Set Up Permissions and Configure Service Territories

Assign User Profile

To get things rolling, Matt assigns the Salesforce Scheduler Setup app to the System Administrator profile so he can set up the feature. In the org you signed up for, we’ve already assigned the app to the System Administrator profile. Here’s what Matt does.

1. Click , and then select Setup.
2. In the Quick Find box, enter App Manager, and then select App Manager.
3. From the Salesforce Scheduler Setup dropdown list, select Edit.
4. In App Settings, select User Profiles.
5. Make sure that the System Administrator profile is added to the list of Selected Profiles.
6. Click Save.

In this project, we configure Salesforce Scheduler using Setup and object tabs in the Salesforce Scheduler Setup app. You can also use the Salesforce Scheduler Setup Assistant. It makes setting up Salesforce Scheduler easier by providing a bird’s-eye view of all the things that you must tweak and configure.

Set Up Permissions

Matt must create and assign permissions to employees like Ryan who attend customer appointments. Ryan needs a Salesforce Scheduler permission set license and permission set. 

First, Matt creates a permission set for the Salesforce Scheduler permission set license.

1. Click , and then select Setup.
2. In the Quick Find box, enter Permission Sets, and then select Permission Sets.
3. Click New.
4. Enter these details:
   • Label: Salesforce Scheduler Resource
   • API name: Salesforce_Scheduler_Resource
   • Description: Permission set for service resources
5. From the License dropdown list, select Salesforce Scheduler.
6. Click Save.
7. On the Permission Sets overview page, under System, click System Permissions.
8. Click Edit.
9. Select Let a user be included in appointments in Salesforce Scheduler.
10. Click Save.
11. In the Permission Changes Confirmation dialog box, click Save.

Next, Matt assigns the permission set to Ryan, which automatically assigns the associated permission set license to the user.

1. Click , and then select Setup.
2. In the Quick Find box, enter Permission Sets, and then select Permission Sets. 
3. Click the Salesforce Scheduler Resource permission set.
4. On the Permission Set overview page, click Manage Assignments.
5. On the Assigned Users page, click Add Assignments.
6. On the All Users page, select Dobson, Ryan.
7. Click Next.
8. Click Assign, and then click Done.

Then, he updates the Financial Advisor user profile (Ryan’s user profile) to provide access to flows and Salesforce Scheduler objects based on financial advisors’ typical responsibilities.

1. Click , and then select Setup.
2. In the Quick Find box, enter Profiles, and then select Profiles.
3. Select the Financial Advisor user profile.
4. Click Edit.
5. Scroll down to General User Permissions.
6. Select Run Flows. This permission is required to run Salesforce Scheduler flow to schedule appointments.
7. Scroll down to Standard Object Permissions.
8. Under All Object Settings, ensure that the access level to Salesforce Scheduler objects is set as mentioned in the following table.

   Typical Responsibilities	Minimum Permissions Needed for Salesforce Scheduler Objects
   Schedule appointments and meet customers.	Create on Service Appointments View All on: Accounts Contacts Operating Hours Service Resources Service Territories Work Types Work Type Groups
   Manage personal work hours at the branch and time off.	Edit on Service Resources Note: Resource Absence is a child object of Service Resource.

9. Save the changes.

If you don’t see Object Settings, it’s because Enhanced Profile User Interface isn’t enabled in your org. See the Resources section to learn how to enable it.

Matt assigns the following permissions to the Branch Manager user profile, the profile assigned to Fola (we won’t check this).

By default, the system administrator profile also has these permissions. If you create other administrator profiles, assign the following permissions to those profiles.

Configure Appointment Location Settings

Fola’s excited about all that’s possible with Salesforce Scheduler. But she wants to start small, with her key advisor, Ryan, at Cumulus Bank’s headquarters in Mission Street, San Francisco. So she asks Matt to set up Ryan for Wealth Management at the headquarters.

Matt must create service territories to represent the appointment locations or branches where advisors work and ensure that they’re assigned to appointments at the correct branch.

Here’s what Matt does to create a service territory.

1. Click to open the App Launcher, and then select Salesforce Scheduler Setup.
2. On the Service Territories tab, click New.
3. Enter these details.
   • Name: Headquarters
   • Operating hours: USA ET
   • Active: Selected
   • Address: Mission Street
   • City: San Francisco
   • State/Province: CA
   • Country: United States
4. Click Save.

Matt then sets the service appointment windows for operating hours. In the org that you signed up for, we’ve already set up service appointment windows for USA ET from 8:00 AM to 4:00 PM for Monday to Friday. Service appointment windows for operating hours indicate when appointments within the territory must take place. 

If necessary, you can click the Edit button in the Operating Hours section to edit the service appointment windows.

To avoid appointment bookings for days when a service territory is non-operational, create holiday records and link them to the service territory. For more information, see Set Up Holidays in Salesforce Scheduler.

Salesforce Scheduler uses coordinates to show service territories when users create appointments. So after you create service territories, make sure that coordinates are generated for the service territories. 

Here’s how Matt checks the coordinates for service territories (we won’t check this).

1. Click , and then select Developer Console.
2. Click the Query Editor tab.
3. Enter the following text:
   SELECT Name,Latitude,Longitude from ServiceTerritory
4. Click Execute.

To view the latest data, click Refresh Grid.

The Geocodes for Service Territory Address data integration rule generates coordinates (latitude and longitude) based on the service territory address. If coordinates aren’t generated, confirm that the data integration rule is active. For more information, see Data Integration Rules for Salesforce Scheduler. Then, update the address fields of the service territory so that the data integration rule generates the coordinates.

Having set up branch locations, Matt must create service resource records to represent attendees such as Ryan and add their skills. Let’s do that in the next Step.

Resources

• Release Notes: Salesforce Scheduler
• Salesforce Help: Manage Appointments with Salesforce Scheduler
• Salesforce Help: Launch the Salesforce Scheduler Setup App
• Salesforce Help: Explore the Salesforce Scheduler Setup Assistant (Optional)
• Salesforce Help: Configure Who Can Be a Service Resource
• Salesforce Help: Set Up Service Territories in Salesforce Scheduler
• Salesforce Help: Enable the Enhanced Profile User Interface
• Salesforce Help: Data Integration Rules for Salesforce Scheduler