How can we set up a Recurring Appointments Calendar?
To create a new calendar, navigate to the Settings menu and select "Calendars." Then, click on the option to create a new calendar.
To access the Round Robin Booking feature, locate the "Select" option and click on it.
Please be aware that all calendar types are capable of supporting recurring appointments. The only distinction is that if you have selected the Round-robin option, the calendar should have a maximum of one user or team member assigned to it.
To enable recurring appointments, navigate to the Availability Tab and switch on the option for recurring meetings.
After enabling the Recurring Meeting option, you will have access to the recurring appointment settings, allowing you to choose the appropriate configuration based on your specific needs.
Please be aware that there is a restriction on the "times to repeat" field. An event can only be repeated for a maximum of 24 times.
There are three choices available in the dropdown menu for the "If slots are not available" option:
Essentially, if the desired time slot is already booked with another appointment or event, the user has the following alternatives/options:
Continue Booking
If you select "Continue Booking" from the dropdown menu for "If slots are not available," you will encounter an additional dropdown menu that prompts you to specify the course of action in case of double bookings for that particular scenario.
Opting for "Continue Booking" signifies that you permit the calendar to double-book the time slot.
Skip booking Unavailable Slot
Choosing "Continue Booking" indicates that you will only reserve the available slots and disregard the remaining slots that are not available.
Book Next Available Slot
Selecting "Continue Booking" means that the system will schedule the recurring appointments regardless of how far in the future the calendar needs to search for available slots.
Please be aware that our system checks availability only for the next three slots. If the slots are unavailable, the booking will be dropped. The system will book all the specified recurring appointments if the slots are available. Users need to exercise caution when selecting the recurring booking option (such as "book next," "skip booking," or "continue booking").
Please note that recurring appointments can only be scheduled for standard slots. The option for recurring bookings is not available for custom slots. Additionally, users cannot book recurring appointments directly from the opportunities page. While the recurring calendars will appear in the drop-down menu for booking, they can only be selected for a single time slot at a time.
FAQs
Will the existing workflow trigger steps be activated for recurring appointments?
No, they will not. We have introduced new filters specifically for the Appointment Trigger steps. Therefore, all your configured triggers will require the addition of a new filter to function with your Workflow Trigger Steps.
We have introduced a new Event Type Filter in the appointment trigger step, allowing you to manage the workflow triggers that can be activated based on the appointment type. If you want the workflow trigger to apply only to recurring appointments, select "Recurring" as the Event Type.
Regarding your account's existing Appointment Status triggers, we have automatically added a new default filter. The filter is set to Event Type: Normal, which means it will not activate for recurring appointments.
Event Type: Normal
By selecting this filter, all normal appointments (non-recurring) and your existing non-recurring appointments will be considered normal. Choosing this option will maintain the current functionality.
Event Type: Recurring
When this filter is selected, the trigger will only activate for appointments booked in calendars with recurring appointment settings enabled.
Event Type: Any
Selecting this filter will cause the trigger to activate for appointments of any type.
Please be aware that we are phasing out the Customer Booked Appointment Trigger feature. As a result, if you choose the Modified By Filter option:
For the Customer filter:
Customer: The behavior will remain the same as the Customer Booked Appointment trigger. If this filter is added, the trigger will only fire for appointments booked by the customer, specifically through the widget.
For the User filter:
User: The trigger will fire for all appointments booked within the system or any other source, excluding appointments booked through the widget.
For the API filter:
API: This filter will only activate the trigger for appointments created via the API.
Is it possible for users to perform bulk updates on appointments?
Users cannot perform bulk updates on recurring appointments, including canceling or rescheduling them.
Can the same meeting location be utilized for all recurring appointments?
If the meeting location is set to Zoom or Google Meet, each recurring appointment will have a distinct meeting URL. The system automatically generates a dynamic meeting URL for each meeting by default.
How are recurring events synchronized with integrated calendars?
If synchronization is enabled, recurring events are synced as individual events with third-party calendars.
How can payments be processed for recurring appointments? Payments cannot be charged for calendars with recurring appointments enabled.
How to set up a Calendar for Classes?
What is a Class Booking?
A class booking refers to a type of calendar where multiple invitees can be accommodated in a single booking. Class bookings are particularly useful when arranging a single event for multiple participants simultaneously. Here are a few examples, though not exhaustive:
Webinars/Workshops
Training Sessions
Sports Events
Why use Class Booking Calendars?
