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Table of Contents

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The Appointment app. is used to configure and schedule appointments. Each service provider that can be scheduled for an appointment requires their own Appointment configuration. Examples could beFor example, each doctor or hair stylist may require their own configuration. Appointments can be configured to be used by internal staff only, or they can be configured with a self-service linkslink, which can be provided to customers to allow them to schedule their own appointments.

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• The following only applies if text messaging will be used to communicate with the customers:

  • Due to government regulations, messages sent from the selected SMS number may be blocked if the number is not associated with an active SMS campaign in the SMS Campaign Registry application.

  • New SMS numbers can be purchased and registered via the SMS Campaign Registry app..

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Accessing Configurations within the Appointment App.

The Appointment Scheduler can be accessed directly using a browser or within TeamHub. 

• Click Configurations in the left side panel.

• A list of existing Appointment Configurations is displayed.

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Note: If the configuration is active you must click the ( INACTIVATE ) button in the bottom right corner of the page before you can make any changes. Once you made all the desired changes desired, you must re-activate the configuration.

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Delete an existing Configuration.

Select the Deleteoption from the Action ( ⋮ ) icon for the desired Configuration.

Note: You won’t be able to delete a configuration that has upcoming appointments. If you wish to delete the configuration anyway, you must first delete all the upcoming appointments.

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Copy the Self-Service Appointment Link

The Self-Service link can be provided to customers to allow them to schedule their own appointments.

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• Configuration Name - Enter a name for this configuration.

• SMS Number - Select the SMS Number to use to communicate with the customer.

• History Retention - Select how long to keep a history of the appointments for this configuration.

• Error Email - Enter the email address where the notification can be sent to, in case if any errors occur with this configuration.

• Next - Click the ( NEXT > ) button.

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Variables and Links

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• Apply Defaults - Click the ( APPLY DEFAULT ) button to use the default variables and links.

• Set As Default - Click the ( SET AS DEFAULT ) button if you have added or updated any variables or links and want to set them as the default Variables and Links.

• Next - After completing all changes have been completed, click the ( NEXT > ) button.

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Add / Edit / Delete Variables

• Add a variable - To add an additional Variable to this configuration, click the ( + VARIABLE ) button.

• Edit a variable - Hover over the desired Variable and click the edit/pencil ( 🖉 ) icon.

• Delete a Variable - To delete a Variable, hover over the desired Variable and click the ( Ⓧ ) icon.

Note: If you want these changes to be the default, Click the ( SET AS DEFAULT ) button.

Variable name - Enter the name for this Variable. Value - Enter the value to be presented when this Variable is used. Click the ( SAVE ) button.

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Add / Edit / Delete Footer Links

• Add a link - To add an additional Link to this configuration, click the ( + LINK ) button.

• Edit a link - Hover over the desired Link and click the edit/pencil ( 🖉) icon.

• Delete a Link - To delete a link, hover over the desired Link and click the ( Ⓧ ) icon.

Label - Enter the label name that will be displayed along with the link. Link - Enter a valid URL or phone number to be presented. Click the ( SAVE ) button.

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Operating Times

In this section, you define the standard operating times for this configuration. Operating times represent a weekly working schedule when the services of this configuration are provided. Additionally you can block off times in the working calendar when appointments cannot be added. This may include a holiday or time when the staff is unavailable.

After completing all changes have been completed, click the ( NEXT > ) button.

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Timezone

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Note: It is feasible to add multiple Operating Times for a single day. An example might be to block out lunch time lunchtime by creating a 9-12 and 1-5 time period.

• Add an Operating Time - To add an additional Operating Time, click the ( + OPERATING HOURS ) button.

• Edit an Operating Time - To edit an Operating Time, hover over the desired Operating Time and click the edit/pencil ( 🖉 ) icon.

• Delete an Operating Time - To delete an Operating Time, hover over an existing Operating Time and click the ( Ⓧ ) icon.

Day - Select a day of the week. Start Time - Select the time of the day that the first appointment will be allowed. End Time - Select the time of the day when no more appointments are allowed. Note: The last available time will be the End Time minus the minutes in the default service. Click the ( SAVE ) button.

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Off Times

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• Add an Off Time - To add an additional Off Time, click the ( + Off Time ) button.

• Edit an Off Time - To edit an Off Time, hover over the desired Off Time and click the edit/pencil ( 🖉 ) icon.

• Delete an Off Time - To delete an Off Time, hover over an Off Time and click the ( Ⓧ ) icon.

Date - Select the scheduled Date for the time off. Reason - Enter a Reason for the time off. Start Time - Select the Start Time. End Time - Select the End Time. Click the ( Save ) button.

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Services Provided

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• Add a Service - To add an additional Service, click the ( + Service ) button.

• Edit a Service - To edit a Service, hover over the desired Service and click the edit/pencil ( 🖉 ) icon.

• Delete a Service - To delete a Service, hover over an existing Service and click the ( Ⓧ ) icon.

After completing all changes have been completed, click the ( NEXT > ) button.

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Branding

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• Apply Defaults - Click the ( APPLY DEFAULT ) button to apply the previously defined default setting for this section.

• Set As Default - Click the ( SET AS DEFAULT ) button if you have added or updated any Branding and want to set them as the default Branding.

• Next - After completing all changes have been completed, click the ( NEXT > ) button.

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Logo

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This section allows for adjusting the colors displayed for each Step/Status of an appointment. To adjust the color of each Step/Status, click the edit/pencil ( 🖉 ) icon, adjust the colors, and click the ( SAVE ) button

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Link Styling

This section allows for adjusting the displayed colors of the links that were defined in the Variables & Links page. To adjust the colors of the links, click the edit/pencil ( 🖉 ) icon, adjust the colors, and click the ( SAVE ) button.

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Button Styling

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• Click the edit/pencil ( 🖉 ) icon.

• Adjust the colors.

• Click the ( SAVE ) button.

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Customize a Form

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• Add a Field - To add an additional Field, click the ( + Form Field ) button.

• Edit a Field - To edit a Field, hover over the desired Field and click the edit/pencil ( 🖉 ) icon.

• Delete a Field - To delete a Field, Hover over an existing Field and click the ( Ⓧ ) icon.

• Next - After completing all changes have been completed, click the ( ACTIVATE ) button.

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Field Name - Enter a descriptive name for the information you are requesting from your customers. Type - Select the data type. Text for short answers. Paragraph for long descriptive answers. Required - Select True if the field is required. Click the ( Save ) button.