Overview
Once Services is set up, customers go to your business web site to book an appointment, they can see exactly what types of appointments are available and choose the staff member they want to schedule with. For example, in education, services can be Office Hours, Tutoring, On-line Meeting, In-Person Meeting
Procedures
You can also add customized information and URLs to the email confirmation and reminders that you send when someone books a date/time through your booking page.
- Open Your calendar and then click Services on the left navigation pane.
- Select Add new service.
- At the Basic details page add a name of your service. i.e. Student Appointments
Basic details
[Add service dialog box with Basic details highlighted]
| Detail | Description |
| Service name | Enter the name of the service that will appear in the drop-down menu on the Calendar page. As well as a tile on the Self-service page. |
| Description | This description will appear when a customer clicks the information icon on the Self-service page. |
| Default location | This location is what will be displayed on confirmation and reminder emails for both staff and customers, and it will be displayed on the calendar event created for the booking. |
|
Add online meeting |
Enables or disables online meetings for each appointment, using via Teams or Skype depending on which one you configure as the default client for the staff member. If Enabled:
If Disabled:
|
| Duration | This is how long all meetings will be booked for. The full appointment time will be blocked on the staff's calendars. |
| Buffer time | Enables extra time to the staff’s calendar every time an appointment is booked. For example: set 15 min after the scheduled appointment for staff to do follow up from the appointment before. |
| Price not set | This will not be used. If Price not set is selected, then no price or reference to cost or pricing will appear. |
| Notes | Internal note to staff. Field appears in the booking event for booked staff, as well as on the event that appears on the Calendar tab in the Bookings web app. |
|
Maximum attendees per event |
Allows you to setup services that require the ability for multiple people to book the same appointment time with the same staff member (ex: Training or fitness class) Keeps booking until max is reached. Current appointment capacity and attendees can be viewed in the Calendar tab in the Bookings Web app. |
|
Let the customer manage their bookings |
This setting determines whether or not the customer can modify or cancel their booking, provided it was booked through the Calendar tab on the Bookings Web app. If Enabled customers can:
If Disabled customer cannot:
|
Go to this link to view images of: Email Confirmation bookings and Text message notifications (if being used)
Availability Options
Shows the options you've selected from your Booking page for your scheduling policy and availability for your staff
[Add service dialog box with Availability options highlighted]
Assign Staff
Select the staff that customers will be able to Book with.
[Add service dialog box with Assign staff highlighted]
Customer Fields
Custom fields can be useful when collecting information that is needed every time the specific appointment is booked.
Example below will show Customer email and Phone number as custom fields that will appear on the Booking page when your customers book appointments with you and your staff.
Customer email, phone number, address, and notes are non-removable fields, but you can make them optional by deselecting Required beside each field.
[Add service dialog box with Custom fields Customer email and Phone number highlighted]
Adding a Custom Field
A custom field is a field you create to gather specific information before the booking. For example, you can ask a question like “What would you like to discuss during your appointment?” or “What department are you from at RPI?”
While in the Add service screen or while editing a service:
- Click Custom fields on the left navigation bar.
- Click Add a custom field.
3. Type your question, and then click Save changes.
To use the question(s):
- Click Select and move the slider to Required.
Notifications
Check “Enable text message notifications for your customer” to send a text message confirmation of the booking to the customer.
[Add service dialog box with Notifications and Enable text message notifications for your customer highlighted]
Text message notifications
IMPORTANT Tips on setup:
- You must edit each service individually and enable the custom field for phone number in each service.
- The text message comes from a 61930 number, so it is similar to when a bank texts you an access code in that it does not accept responses.
- The initial message comes after booking and includes a link to join the meeting, along with the date and time.
- There is a second message that comes with the opt-out where you can text STOP to end all messages.
- If you cancel the appointment, you get two messages. The first is that it was cancelled” Example: “Your booking with XXXXX on September 09, 2024 11:00 AM Eastern Standard Time has been cancelled”. The second is a different cancellation message: Example: “Canceled booking with XXXXX on September 09, 2024 15:00 PM UTC”.
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- These messages cannot be changed.
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Notifications - Add an Email reminder before and after an appointment.
[Add service dialog box showing Email reminders and Email follow-up options]
NOTE: You could send an email after the appointment and ask the customer to click a link to a survey. For Example the email can say: We would like to hear from you about your experience. Please complete the following survey to help us better serve you.
Then you can add any links or attachments here.
[Edit Service screen showing automatic follow-up email to collect feedback from your customers]
4. Once all the selections are made, click Save changes at the bottom of the notifications screen.
Viewing the Attendees Name(s)
One Attendee - Hover the cursor over the scheduled booking in your Outlook calendar and the name of the Attendee will appear to the right of the Subject.
[Customers name highlighted while viewing the booking in the Outlook calendar]
Multiple Attendees - To view more than one attendee:
- Click Services on the left of the Bookings window.
- Click the service that has more than one attendee.
- In the Overview area on the right and click the ellipsis ... in the lower right corner for that date and choose View.
[Bookings page showing the following areas highlighted: Services on left, Service under services in the middle, Overview tab on the right, ellipsis ... below and View]
The Customer's information appears.
[Service details and Customer information with name of the customers below]
References/Links
None at this time.
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