Utilizing Class Calendars offers numerous advantages when managing events with multiple attendees, including:
Efficient organization: Class Calendars simplify the process of organizing and managing one-to-many events by enabling the creation of a single booking that can accommodate multiple invitees. This streamlines the scheduling process and reduces administrative overhead.
Customizable capacity: With Class Calendars, you can set the desired number of spots per time slot to control the class size and create an optimal learning or participation environment.
Centralized management: Class Calendars provide a centralized platform for managing bookings, cancellations, and rescheduling. This centralization allows the appointment owner to oversee all aspects of the event more easily and effectively.
Enhanced communication: By presenting a clear overview of event details, such as the date, time, and location, Class Calendars facilitate better communication with attendees. This helps reduce confusion and minimizes the chances of no-shows.
Time-saving: Through automated booking processes and options for attendees to cancel or reschedule their appointments, Class Calendars save time for both the organizer and the participants. These streamlined workflows enhance efficiency and productivity.
How to set up a Calendar for Class Bookings?
To create a new calendar within your Sub-Account, follow a series of steps. First, access the settings of your Sub-Account. In the settings menu, locate and click the "Calendars" option. This will take you to the calendar management section. In this section, you will find the option to create a new calendar. Click the "Create Calendar" button to initiate setting up a new calendar within your Sub-Account.
Before saving the calendar, adding at least one team member is necessary. This is a mandatory requirement to proceed with the calendar setup.
The appointment owner would typically be the trainer in a class or training session. To add the appointment owner, click the "Add User" option and select the desired user from the provided dropdown list. This allows you to assign the appointment owner, ensuring proper ownership and management of the calendar.
Please be aware that you can only designate one Appointment Owner for a Class Booking calendar.
Please provide a name for your calendar.
Please describe your calendar.
Please enter a URL slug for your Calendar
Please be aware that the calendar URL slug you enter must be unique and not currently used by any other calendar.
When creating Class Calendars, it is important to note that you can only utilize the Neo Widget type. Other widget types are not compatible with Class Calendars.
Now, navigate to the Availability tab.
As an illustration, let's say you set the maximum number of seats per slot to 10. In this case, up to 10 invitees can book a single time slot, allowing for a class or training session at 1:00 PM with a maximum of ten attendees.
Choosing a maximum of 9,999 attendees in a single slot is possible. However, please remember that if you use a conferencing tool like Zoom, there may be a different limit on the maximum number of attendees. For instance, Zoom has a maximum limit of 500 attendees for certain licenses. Please check the specific limitations of your conferencing tool regarding attendee capacity.
Cancellation and Rescheduling
To cancel a class booking, open the appointment and click the "Cancel All" option. This will cancel the appointment for all the attendees.
If you need to reschedule the meeting, click the "Reschedule All" option. This will allow you to reschedule the appointment for all the attendees at once.
If you need to cancel or reschedule the appointment for a specific attendee, you can locate their name in the attendee list. Next to the attendee's name, you will find options such as "Cancel" and "Reschedule." You can cancel or reschedule the appointment for that particular attendee by clicking on these options.
If you have integrated third-party calendars like Google Calendar or Outlook with the CRM's calendar, class bookings will appear as separate appointments in those external calendars.
For example, if you create a class booking with a capacity of 5 attendees, it will be displayed as 5 individual events on your Google or Outlook calendar, all scheduled for the same time.
Additionally, please note that the meeting location for class bookings is currently limited to the "Custom" option. However, this restriction will be removed soon.
FAQs
Question: How can I cancel or reschedule a class appointment?
Answer: To cancel or reschedule a class booking, navigate to the calendars section, locate the specific class booking you wish to modify, and click on it. You will then have the option to edit or change the appointment details as needed.
Question: Can I cancel or reschedule a class appointment for a single attendee?
Answer: You can cancel or reschedule a class appointment for individual attendees. Simply click on the options menu next to the contact's name, and you will see the options to cancel or reschedule the appointment specifically for that contact.
Question: Can I book a class appointment directly with contacts?
Answer: Yes, you can book a class appointment directly with contacts. Click on the "book appointment" button, select the desired contact you want to schedule the appointment with, choose the class booking calendar, select the preferred time slot, and proceed with booking the appointment.
Question: Can attendees cancel or reschedule a Class Booking appointment?
Answer: To allow attendees to cancel or reschedule a class booking appointment, ensure that the "Allow Cancellation" and "Allow Reschedule" options are enabled in the Confirmation Tab within the Calendar Settings. This will allow attendees to cancel or reschedule their class booking appointments.