Get started with Appointments management

Requirements

This tutorial requires the installation of the following applications/modules:

Basic settings for the Appointments App

To make it convenient for customers to schedule appointments and to help you manage appointments effectively, you need to set up some basic settings.

Note

In order to do this, you need to have the Administrator access right of the Appointments app.

Set up Teams for Appointments

Navigate to Appointments ‣ Configuration ‣ Teams.

Go to teams setting in Viindoo Appointments.

And then, press Create to create a team.

Create a team.
  • Team Leader: Select a user to be the leader of this team.

  • Members tab: Similar to Team Leader, you can select the members for this team.

  • Description tab: Add additional information for this team, e.g. Goals, mission, professional level, etc. of the team.

Classify and create appointments template with Appointment Types

You can create pre-made appointment templates based on service packages, appointment duration, etc. to make it easier for customers to schedule appointments. You can also track and view reports on appointments by type to make appropriate adjustments.

Navigate to: Appointments ‣ Appointment Type. Press Create to create an appointment type.

Go to Appointment type view.

You enter the information on the interface according to the instructions below and then click Publish to allow customers to choose this Appointment Type on the website.

Create appointment type.

Note

You will also need to install the Website app to allows the customer to set up appointments from your website and set up information according to the instruction.

  • Appointment Type: Enter the title of the appointment type. This title will be displayed on the Choose Your Appointment interface on the website.

  • Team: Select the team in charge of this appointment type.

  • Reminders: Notify all attendees before the appointment takes place.

  • Sale Order Creation: Check this option if you want this appointment to generate a quotation/sales order on the system.

  • Working Hours: Used in cases the working time for this appointment type is not set up.

Set up Working Time

On the Working Time tab, select a Working Timezone and set up the working time. This will allow customers to schedule appointments during your working hours, based on your company’s time zone.

Working Time tab.
  • Working Timezone: The time zone when this appointment takes place.

Additionally, users can set working hours for specific days of the week.

Set up working days of the week.

Set up Website Booking

Select the Website Booking tab and fill in the information:

Website Booking tab.
  • Unavailable Booking: Allow customers to schedule appointments even when no users are available on the website.

  • Duration: The default duration of the appointment. For example, when setting the duration here to 30 minutes, when a customer schedules an appointment, the duration displayed to the customer for this appointment will be 30 minutes. The customer will not be able to edit or extend the time for that appointment.

  • Scheduling: The minimum time to book before the appointment.

  • Website Image: Upload an image for the appointment type. This image will be displayed on the website.

Create a Description for the appointment type

Description tab.

You click on the Description tab to enter additional information such as the purpose, and contents related to this appointment type.

Integrate Appointments with other Apps to support customers

Integrate Appointments with CRM

Navigate to: Appointments ‣ Configuration ‣ Settings. And then check on Appointment to Opportunity and press Save.

Appointment to Opportunity.

At this point, the appointment manager will return to the Appointment Type interface and consider whether to automatically create opportunities for this appointment type by checking the Create Opportunity field.

Appointment to Opportunity option.

Integrate Appointments with Sales

Navigate to: Appointments ‣ Configuration ‣ Settings. And then check on Appointment to Sale Quotation/Order and press Save.

Appointment to Sale Quotation/Order.

Similar to integrate Appointments with CRM. On the appointment type interface, the manager will see the Sale Order Creation field. The manager can choose the creation method: None, Quotation, Sales Order.

Appointment to Sale Quotation/Order option.

Integrate Appointment with Website

Navigate to: Appointments ‣ Configuration ‣ Settings. And then check on Online Appointment Booking.

Online Appointment Booking option.

After this feature is activated, an additional page called Appointments will appear on your website. Customers can access this page when they visit the website and schedule an appointment.

The appointment interface on the website.

Online Appointment Booking with Employee

Navigate to: Appointments ‣ Configuration ‣ Settings. And then check on Online Appointment Booking with Employee.

Book an online meeting with an employees

When customers go to the website, they can choose an appointment with employees from the list you have set up in Team.

Select a team for the appointment

Note

  • Customer will only be able to select employees of the Team set in the appointment type. It is not possible to select other employees not on this list.