Appointments

This section provides an overview of the revamped in-app appointment features, designed to improve performance, usability, and the overall user experience. These updates include a comprehensive redesign of the appointment booking module, featuring: Appointment Scheduling: The booking process has been restructured to enhance ease of use and efficiency for both users and staff. Appointment Display: The method of displaying and accessing appointments has been refined for a more intuitive and streamlined experience. Appointment Editing: The process of modifying appointments has been improved for greater ease and accuracy. These enhancements are focused on delivering a highly functional, user-friendly appointment module that meets our customers' specific needs. Scheduling Appointments The new "Book Appointment" feature allows users to efficiently schedule appointments for both existing and new contacts, making the booking process faster and more convenient. To schedule an appointment, follow these steps: Click the “Add Appointment” button or select any available time slot on the calendar. This action will open the appointment scheduling page. On the right side of the modal, locate the "Contact" section. Select the appropriate contact from your list. Note: This process has been simplified. Previously, you had to select the contact before starting the booking process. Now, you can select the contact directly within the booking details. Adding a contact is required to save the appointment. Choose your calendar from the available options. Enter the appointment details, including: Appointment Title Description Start Date and Time End Date and Time Meeting Location Status Viewing Appointments The "View Appointment" feature provides users with a complete overview of scheduled events for selected calendars, including those synced from external services like Google and Outlook. Options for viewing appointments include: This feature provides a quick overview of all scheduled events. Editing Appointments To edit an existing appointment, follow these steps: Click on the appointment you wish to edit. This will open a modal with the appointment details. In the top right corner of the modal, click the "Edit" icon. This will take you to the "Edit Appointment" modal. Make the necessary changes to the appointment details within the "Edit Appointment" modal. This process allows for easy access and modification of appointments, starting from the appointment view modal and smoothly transitioning to the edit interface. Adding Guests to Appointments When the "Add Guest" feature is enabled in Calendar settings, users can easily include guests when booking appointments through the modal. To enable this feature: Ensure the "Add Guest" option is activated in your calendar settings. The booking modal will adjust based on whether the "Add Guest" setting is configured to "Name and Email" or "Count Only." Name and Email: If enabled, this option allows you to invite guests by selecting from your contact list or manually entering their names and email addresses. Count Only: This option allows users to simply add the number of guests without needing to provide names or email addresses.

Group scheduling calendars offer an efficient way to organize meetings with multiple team members by automatically coordinating their availability. This feature streamlines team collaboration and reduces the chances of missed communications or the need for rescheduling due to overlapping commitments. However, there are scenarios where you may need to swiftly adjust an individual's schedule, such as removing them from a meeting or managing a large team where not every member needs to attend every session. This is where the Flexible Team Coordination feature comes into play! To utilize this feature, go to your Calendars tab and click the "+New" button to set up an appointment. Choose the relevant Group Scheduling calendar and select the contact for the meeting. By default, all members included in the calendar will be selected. To remove a member, simply click the "x" next to their name. Under the "Other Staff" section, you can add team members who aren’t part of the existing calendar setup. If a selected team member is unavailable at the scheduled time, the system will alert you by highlighting their name in red. You can then opt to choose another team member or set a custom time slot. Once all participants are confirmed, click on "Book Appointment" and then "Done!" This feature allows you to maximize the use of a single calendar, providing you and your team with the necessary flexibility to add or remove participants with ease.

Contact Details Panel On the right-hand side of any contact’s page, there’s a detailed information panel. This panel is crafted to provide comprehensive control over each contact in your system, enabling you to execute various actions tailored to individual contacts. Information Tabs Overview The contact information panel is divided into four sections: Activity, Task, Notes, and Appointment. Each of these tabs offers specific functionalities to manage different aspects of your contacts within the CRM. Tracking Contact Activity The Activity tab is crucial for monitoring where a contact has engaged with your website, how they reached out (via email, phone, or text), and even their purchase history. Activity History Overview Within the Activity tab, you’ll find a history log and a timeline showcasing all activities of the contact, including any website interactions. Note that website data will only be visible if your site is integrated within the CRM. Understanding Contact Attribution Attribution is a vital tool to comprehend where a contact first and last engaged with your company. This insight helps in tracking the journey of the contact within your ecosystem. Managing Contact Tasks The Task tab allows you to manually assign tasks for each contact. To create a task, it needs to be assigned to a registered CRM user. This functionality is key for staying organized and managing your tasks efficiently. Keeping Notes for Contacts The Notes tab is where you can add notes for each contact, which can be indispensable when managing customer interactions and following up with leads. Adding a note is straightforward, with each entry timestamped and editable, ensuring you can maintain a complete history of interactions. Scheduling Appointments The Appointment tab allows you to set up meetings for your contacts. To use this feature, you first need to create calendars within your CRM. This makes scheduling meetings, whether for sales, support, or other purposes, much more manageable.

