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Appointment Schedule ”Standard

Download “Standard” Version 3.0 Now

 Register it for $30.00

This program supports two modes of appointment scheduling and tracking:

   Mode 1: For either Employees or Customers.
   Mode 2: For one-on-one Employee / Customer combinations

Features include:

  • An Easy User Interface for setting up and managing your scheduled appointments
  • Includes a Customer List Database supporting up to 30 fields wide by an unlimited number of rows of data
  • Generate Global Appointment Summary Reports
  • Generate Scheduling Reports for a particular Customer or Staff Member
  • Unschedule or Replace Customer / Staff Member Combinations
  • Replace Individual Customers and / or Staff Members
  • Perform Global Appointment Changes
  • Toggle the display to show either scheduled customers or staff members
  • New High Speed "Date Advance / Reverse" Scroll Bar
  • Change the look and color theme utilizing the templates provided
  • Use this program for scheduling products and or deliveries
  • Includes full detailed instruction with illustrations.

Brief Description
This Appointment Schedule Program can be used for a variety of situations. It is similar to but different from the typical scheduling programs available such that it can also be used for one-on-one Employee / Customer combination scheduling.

Depending on the type of business, there are usually both Employees and Customers. If your business involves one-on-one Employee / Customer combination scheduling as in the examples listed below, then this Appointment Schedule Program is ideal for you.

Employee and Customer combinations examples:

  • Doctors / Patients
  • Lawyers / Clients
  • Teachers / Students
  • Hairdressers / Customers
  • Personal Trainers / Health Club Members
  • Realtors / Home Shoppers


Full Description

The following information contains both the description of the program and instruction on how to use it. Dialog Box screen shots are also supplied to help you understand the functionality of the program.

Note: All the information within this document is also available within the Program. Refer to the Help and Information section of the program.

Introduction
This Appointment Schedule Program can be used for a variety of situations. It is similar to but different from the typical scheduling programs available such that it can
also be used for one-on-one Employee / Customer combination scheduling.

Depending on the type of business, there are usually both Employees and Customers. If your business involves one-on-one Employee / Customer combination scheduling as in the examples listed below, then this Appointment Schedule Program is ideal for you.

Employee and Customer combinations examples:
   • Doctors / Patients
   • Lawyers / Clients
   • Teachers / Students
   • Hairdressers / Customers
   • Personal Trainers / Health Club Members
   • Realtors / Home Shoppers

This program was designed to function in either of two modes of operations.

The first mode of operation is for scheduling and tracking appointments for either individual Employees or individual Customers. This scheduling method is similar to the typical, more expensive, scheduling programs on the market.

This second mode of operation is for scheduling and tracking appointments for one-on-one Employee / Customer combinations as in the examples above. This is the unique scheduling feature that makes this program stand out above all others. You can schedule and track an unlimited number of personnel combinations.

You can also become innovative and use this program for scheduling products and or deliveries by replacing either the Employees or Customers with products.

The sample data initially setup in this program is for a Health Club business that specializes in Personal Training. Clients sign up for a variety of personal training packages with a choice of Personal Trainers. First, the Client’s data is entered into a Customer List, and then both the Clients and Personal Trainers are scheduled in combination together via the Appointment Schedule section.

In the following documentation and examples, Clients are also referred to as Customers and the Personal Trainers are referred to as Staff Members.

Experiment with the sample data first so that you may become familiar with the operation of the program. Once you are familiar with the program, you can clear all the sample data pressing the "Setup" button on the Appointment Schedule sheet.

