Allowing your customers to decide what date and time suit them best for a meeting is a perfect way to optimize the scheduling process. Vicodo’s booking tool allows you to create a personal scheduling page fitted to your company’s branding in just several clicks. Every operator can create their booking page with a unique URL address that can be added to the email footer, embedded on the website, or simply sent as a link.
1. How do I set up my booking page?
Go to the Booking tab in settings and enable the booking page by dragging the slider, so it turns green.
Once the booking page is enabled, you can set your personal booking page link. By default, it's the operator's name and surname. Click the Edit button to insert your text. In the dialogue window, you will see a set of rules and you will be able to submit changes. Click the Save button to confirm.
2. How can I set my availability?
To set up daily and hourly availability, remain in the Booking Tab in settings. Go to the availability section and define when your customers should be able to book you for a meeting.
Choose available days and business hours. For each day, you can choose a couple of available slots.
If you work part-time, have a flexible schedule, or are not available on fixed dates, you can define them as Exceptions. Click on the + Add new day button to add days of your unavailability. To define specific hours - click the plus icon in the second column.
Adding exceptions will not cancel or reschedule meetings planned before the availability changes! If any of them occur during your unavailability, remember to reschedule them manually.
You can also synchronize your external calendars with Vicodo, so every meeting added to them blocks your availability. Forget about scheduling conflicts and double bookings! Read more about Calendar Connect - simple and powerful integration that does not require any coding skills.
3. How can I set up a default meeting duration?
To set up a default meeting duration, go to the Appointment Settings section. Remember to put in the time in minutes.
4. Can I prevent customers from booking last-minute appointments?
In the Appointment Settings section, you can define how soon before the meeting the calendar prevents booking. You can also prevent customers from planning too far in the future by defining how many days ahead will be visible on the booking page.
Additionally, you can require customers to add their phone number or message while booking an appointment.
Don’t forget to click the save button to confirm the changes. Every time you edit any of the information, the bar with the Save button will appear on the top of the page.
5. How does the scheduling process look like from the customer's perspective?
This is how your customers see the first booking step - choosing a date and time of a meeting.
To finalize scheduling, they need to add their name and email address. This information is required. Additionally, you can ask them to leave their phone number or message. You can decide whether it's obligatory or non obligatory to leave extra information and accept Terms&Conditions.
Requiring a message may help you to prepare for a meeting and save you some time! Your customers will be able to describe the case, so you can process it before the appointment.
Every time a customer books a meeting by the booking page, you will see it on top of the Active cases list. After you click on the case, you will see the customer's details in the chat.
On the top right side of the screen, you can see that the meeting was scheduled on the booking page.