeline

A timeline of appointments ordered vertically by when they occur.

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Distributing Appointments

There are three major ways of distributing appointments to interpreters.

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Agency

Billing

Billing Periodicity

Set the periodicity for billing cycles.

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Tools Review

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

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Tools Calculation

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

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Customer Billing

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

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Interpreter Billing

See invoices/bill/expenses related to interpreters.

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Billing Bundles

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

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Invoicing Explained

Read about how Aqua Schedules makes invoicing easy and painless.

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Tools Pending Validation

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

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Agency

Consumers

Consumers

Consumers are the Agency's Customer's Client.

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Agency

Customers

QuickBooks Link

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

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Overview

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

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Billing Bundles

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

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Locations

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

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Walkthrough

Learn about the many ways a customer can be configured.

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Billing Accounts

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

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Agency

Google Calendar

Google Calendar Walkthrough

This walkthrough helps the agency establish a link to the third party service Google Calendar.

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Agency

Interpreters

Current Availability

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

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Time Off

Review and modify time marked off by interpreters.

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Weekly Availability

Set interpreter's weekly availability.

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See All Interpreters

Another way to access the list of interpreters.

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Agency

Logs

New Appointments

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

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Canceled Appointments

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

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Message Log

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

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Agency

Message

Messages

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

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Message Interpreters

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

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Message Individual

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

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Message Requesters

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

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Agency

QuickBooks Online

Customers Import

Import every customer account currently not synchronized with Aqua Schedules.

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Agency

Reports

Appointments Created By Role

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

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Overview

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

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Appointments By Month

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

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Customer Profit Pie

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

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Top 10

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

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Work Week Pie

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

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Status Pie

See an overview of the percentage of appointments by status.

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Appointments By Customer

See charts of appointments per customer.

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Agency

Resources

Documents

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

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Links

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

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Agency

Settings

Custom Fields

Customize your appointment form.

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Agency

Settings - Agency

Agency Mailing Address

Agency mailing address shown in website footer.

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Agency

Settings - Appointment

Appointment Documents

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

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Agency

Settings - General

Regions

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

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Agency

Settings - My

Language

Set the default language of new appointments you create.

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Agency

Twilio

Twilio Walkthrough

This walkthrough will help your agency establish a link to the third party text messaging service called Twilio.

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Agency

Users

User Roles

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

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New Users

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

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Agency Users

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

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Interpreters

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

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Requesters

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

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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.

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Agency

Walkthroughs

Getting Started

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

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