To view a larger image of the screen shot below, click here


Table of Contents

Brief Instructions

  • How to use the Appointment Schedule Program
  • Quick - Two Step Instructions

Creating a New Appointment Schedule
Choosing the Type of Appointment Schedule
Sheet Definitions

Customer List sheet - Detailed Instructions

  • Custom Button Bar Summary
  • Field Columns
  • Using the Filters
  • Range Check Button
  • Data Entry Button
  • Display Columns Button
  • Sort List Button
  • Clear List Button
  • Help Button
  • Limitations on the Customer List sheet
  • Limitations for Data Entry

Appointment Schedule Sheet - Detailed Instructions

  • Display Options
  • Button / Function Summary - Appointment Schedule Sheet
  • Setup Button
  • Update Personnel Drop Down Lists Button
  • Appointment Summary Reports Button
    • Global Appointment Summary Report
    • Scheduling Reports for a particular Customer or Staff Member
  • Appointment Changes Button
    • Unschedule or Replace Customer / Staff Member Combinations
    • Replace Individual Customers and / or Staff Members
  • Add Appointment Button
  • Unschedule Highlighted Appointment Button
  • Help Button
  • About Button

Please Read this section

  • Very Important Basic Rules
  • Encountering a Macro error
  • Analysis ToolPak

Brief Instructions

How to use the Appointment Schedule Program
The program’s functionality is relatively easy to understand and operate. Basically, all data entry is performed on the Customer List sheet and all scheduling and report generation is performed on the Appointment Schedule sheet.

Quick - Two Step Instructions
Step 1:
Switch to the Customer List sheet and enter in your data for Staff Members and Customers into the Customer List table. You can use the “Data Entry” function for managing all listing entries. Keep in mind that only the first three (3) field columns are needed for the functionality of the schedule program. You can use the rest of the available 27 field columns for anything you want.

Step 2: Switch to the Appointment Schedule sheet. First of all, if you made any changes to the Customer list on the Customer List sheet such as adding or deleting customers or staff members, press the “Update Personnel Drop Down Lists” button to update both the Customer and Staff member name information within the two Personnel drop down scroll box lists.

It is not necessary, but recommended for viewing purposes, to have the selected week displayed on the Appointment Schedule sheet. To display a particular week, use either the “Period Shown” drop down scroll box or the horizontal scroll bar, to select a period (week) in which you want to schedule and or remove an appointment.

To schedule an appointment, first select an appointment date and time from the Date / Time drop down scroll boxes. If the date and time selected is within the current period (week) displayed on the scheduled, the selected date / time slot will be highlighted on the schedule. Next, select a Customer / Staff Member combination you want to schedule from the two Personnel Drop Down scroll box lists and then press the “Add Appointment” button.

To unschedule (remove) an appointment, select the appointment date and time from the Date / Time drop down scroll boxes. If the date and time selected is within the current period (week) displayed on the scheduled, the selected date / time slot will be highlighted on the schedule. Next, press the “Unschedule Highlighted Appointment” button. You do not need to select a Customer / Staff member combination to unschedule an appointment.

That’s basically it on the operation of the program.


Creating a New Appointment Schedule
It is very important that you first experiment with the sample data that was initially set up in this program so that you can feel confident about the functionality of the program before creating your own schedule. Once you are familiar with the program, you can clear all the sample data.

To begin using the program using your own data, you must first clear all the sample data that was initially supplied with the program and setup your date / time parameters. Use utility tools within the “Setup” function on the Appointment Schedule sheet to setup the Appointment Schedule for your data. Once you have setup the new Appointment Schedule, you can start entering data into the Customer List located on the Customer List sheet.

Choosing the Type of Appointment Schedule
This program was designed to function in either of two modes of operations.

The first mode of operation is for scheduling and tracking appointments for either customers or staff members. To use this first mode of operation, all you have to do is enter your company name for all the staff members associated with the customers or visa versa into the Customer List on the Customer List sheet.

The second mode of operation is for scheduling and tracking appointments for one-on-one customers / staff member combinations. To use this second mode of operation, enter both the customers and staff members into the Customer List on the Customer List sheet.

Sheet Definitions
The program consist of two user interface sheets and two hidden non-user schedule sheets. The two user interface sheets are called the Customer List sheet and the Appointment Schedule sheet. All data entry will be done on the Customer List sheet. All scheduling and report creation will be done on the Appointment Schedule sheet using the utility tools supplied. The two hidden non-user schedule sheets called the Customer Schedule sheet and the Staff Schedule sheet keep track of all the scheduled appointments for both the customers and Staff Members. The user does not need to access or modify these sheets for the program to function normally.

