Setting up a 1-on-1 appointment with Vicodo takes less than a minute. You only need to select the time and send your customer an invitation - they will be able to join the meeting with a single click.

You can schedule an appointment for a case that is already open, or create a new case and set up a meeting at the same time.

If you are an administrator, you can choose if you want to set chat-only appointments or video meetings (with the chat feature available) by changing your settings.

 

How to schedule an Individual appointment for an open case

1.  Select a case from your list and click Schedule call to open the calendar window.

You can also go directly to the calendar by clicking its icon at the bottom left corner of the dashboard page or by using this link.

2.  Find a free time slot for your meeting and double click on it to open the appointment window. You can also double click anywhere on the calendar - you will be able to change the time of the meeting in the next steps.

3.  If the right case is not selected yet, enter its name into the search bar, then press Enter or click to choose the case from the list:

4. Choose when the appointment should start and finish. To change the day, click the icon, and to change the time, click the  icon:

5.  Choose if you want to send your customer an invitation. You can send both an SMS and an email invitation or just one of them.

• If you already have the customer's phone number or email address in your case details, the invitations will be automatically on. Use the switches to choose which messages you want to send:

• If you do not have the customer’s contact information in the case details, enter it manually to send an invitation.

Make sure that the switch next to the customer’s email address or phone number is green - otherwise, the invitation will not be sent.

6.  If you want to change the language of the invitation message, click on the flag icon and select a new one from the list:

7.  Below the contact details, you will see the operators assigned to the new case. You can add new operators by clicking on the  icon or leave the case yourself by clicking on your profile picture.

8.  Click Save & send invitation.

 

How to schedule an Individual appointment and create a new case

 

By using the dashboard

1.  Go to the Vicodo dashboard and click the icon on the left side of the page.

 

2.  Select the case type and enter its name. We recommend using the customer’s name - it will later be displayed during chat or in the invitation message. The case name cannot be longer than 50 characters.

3.  Set the time of the appointment. Click on the date section to open the calendar and select the day, then click on the time section and choose the hour.

 

4.  If you want to send your customer an invitation, enter their phone number or email address. You can choose to send both an SMS and an email invitation or just one of them.

When entering a customer’s phone number, always remember to include the + symbol and the country code. You can type the country code manually, or click on the flag icon and select one from the list. Example: If the customer’s phone number is 9999 999 and they are located in Germany, the correct phone number should be +49 9999 999.

Make sure that the switch next to the customer’s email address or phone number is green - otherwise, the invitation will not be sent.

5.  If you wish to change the language of the invitation message and the appointment page, click on the flag icon and select a different one.

6.  Choose if you want your appointment to be protected with a password. If you turn this option on, your customer will receive a six-digit code in their invitation message - they will need to enter it to access the meeting.

7.  If you have any additional information about the case, you can save them in the Internal notes section. It will only be visible to operators - customers do not have access to it.

8.  Click the Create case & send invitation button.

 

By using the calendar

1.  Open the calendar by clicking its icon at the bottom left corner of the dashboard page or by using this link.

2.  Find a free time slot for your meeting and double click on it to open the appointment window. You can also double click anywhere on the calendar - you will be able to change the time of the meeting in the next steps.

3.  Enter the name of the new case into the search bar. We recommend using the customer’s name - it will later be displayed during chat or in the invitation message. The case name cannot be longer than 50 characters. Once you type it, press Enter or select the + Create new case option on the list.

4.  You can now choose when the appointment will start and finish. To change the day, click the  icon, and to change the time, click the  icon:

5.  If you want to send your customer an invitation, enter their phone number or email address. You can choose to send both SMS and email invitations or just one of them.

When entering a customer’s phone number, always remember to include the + symbol and the country code. You can type the country code manually, or click on the flag icon and select one from the list. Example: If the customer’s phone number is 9999 999 and they are located in Germany, the correct phone number should be +49 9999 999.

Make sure that the switch next to the customer’s email address or phone number is green - otherwise, the invitation will not be sent.

6.  If you want to change the language of the invitation message, click on the flag icon and select a new one from the list:

7. Below the contact details, you will see the operators assigned to the new case. You can add new operators by clicking on the  icon or remove yourself from the case by clicking on your profile picture.

8. Click Save & send invitation.

 

Once your appointment is scheduled you can reschedule, cancel it or send the invitations again at any time.