Set Up Appointment Unavailable Reasons (1214 onwards)

Created by Migration Bot, Modified on Fri, 23 Oct at 11:23 AM by Migration Bot

Originally written by John Hardwick, last updated Mar 26, 2026, on the Swan Retail knowledge base (FRS).

This routine is used in partnership with the customer visits appointment diary and holds a list of reason why a particular agent’s appointment slot is not available for allocation to a customer visit.

Menu Location: System Admin > Administrator > Set Up Appointment Unavailable Reasons

Click the NEW button or New on the side panel to generate a new record.
Click the icon to amend an existing record.
Once in amend / insert more, click the to save changes or to abort the action.
Click the CLOSE button, or Back option on the side panel to leave the page (or select another option from the menu)

Item	Description
Reason	Specify a reason as to why a particular appointment is being reserved / blocked and therefore cannot be assigned a sales order for a customer visit.
Active	Tick to include the reason in the pick list. Untick to hide from pick lists. It is not possible to remove a reason once created, making in-active (unticking) prohibits further use, whilst retaining the ability to report on historic use.
Break Reasons	Tick to mark this reason as the default choice when marking an appointment as ‘allocated’ for the agent's lunch / break period.