Customer List sheet - Detailed Instructions

Keep in mind that the Customer List sheet is used for all data entry and the Appointment Schedule sheet is used for all scheduling and report generation. No data is manually entered (typed) into the Appointment Schedule sheet.

Custom Button Bar Summary
Use these custom functions to manage the data contained within the Customer List.

Field Columns
The Customer List sheet is set up to support a maximum of 30 field columns. Only the first three (3) field columns, identified using green colored fonts, are needed for the functionality of the schedule program. You can use the rest of the available 27 field columns for anything you want. Use the "Display Columns" function to view or hide any of the 30 columns. The sample data initially provided demonstrates a typical business situation.

Using the Filters
The filters are the little gray down arrows attached to each column field name. When data is filtered, the arrows turn to a blue color. These filters give you the capability to display specific information about the Customer List based on the options you choose.

Range Check Button
If you manually enter data in the Customer List, use the "Range Check" function to merge the new data into the entire list. Merging is defined as integrating the data into the database set. When you press this button, you will see the selected cells that are a part of the entire Customer List database.

Data Entry Button
It is highly recommended to use the "Data Entry" function for new listing entries and managing the current data. By using this function, formulas already contained in the list are automatically copied to the new data entry row. In other words, if some of the cells in a row contain formula functions, then using the "Data Entry" function for new entries will automatically copy these formulas functions from the last row in the list to the new data entry row. Also, you will notice when using the "Data Entry" function, that cells which contain formula functions, will display the calculated values of the cells in the Data Entry form dialog box (titled Customer List) and will not appear as editable data entry edit boxes.

If you decide not to use the "Data Entry" function for entering a new list item (an entire row of data), then enter the new data starting immediately after the last listing row. When finished, use the "Range Check" function to merge the new data into the entire list. To manually delete a list item, delete the entire row.

Display Columns Button
Use the "Display Columns" function to view or hide any of the 30 columns.

Sort List Button
Use the "Sort List" function to sort the entire Customer list.

Clear List Button
If you are in a situation that you need to clear the entire Customer List, for example in starting over, use the "Clear List" function utility supplied.

Help Button
Use this function to view this document’s information within program.

Limitations on the Customer List sheet

The Customer List sheet is set up to support a maximum of 30 field columns. Do not try to insert more columns or delete any of these columns. The subroutine programs will not support them. If you do not need to use all 30 columns, then use the "Display Columns" function to hide the columns you do not need; otherwise use the extra columns for comments (i.e. Comments 1, Comments 2, etc..)

Do not delete or reposition any of the first three (3) field columns on the Customer List sheet. These first three columns, initially identified by green colored fonts, and their particular arrangement are used by the schedule subroutines. You can however rename, reformat, or edit any of the List Field names in row 5.

Limitations for Data Entry
Keep in mind that data cannot be entered into columns that are hidden. If you need to enter data into these hidden columns, first unhide them using the "Display Columns" function, then use the "Data Entry" function for data entry. You can then hide the columns after the data entry is finished.

Appointment Schedule Sheet - Detailed Instructions

Keep in mind that the Customer List sheet is used for all data entry and the Appointment Schedule sheet is used for all scheduling and report generation. No data is manually entered (typed) into the Appointment Schedule sheet.

Display Options
The user has many display options utilizing the radio option buttons and check box at the top of the schedule.  You can display all the Customers or Staff Members scheduled or you can display just the individual Customer or Staff Member selected on the schedule for the period shown.

To view a larger image of the screen shot below, click here

To display all the Clients scheduled for the period shown, select the Client radio button option at the top.

To display all Trainers scheduled for the period shown, select the Trainer radio button option.

To display only the selected individual Client scheduled, select the Client radio button option and also check the “Display Only the Client or Trainer” check box.

To display only the selected individual Trainer scheduled, select the Trainer radio button option and also check the “Display Only the Client or Trainer” check box.

Button / Function Summary - Appointment Schedule Sheet

Setup Button
Use this Setup function to setup the Appointment Schedule Program.

