BAW - Booking An Appointment

Introduction

1) This tool helps you set up appointments with you or another member of your staff that your clients can book through your advisor website.

 

2) First, click on the "Book Now" icon. Your Book Now tools appear.

 

3) You can fill out any of these forms just by clicking the buttons at the top of the tool. However, you will need to click "Next" once you've completed any of the forms in order to save your changes.

 

Adding a service and contacts

1) The first tool you see when you click on the icon is the "Add Service" form. This allows you to set the types of appointment that your firm offers through the website.

 

2) Fill out the first field, service title, with what you want the appointment type to be called. For instance, you could call it "Investment Advice".

 

3) Next, you need to select the appointment type, or format. Click on the drop down menu and you can choose between holding a phone meeting or an in person meeting.

 

4) The next option is to select the member of staff the appointment will be offered by. Drop the list down and you'll see all available contacts.

 

5) You can add a contact using the "Add Contact" button. This brings up a form you need to complete to add your details, or the details of your staff, so that users of the website can book an appointment with a member of your firm. You can add as many individuals as you like this way.

 

6) You just need to fill out the fields – enter a name, an e-mail address, and a contact number. The name and e-mail address are required fields. The contact number is optional.

 

7) When you’re finished, click "Next". This will take you back to the "Add Service" form.

 

8) The contact you just added will now be included in the "Contact Name" drop down list, so you can select that contact if you like.

 

9) The next drop down menu lets you set the duration of the appointment. This can be 30, 60, 90, or 120 minutes.

 

10) The final field, Office Address, is optional and this allows you to add an office address for the member of staff.

 

11) When you've completed the form, click "Next".

 

Adding appointment dates and times

1) The next form, "Add Time", enables you to set up appointment times that users can book.

 

2) First, click on the "Service Name" drop-down menu and select a service.

 

3) Next, click on the "Contact Name" drop-down menu and choose a member of staff.

 

4) After completing these fields, a number of other options will appear.

 

5) There are two buttons at the top of these new options. The first one – "Weekday" – is already selected. This allows you to schedule this type of appointment by the weekday and timeslot. These appointments will feature on an ongoing basis.

 

6) To schedule by weekday, just check the boxes of the days and times that you want the appointments to be made available.

 

7) When you're done, click on "Next".

 

8) The second button – "By Date" – allows you to set up an appointment on a particular date at a particular time, using a calendar. This appointment will feature as a one-off.

 

9) Select the date you want to make the appointment available.

 

10) A list of times then appears. Check the boxes next to the times you want to set the appointments on that day.

 

11) Scroll down and click on "Save".

 

12) A pop up will appear confirming that the save is complete.

 

Viewing and deleting available appointments

1) In the final form, "Book Now", you can view all currently available appointments by service.

 

2) Click on a service heading.

 

3) You'll be able to see all available ongoing appointments of that type.

 

4) If you want to delete a type of appointment, just click the red "Delete" button next to the service.

 

5) A pop-up will appear asking you to confirm deletion.

 

6) Once you've confirmed, you will see that the appointment service has been deleted.

 

7) You'll also note that at the top of the "Book Now" form there is a "Links" section.

 

8) If you click one of the links to a service you have created, it will take you to the webpage that your users will see.

 

9) When the webpage appears, you will be able to go through the process as if you were a user. This is a good way of checking that the appointments have been set up properly.

 

10) Just to note, when an appointment is booked, an e-mail will be sent to the contact hosting the appointment – either your or your colleague – to let them know.

 

"Book an appointment" widget

1) Once your appointments have been set up, users can access this service by clicking the "Book an Appointment" widget. Select the widget from your widgets list to edit it.

 

2) You have the option to change the widget image, in case you want a branded button and/or one that clearly indicates who you can book an appointment with.

 

3) You also have the option to change the contact whose appointments the widget will link to.

 

4) You can also choose which pages of your website this widget appears on under "Page Assignment".

 

5) When you're done, click on save.

 

6) Your widget is now set up.

 

 

Video Tutorial

 

Questions?

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