ActiveDEMAND has a native Appointment Scheduling system that is fully tracked and has an automated workflow to send reminder emails to the prospects who book a meeting and the salesperson who is the calendar owner.
Where is the Appointment Scheduler?
You can find the appointment scheduler under Assets => Appointment Schedulers.
To create a new appointment scheduler click "New appointment scheduler"
Setting up the Appointment Scheduler
1-When creating a new scheduler, you need to give it a name and select from the drop-down an Employee of the account whom the meeting will be scheduled with:
2- On the Appointment Scheduler overview page you will see the following tabs:
- Calendar Sync
- Scheduling Page
- Email Settings
Syncing your GoToMeeting, Google or Office365 calendar
When you enter the appointment scheduler overview area, you will automatically be in the calendar sync page.
Linking to an outside source like Google Calendar allows you to automatically create appointments in Google/Office365 calendar to control availability times. Simply click the [ADD APP] button to initiate the integration:
You will need to authenticate your Google User and select the Calendar you want to use for this integration from the drop-down:
To add GoToMeeting or Zoom account integration, click ADD APP] button one more time and authenticate it.
Setting up Availability (Appointment hours)
The Availability Tab allows you to set up which blocks of time you're available for appointments.
To display available times, you can drag over the time slots you're available (e.g 10am - 2pm), and the timeslots will be highlighted. You can erase the existing times you've set up by drawing over those same areas again. A prospect facing this appointment scheduler page will only see time slots in the highlighted area as available.
*Tip: If you see some awkward availability times on your Appointment Scheduling page, make sure your user time zone in ActiveDEMAND is correct. Click at your name in the upper right corner of your screen, choose Profile Settings and check your Time Zone:
Within the Scheduling Tab, you are able to control how long your appointments are, what your default appointment lengths are if you want meetings to be in 1-hour blocks, 2 hours blocks, etc. You can also choose to have meetings not be scheduled for a certain amount of time after a meeting is over. Simply choose the options you need in the scheduling tab.
If you want to automatically send the calendar invite to your prospect, check the 'Automatically add mee6ting to prospect's calendar'
Email Settings Tab
The email communication side of appointment processing has a shared workflow that all appointment schedulers use to communicate with the contacts as well as the employee. That means that if you edit this workflow, you edit how ALL appointment schedulers in your ActiveDEMAND account will function. From this workflow, you can edit what steps are taken after someone has booked an appointment.
*Tip: There is a default pre-set workflow in all accounts. You don't need to make any changes to it if you don't want to.
How do I edit the Scheduling Page?
You are able to edit the landing page associated with the appointment scheduler. It is a standard landing page with a built-in form that is set up specifically with the appointment scheduler elements. It is editable like any other landing page in ActiveDEMAND.
Once an appointment scheduler is created and saved, the URL can be used for scheduling appointments.
How do I control what shows up in my prospect's calendar?
If you click the 'Invite Settings' tab. you can use dynamic fields to personalize the invite data
%APPOINTMENT.CLIENT_DESCRIPTION% will inject the gotomeeting details into the calendar.
*Tip: You don't have to use the default scheduling page. You can embed the Appointment Scheduler form element to any other landing page by dragging the calendar onto the page:
Where can I edit the Appointment Confirmation Page?
When a prospect submits a form to schedule an appointment, they will be redirected to a default Confirmation page.
You can edit the all the default Appointment pages. These system pages are stored in Administration => System Pages.
The Appointment Calendar Dashboard Widget
If you want an overview of all appointments on your dashboard, you can use the "All Appointments" widget. If you just want your own appointments, use the "My Appointments" widget instead.
Appointment Color Coding:
- Red: Cancelled
- Blue: Future, confirmed by contact
- Orange: Future, not confirmed
- Green: In Progress or attended (if in the past)
- Grey: Marked as missed
How can I see who scheduled appointments with my business?
- The Calendar owner and the prospect will receive emails about the upcoming meetings
- Using the Appointment Calendar widget you can view all the appointments in your account
- On the contact's Timeline you can see the meeting details
How can I cancel an appointment?
- The prospects can cancel the appointment from there end by clicking the Cancel button on the confirmation email they were sent, or on the view appointment details landing page.
- You can cancel the appointment by editing the contact and clicking the Cancel button on the Timeline.
Appointment scheduling dynamic terms:
- Cancel an appointment: %APPOINTMENT.CANCEL_URL%
- Confirm an appointment: %APPOINTMENT.CONFIRM_URL%
- Mark appointment as missed: %APPOINTMENT.MISSED_URL%
- View an appointment details: %APPOINTMENT.VIEW_URL%
- Mark an appointment as attended (we assume by default it was attended unless you mark it missed): %APPOINTMENT.ATTENDED_URL%