Use the setup utility to do the following:

  • Rename the program's title and labels
  • Change the look and color theme of the Appointment Schedule sheet
  • Change Schedule starting & end dates, times, and time increment
  • Clear both the Customer and Staff Schedules (hidden sheets)

Note: The total length of time (schedule period) for this particular sample schedule is for 2 years. You have the option to change it to any length of time you may need. You can either shorten the period or make it longer. It is recommended to utilize a reasonably short time period, such as a few years. Setting the schedule time period too far into the future, for instance, 7 to 10 years, may cause the program in time to become sluggish due to processing time that is required to process insignificant outdated information.

Update Personnel Drop Down Lists Button
If you made any changes to the Customer list on the Customer List sheet such as adding or deleting customers or staff members, press the “Update Personnel Drop Down Lists” button to update both the Customer and Staff member name information within the two Personnel drop down scroll box lists.

Appointment Summary Reports Button
This utility will allow you to generate both a Global Appointment Summary Report and Scheduling Reports for a particular Customer or Staff Member.

Global Appointment Summary Report
The Global Appointment Summary Report will display an Appointment Summary dialog box that shows the total Sign Up, Scheduled, and Unscheduled Appointments for both the Customers and Staff members. By pressing the yellow button, you have the ability to generate a report for any period of time within the schedule. You also have the option to print this report.

Scheduling Reports for a particular Customer or Staff Member
The Scheduling Reports for a particular Customer or Staff Member feature allows you to generate a report that displays all the appointments scheduled with a particular Customer or Staff Member for any period of time you desire. You also have the option to print this report.

Appointment Changes Button
This utility will allow you to Unschedule or Replace Customer / Staff Member Combinations and to Replace Individual Customers and / or Staff Members.

Unschedule or Replace Customer / Staff Member Combinations. This utility enables you to globally unschedule or replace a Customer / Staff Member combination that has already been previously scheduled with an alternative Customer / Staff member combination.

Use this utility for situations when a Customer / Staff Member combination of scheduled appointments will either need to be canceled (unscheduled) or need to be replaced with an alternative Customer / Staff member combination.

Step 1: First select the date range period for which you want to make the changes.

Step 2: Using the first set of drop down scroll boxes, select the Customer / Staff Member combination previously scheduled you want to have unscheduled or replaced. Unscheduled also means removed from the schedule. If want to unschedule the selected combination, then select the "Unschedule the selected Customer / Staff Member Combination" option radio button and press the OK button. If you want to replace the selected Customer / Staff Member combination with an alternative combination, proceed to step 3.

Step 3: Select the Customer / Staff Member combination replacement using the second set of drop down scroll boxes, then select the "Replace the selected Customer / Staff Member Combination" option radio button and press the OK button.

If for some reason you want to retain the current drop down scroll box selections for the next time you activate this utility, check the "Retain Dialog Box Settings". Otherwise, the next time you activate the utility, the drop down scroll boxes will revert to displaying the scroll box titles.

Replace Individual Customers and / or Staff Members
This utility enables you to globally replace either an "individual" Customer and / or "individual" Staff member that have already been scheduled with an alternative Customer and / or Staff member.

Use this utility for situations when an individual Customer and / or individual Staff member who has already been scheduled for appointments is no longer available to fulfill these appointments but these scheduled appointments can be replaced with other personnel.

For example, if you are in a situation where a particular staff member decides to leave the company and this staff member currently has future scheduled appointments with many different customers, you may then need to replace these scheduled appointments with an alternative replacement staff member.

Note: If you need to replace a Customer / Staff Member "combination", then use the other provided utility called: "Unschedule or Replace Customer / Staff Member Combinations".

Step 1: First select the date range period for which you want to make the changes.

Step 2: If you just need to replace the Customers, then select the Customers from the first set of drop down scroll boxes, then select the "Replace only the selected Customers" option radio button and press the OK button. If you just need to replace the Staff Members, then select the Staff Members from the second set of drop down scroll boxes, then select the "Replace only the selected Staff Members" option radio button and press the OK button. If you want to simultaneously replace both the individual Customers and Staff Members, select the "Replace both the selected Customers and the Staff Members" option radio button and press the OK button.

