Customize your Scheduling Process

Service Based Bookings

The scheduling process is a user's ultimate tool to change how people schedule appointments. This section allows you to only confirm appointments as a notification will be set following the customer's selection. This will also allow the company to restrict last minute appointments and manage daily and weekly maximum bookings.


In order to configure your scheduling process, go to your Dashboard, click on Settings on the left below "Scheduling", select a location from the dropdown menu at the top (if you have multiple), and then Scheduling Process.


Scheduling Rules

  • Do New Appointments need to be reviewed and accepted?:
    Choose to only confirm appointments to your customers after they have been reviewed by the company's manager (in such case, you may want to enter an email address for company contact's email notifications) or by the staff member performing it. When the appointment is booked, an email with a confirm/decline link will be sent.
  • Which type of user can schedule an appointment online?: Allow existing customers only (already in your Contacts) to book appointments online.
  • Time interval to open online booking:Set how far in advance and how far in the future you want to allow customers to book an appointment.
  • Maximum number of appointments per client per day: Set the maximum number of appointments a client can book per day.
  • Maximum number of appointments per client per week: Set the maximum number of appointments a client can book per week.
  • Notify customers when a similar appointment earlier than theirs has become available: Automatically send an email to a client when an earlier booking becomes available for their service (48-hours at least) because of a cancellation (waiting list).



Scheduling Mode

Set the scheduled item in order to choose the kind of appointment your clients will be booking.


  • Service: Client will choose a service, and the staff member performing it will be automatically assigned (whether possible: to the same staff who was already assigned to a previous appointment with the same client). Two modes are available:
    • Smart allocation: appointments will be assigned to the least busy staff of the day and week of the appointment.
    • Past occupancy: appointments will be assigned to the staff who performed least appointments during the past period set.
  • Service + Staff member: Client will choose a service, and then the staff member performing it.
  • Staff member + Service: Client will choose a Staff member, and then the service they want to book.
  • Appointment request : In this lighter version of the scheduling, customers will request an appointment with you and select up 5 time slots of their convenience. You will then have to confirm their appointment in an email that is sent to the business. You can also allow the customer to select a service during the booking process.

You can also use a schedulingMode parameter in the URL to change from the default mode you decided. 3 values to choose from: service, service-staff, staff-service. 

For instance, 


Dashboard settings

Click on Advanced to set the Dashboard settings 

  • Choose the time interval when you create a new appointment using the "free mode".
  • Choose the color of which element will be used in your calendar view (color of the staff, or color of the service)
  • Choose if you prefer using the free mode rather than the widget when booking an appointment from the backoffice
  • Choose to display the "Thank you" page at the end of the scheduling process when using the widget from the backoffice
  • Select options like display personal appointments, display external event calendars (Google Agenda, Microsoft Outlook.com, etc)
  • Adjust the way in which your dashboard displays appointments (you can decrease this number if you operate short appointments, 15 minutes or less)


Resource Based Bookings

In order to configure your scheduling process, go to your Dashboard, click on Settings on the left below "Scheduling", select a location from the dropdown menu at the top (if you have multiple), and then Scheduling Process.


Scheduling Rules

  • Appointments need to be reviewed and accepted? :You can choose to only confirm appointments to your customers after they have been reviewed by the company's manager. When the appointment is booked, an email with a confirm/decline link will be sent.
  • Type of user can schedule an appointment online: You can choose to only allow existing customers (already in the agendize database) to book appointments online
  • Time interval to open online booking: Set how far in advance you want to allow customers to book an appointment
  • Maximum number of appointments per client per day: Set the maximum number of appointments a client can book on a given day
  • Maximum number of appointments per client per week: Set the maximum number of appointments a client can book on a given week



Scheduling Mode

Check the following boxes to allow customers to book in the widget a specific number of resources, or multiple iterations of a resource.

 

Dashboard settings

Click on Advanced to set the Dashboard settings 

  • Choose the time interval when you create a new appointment
  • Choose if you prefer using the free mode rather than the widget when booking an appointment from the backoffice
  • Choose to display the "Thank you" page at the end of the booking process when using the widget from the backoffice
  • Adjust the way in which your dashboard displays appointments