Appointment Scheduler - Configuration Guide

Owned by Bob Young
Last updated: May 09, 2024
9 min read

Overview

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 be, 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 links which can be provided to customers to allow them to schedule their own appointments.

This guide provides detailed instruction on how to create and update appointment configurations.

Prerequisites

  • 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..

Accessing Configurations within the Appointment App.

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

Browser

TeamHub

  • From the TeamHub webpage or TeamHub app, click Home in the left sidebar.

  • Click the View Apps button within the Apps gallery section.

  • Click the ( OPEN ) button in the Appointment Scheduler section.

  • Click Configurations in the left side panel.

  • A list of existing Appointment Configurations is displayed.

Appointment Configuration Actions

Add new Configuration

  • Click the ( + CONFIGURATION ) button.

  • Follow the Add / Edit Configuration steps below.

Edit an existing Configuration

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

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 changes desired, you must re-activate the configuration.

  • Select the section of the configuration to be edited at the top of the page.

  • Follow the Add / Edit Configuration steps below.

Delete an existing Configuration.

Select the Delete option 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.

Copy the Self Service Appointment Link

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

  • Hover over the desired Appointment Configuration and then click copy ( 🗇 ) icon.

  • Add the copied Link/URL to your website or other customer information sources.

Add / Edit Configuration

  • Once you have followed the above Add or Edit Configuration steps, the Create / Edit Appointment page is displayed.

  • Follow the steps below.

Main Information

  • 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 notification can be sent to, in case any errors occur with this configuration.

  • Next - Click the ( NEXT > ) button.

Variables and Links

Variables and Links are used to add additional information when communicating with the customer. This page displays the currently defined default Variables and Links.

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

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.

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.

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

Timezone

Select the Timezone that should be used with this configuration.

Operating Hours

Note: It is feasible to add multiple Operating Times for a single day, an example might be to block out lunch time, 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.

Off Times

Off times are one-time occurrences for a specific date and time.

  • 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.

Services Provided

In this section you define the services that can be assigned to an appointment, such as Standard Hair Cut, Oil Change, etc...

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

Service Name - Enter a descriptive name for the service.

Length (mins) - Enter standard amount of minutes the service requires to complete.

Description - Enter a description of the service.

Color - Assign a color to each service to help distinguish between the different services in the calendar scheduler available in the Dashboard section.

Primary Service - Select True if you want this service to be presented at the beginning of the list of services when making an appointment.

Note: Only one service can be the primary service.

Click the ( Save ) button.

 

Branding

This page allows for setting up the Appointment to match your desired branding.

Note: This page is only required if Self Service Appointments was selected in the Main page.

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

Logo

This section allows for changing the logo displayed in an appointment. To adjust the logo:

  • Click the ( X ) icon to remove the existing logo.

  • Click the edit/pencil ( 🖉 ) icon and upload and add the new logo.

Step Styling

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

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.

Button Styling

This section allows for adjusting the colors of the Appointment buttons. To adjust the button colors:

  • Click the edit/pencil ( 🖉 ) icon.

  • Adjust the colors.

  • Click the ( SAVE ) button.

Customize a Form

In this section you can add additional fields to the form the customer will use.

  • 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 all changes have been completed, click the ( ACTIVATE ) button.

Form Fields

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.

 

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