If for some reason you want to retain the current drop down scroll box selections for the next time you activate this utility, check the "Retain Dialog Box Settings". Otherwise, the next time you activate the utility, the drop down scroll boxes will revert to displaying the scroll box titles.

Add Appointment Button
To schedule an appointment, first select an appointment date and time from the Date / Time drop down scroll boxes. If the date and time selected is within the current period (week) displayed on the scheduled, the selected date / time slot will be highlighted on the schedule. Next, select a Customer / Staff Member combination you want to schedule from the two Personnel Drop Down scroll box lists and then press the “Add Appointment” button.

Unschedule Highlighted Appointment Button
To unschedule (remove) an appointment, select the appointment date and time from the Date / Time drop down scroll boxes. If the date and time selected is within the current period (week) displayed on the scheduled, the selected date / time slot will be highlighted on the schedule. Next, press the “Unschedule Highlighted Appointment” button. You do not need to select a Customer / Staff member combination to unschedule an appointment.

Help Button
Use this function to view this document’s information within program.

About Button
Use this function to view the information about this program. You can also register the program from within this dialog box by pressing the “Register” button.

Please Read this section:

Very Important Basic Rules

1: Do not rename or delete any of the sheets initially supplied with this program!

2: The following restriction only applies to the "Customer List" sheet.

The Customer List sheet is set up to support a maximum of 30 field columns. Do not try to insert more columns or delete any of these columns. The subroutine programs will not support them. If you do not need to use all 30 columns, then use the "Display Columns” function to hide the columns you do not need; otherwise use the extra columns for comments (i.e. Comments 1, Comments 2, etc..)

Do not delete or reposition any of the first three (3) field columns on the Customer List sheet. These columns are initially identified using green colored fonts, and are needed for the functionality of the schedule program. Their particular arrangement is also used by the schedule subroutines. You can however rename, reformat, or edit any of the List Field names in row 5.

3: There are two Schedules sheets that reside hidden in the background. The program was designed without the need of user input on these two sheets. The user does not need to access these sheets for the program to function normally. If you need to view the sheets for some reason, you may unhide them. The two sheets are labeled "Customer Schedule" and "Staff Schedule". If for some reason you may need to edit these schedule sheets, first unprotect them, then only edit the scheduled Customer / Staff entries indicated by red colored fonts. Do not edit the Date or Time fields.

Encountering a Macro error
If you happen to encounter a macro error during one of the macro routines, you will be prompted to either continue or halt the macro. The best choice is to continue the macro.

This program has been extensively tested for errors. If a macro error is encountered, this would usually indicate an error in the data itself. Please check your data or setup for errors before reporting the errors. If you happen to encounter any problems or bugs in the program that are beyond your control, please report them and include any macro prompt messages. Also, is very important that you include both the program version number and the version of Microsoft Excel you are using.

Analysis ToolPak
If for some reason dates or functions within the cells on the spreadsheet appear as #NAME?, then you will have to enable Excel's "Analysis ToolPak". If this feature is not enabled, you can manually enable it through the Excel's Tools menu. To enable the Analysis ToolPak, go to the Tools menu, click Add-Ins. If Analysis ToolPak is not listed in the Add-Ins dialog box, click the Browse button and locate the drive, directory, and filename for the Analysis ToolPak add-in. Next, select the Analysis ToolPak check box. If you cannot find the Analysis ToolPak Add-in, run Excel's setup program to install it and repeat the above instructions. Note: Add-ins you install in Microsoft Excel remain active until you remove them.

¹ The first 5 rows of a database sheet are used as a header which includes the database field names. For Excel 97, 2000, and 2002's, the maximum amount of data rows per individual database sheet is 65,531. Excel 95's limit is 16,379. This is a Microsoft® Excel limit.

  • ² This 65,536 value is Excel 97, 2000, and 2002's maximum row limit. Excel 95's limit is 16,384