Scheduling an Appointment

Scheduling an Appointment

Both the Staff and Contacts have the ability to schedule an Appointment as long as there is an available Appointment Type to choose from.

CLICK HERE to learn about Appointment Types and Scheduling

CLICK HERE to learn about Rescheduling an Appointment

TIP: The Time Slots both the appointer and appointee sees are based on their respective Time Zone. For example, if a Contact with a Time Zone of GMT-07:00 creates an appointment at 11am and the Staff Member has a Time Zone of GMT-04:00 the Appointment will convert to 2pm when viewed by that Staff Member.

You can enable or disable scheduling in Calendar Settings.

CLICK HERE to learn about Appointment Calendar Settings


How do I schedule an Appointment as a Staff Member?

If a Staff Member has an Appointment Type assigned and configured they have the ability to create an Appointment for a Contact.

Navigate to Calendar > My Calendar and click the +Add Appointment button.

A modal will appear in which you can select the Appointment Type you would like to use for the Appointment. The list will populate in alphabetical order.

Click on the desired Appointment Type to expand the options.

Select a Contact from the dropdown menu. Then select your Time Zone. When you change your Time Zone from the dropdown the available slots will be refreshed to reflect the new Time Zone.  

You will also be able to select from a  Time Slot. Selecting a Time Slot will show the confirmation details of the Appointment. You will then be able to configure Reminder Notifications for this Appointment.

You can send a reminder notification to yourself. Choose the type of notification and time before the scheduled Appointment.

You can also choose to send a reminder notification to the assigned Contact in the same way.

For both options, you can add additional notifications if you'd like alternate delivery methods or additional times.

Once the Save button is clicked the scheduled Appointment will appear on the Appointer's calendar with an icon indicating its current status.

Clicking the Appointment on the Calendar will bring up a modal with the confirmation details.

You can configure any Reminder Notification settings here for both you and the assigned Contact. You can also choose to Cancel the Appointment.

Canceling an Appointment will remove it from both users' calendars and a Notification email will be sent to both users.


How do I schedule an Appointment as a Contact?

If scheduling is enabled, and at least one Appointment Type is available, a Contact can create an Appointment themselves.

Navigate to Calendar > My Calendar and click the +Add Appointment button.

A modal will appear in which a Time Slot can be selected. If multiple Appointment Types are available a dropdown menu will be available to choose from them.

Selecting a Time Slot will show the confirmation details of the Appointment. Click Book Now to schedule the Appointment.

The scheduled Appointment will appear on the Contact's Calendar with an icon indicating its current status. It will also appear on the assigned Staff Member's Calendar.

Clicking the Appointment on the Calendar will bring up a modal with the confirmation details as well as the option to Cancel the Appointment.

Canceling an Appointment will remove it from the calendar for both parties and a Notification email will be sent to both.


How do I manage my Reminder Notifications for Appointments?

To configure additional Reminder Notifications for your Appointments, or to override all existing settings you have configured for your individual Appointments, click the icon located on the right side of your screen while viewing My Calendar.

Choose the type of Reminder and time before the Appointment that the notification will be triggered. You can select the notification to be sent via email, a notification in SuiteDash, or SMS if you have the Twilio Integration.

CLICK HERE to learn about the Twilio Integration

You can add additional types of notifications by clicking  +Add notification.
You can also click  Apply to all future & existing appointments to overwrite all individually-configured settings on your Appointments.
You can set Event Notifications in the same way. 

CLICK HERE to learn about Events

You can send an Outlook Email for upcoming Appointments & Events by switching the toggle on. These can be sent Daily or Weekly. If you choose Weekly you can select which day of the week it will be sent on.
You can then select the number of days that are included in this email. For example, if you select 3 days then that email notification will include all Appointments and Events that are occurring within those three days.
Lastly, you can set the time you would like your email to send at.

Email Notifications to Users

When an Appointment is created, an email notification will be sent to the assigned Contact and Staff Member. You can customize these two templates in Email Templates.

CLICK HERE to learn about Email Templates

These Email Notifications have a special feature - they allow you to quickly add the Appointment to your external calendar.

The receiver of the notification can click an icon to add the Appointment to their Google Calendar, Yahoo Calendar, Outlook Calendar, or iCal Calendar.

The user can also click Add to Other Calendar to download an ICS file enabling them to manually add the Appointment to a different external calendar.

You'll need to add the [add-to-calendar] Placeholder to the Email Templates in order for the user to have these options.

Or, if you are using the default Email Template, you can simply click the Reset to Default button. The new Default Template has already been updated to include these Placeholders.