When organizing appointments, you may need to involve multiple participants. Our CRM simplifies this process, allowing the main attendee to easily invite others through the booking widget or the appointment setup window. This guide will walk you through the process of adding guests, the types of calendars that support this feature, and how email notifications are handled. Calendar Types That Support Guest Addition Simple Calendar (formerly Unassigned Calendars) Round Robin Calendars Collective Booking Calendars Email Notifications All participants will receive email notifications, ensuring they are informed of the appointment details. Custom Forms and Payment Options for Guests Guests can complete any necessary custom forms via a link provided in their appointment email. However, payment is only required from the main attendee, streamlining the booking process. Steps for Booking and Editing Appointments with Guests Adding guests to an appointment is straightforward. Here’s how: Navigate to the Calendar View page and click on "+New." Use the "Add Guests" option, if available, to include more participants. Complete the booking process. You can also edit an existing appointment to add or remove guests, as long as the total number of participants stays within the permitted limit. Canceling and Rescheduling The primary attendee has the authority to cancel or reschedule the appointment using the links provided in the confirmation email. Guests do not have the option to cancel or reschedule. Frequently Asked Questions (FAQs) How can attendees add guests? Attendees can add guests by entering their names and emails in the Calendar booking widget. Can guests complete custom forms? Yes, guests will receive custom forms in their Appointment Notification email and can fill them out as needed. Are guests required to make payments? No, only the main attendee is responsible for any payments. What is the maximum number of guests that can be added? Up to 10 guests can be added directly, or up to 100 for certain types of calendars. Can the primary attendee be removed during editing? No, the primary attendee cannot be removed when editing the appointment. Can guests be added using both the Calendar widget and the appointment booking modal? Yes, guests can be added through either method. What happens if there’s a fixed number of seats per appointment? The Add Guest feature is unavailable for Class Booking calendars due to their limited seating.

Within your CRM, all scheduled appointments can be easily accessed through the Appointments section found under the Calendar tab. This area displays a comprehensive list of all appointments, whether scheduled by clients or team members. Here, you can not only view existing bookings but also update appointment statuses or create new ones as needed. Note: Your access to certain features may depend on the permissions assigned to your user role. Appointment Details Contact Name: The contact’s name who set up the appointment is visible in this column. By clicking on their name or icon, you can navigate directly to their contact details for further actions or edits. Appointment Status: To modify the status of an appointment, use the drop-down menu located in the Actions column to the left of the appointment. This menu allows you to update the status by selecting from various options such as: Confirmed: The contact has confirmed the booking. Showed: The contact attended the appointment. No-Show: The contact did not attend the appointment. Canceled: The contact requested to cancel the appointment. Invalid: The appointment is marked as invalid, possibly due to incorrect or unrectifiable contact information. Marking a contact as invalid is irreversible. Appointment Title: This column displays the title assigned to the appointment when it was scheduled. Requested Appointment Time: In the "Date Requested" column, you can find the date and time when the appointment was originally booked or requested. Date Added: The "Date Added" column indicates the exact date and time the appointment was created, whether by a team member or a customer. Calendar Booked: The "Calendar" column identifies which calendar—whether individual or group—the appointment was booked in. Appointment Owner: This column shows who owns the appointment. For individual calendars, the team member's name is displayed. For group calendars, a name will appear only if the appointment is assigned to a specific team member. Additional Actions View Details: Click to access the appointment’s details. View Notes: If notes were added during the booking, they will appear here. Otherwise, this section remains empty until notes are added. You can also add notes here for your team’s reference. Edit: Use this option to make changes to the appointment details. Reschedule: If the contact requests a change in schedule, you can reschedule the appointment and document the reasons in the 'Appointment Description.' Delete: Deleting an appointment is irreversible, so be sure before proceeding. Filtering Options Filter by Calendar, Teams, or Users: Use the drop-down menu to filter appointments by specific calendars, teams, or users, or view all appointments across the CRM. Filter by Appointment Status: You can sort appointments by their status using the "All Appointments" drop-down. Filter options include Confirmed, Canceled, New, No Showed, or Showed. Filter by Appointment Date: To rearrange appointments according to date, click on the "Date Added" button to sort in either ascending or descending order.

Within your CRM, all scheduled appointments can be easily accessed through the Appointments section found under the Calendar tab. This area displays a comprehensive list of all appointments, whether scheduled by clients or team members. Here, you can not only view existing bookings but also update appointment statuses or create new ones as needed. Note: Your access to certain features may depend on the permissions assigned to your user role. Appointment Details Contact Name: The contact’s name who set up the appointment is visible in this column. By clicking on their name or icon, you can navigate directly to their contact details for further actions or edits. Appointment Status: To modify the status of an appointment, use the drop-down menu located in the Actions column to the left of the appointment. This menu allows you to update the status by selecting from various options such as: Confirmed: The contact has confirmed the booking. Showed: The contact attended the appointment. No-Show: The contact did not attend the appointment. Canceled: The contact requested to cancel the appointment. Invalid: The appointment is marked as invalid, possibly due to incorrect or unrectifiable contact information. Marking a contact as invalid is irreversible. Appointment Title: This column displays the title assigned to the appointment when it was scheduled. Requested Appointment Time: In the "Date Requested" column, you can find the date and time when the appointment was originally booked or requested. Date Added: The "Date Added" column indicates the exact date and time the appointment was created, whether by a team member or a customer. Calendar Booked: The "Calendar" column identifies which calendar—whether individual or group—the appointment was booked in. Appointment Owner: This column shows who owns the appointment. For individual calendars, the team member's name is displayed. For group calendars, a name will appear only if the appointment is assigned to a specific team member. Additional Actions View Details: Click to access the appointment’s details. View Notes: If notes were added during the booking, they will appear here. Otherwise, this section remains empty until notes are added. You can also add notes here for your team’s reference. Edit: Use this option to make changes to the appointment details. Reschedule: If the contact requests a change in schedule, you can reschedule the appointment and document the reasons in the 'Appointment Description.' Delete: Deleting an appointment is irreversible, so be sure before proceeding. Filtering Options Filter by Calendar, Teams, or Users: Use the drop-down menu to filter appointments by specific calendars, teams, or users, or view all appointments across the CRM. Filter by Appointment Status: You can sort appointments by their status using the "All Appointments" drop-down. Filter options include Confirmed, Canceled, New, No Showed, or Showed. Filter by Appointment Date: To rearrange appointments according to date, click on the "Date Added" button to sort in either ascending or descending order.