Scheduling an event or appointment with a member of the public first requires that the type of event you'd like to schedule has been configured. Learn more here about how to configure a new event type. 

Once you have your desired type of event set up, you can start scheduling appointments for that event.

Recurring Events

Navigate to your event types via Configuration > General Shelter > Calendar/Scheduling > Event Management. Select the correct event type from the drop-down field.

When you've selected your desired event type, you will see a URL directly underneath the name of that event, directly above the details of that event. You can share this link with members of the public however you would like - in an email, behind a button on your website, etc. 

When members of the public click on this link, they'll be taken to a scheduler that asks for their name, phone, email, and date fields to check availability of appointments. The available appointment times that the person will see will be dictated by the days and times with which the event type was originally set up, as well as any other appointments already booked.

Once the person has submitted their appointment time request, that request will display on the Events tab (and Pending subtab) on the Tasks page.

On this tab, you'll see that there are two subtabs: Pending and Scheduled. Any pending appointments will display as a red number alert on the Events tab and on your main gear menu, so that you can easily see that you have pending appointments waiting for your acceptance or rejection.

From there, you can either accept or reject the requested appointment time. Both accepting and rejecting will trigger an email to the person either confirming their appointment time or notifying them that their request was denied.

You are able to add or edit the memo on any of the appointments. This is a great place for internal notes that will be visible to anyone on your team.

Configuration Note: The subject line and additional message in this auto-triggered email is configurable with the event type's "Email Title" and "Email Message" fields. Check out this article for more information on the configuration of event types.

If the event is rejected, it will simply disappear from the pending table. If the event is accepted, the event will move over to the Scheduled tab. From there, you can either confirm that the appointment did occur or mark the event as a "no show". 

Choosing either option will simply clear this finished event off the Scheduled list.

One-Time Events

Navigate to your event types via Configuration > General Shelter > Calendar/Scheduling > Event Management. Select the correct event type from the drop-down field.

 When you've selected your desired event type, you will see "Schedule this event" in blue text directly underneath the name of that event and directly above the details of that event.

Clicking "Schedule this event" will open a pop-up that asks for the details of that specific appointment:

• Date of the appointment
• Time range in which person could schedule the appointment
  • This time range will dictate the appointment time options that the person will be able to choose from.
• Email address of the person
  • This is who will receive an invitation to select an appointment time.
• Memo
  • The memo will display on the Events tab (both Pending and Scheduled subtabs), and can be used to reference any important information while updating the appointment's status.

After these fields have been completed and you've clicked "Add", an email will be automatically triggered to the email that you entered.

Configuration Note: The event's "Email Title" and "Email Message" fields (from the original configuration of the event) will be used for this email's subject line and additional information. You can find more information about the configuration of event types here. 

This email will contain a link that will direct the person to the scheduler page, where they are asked to enter their name, phone, and email, and then select an available appointment time:

After the person has requested an appointment time, that request will display in the Events tab (and Pending subtab) on the Tasks page. From there, you can either accept or reject the appointment time. 

Both accepting and rejecting the appointment will trigger a second email to the person, either confirming their appointment time or notifying them that their request has been declined. 

If the event is rejected, it will simply disappear from the pending table. If the event is accepted, the event will move over to the Scheduled tab. From there, you can either confirm that the appointment did occur or mark the event as a "no show". 

Not finding the answer you're looking for? Submit a request above and let us know how we can help.