All About Booking & Appointment Management
All About Bookings & Appointment Management
DOJODIGI Team
Contents:
Benefits
Calendars & Appointments
How to Create Calendars and Appointments
Integrating Zoom & Google Meets
Sync Bookings With External Calendars Like Google/Outlook Calendar
Appointment Links & Calendar Integration
Using Appointments for Lead Generation
Appointment Automation
Other Appointment Settings: (Recommended for Service Businesses)
- Groups
- Service Menu
- Rooms & Equipment
What is Appointment Management?
Appointment management involves using software tools to schedule, manage, and optimize appointments and bookings for services or consultations. These tools help businesses streamline the process of managing customer appointments, reducing no-shows, and enhancing customer satisfaction by providing an easy and efficient way to book services.
How Does Appointment Management Benefit Businesses?
Improved Efficiency:
Automated Scheduling: Automatically manage and schedule appointments, reducing manual effort and administrative overhead.
Real-Time Updates: Get instant updates on bookings, cancellations, and reschedules.
Enhanced Customer Experience:
24/7 Booking Availability: Customers can book appointments at any time, providing flexibility and convenience.
Automated Reminders: Send automated reminders to reduce no-shows and ensure customers remember their appointments.
Comprehensive Management:
Centralized Dashboard: Manage all appointments from a single, centralized dashboard, allowing for easy oversight and management.
Customizable Booking Forms: Create customized booking forms to capture all necessary information from customers.
Integration with Other Tools:
CRM Integration: Sync appointments with your CRM to keep customer information updated and organized.
Payment Integration: Integrate with payment gateways to allow customers to pay for services during the booking process.
Increased Productivity:
Resource Allocation: Optimize resource allocation by ensuring that staff and resources are efficiently scheduled.
Data Analytics: Use data analytics to track appointment trends and optimize scheduling practices.
Ease of Use:
Set up automations for reminders.
In-app browser notifications.
Integrate Zoom and Google Meet.
Generate dynamic meeting links automatically with each booking.
Ease of use for customers: After booking, key information is displayed along with quick buttons for adding reminders to their calendars. automated reminders and link scheduling.
Calendars & Appointments
Head to the "Calendars" tab.
Calendar Page
View Appointments: See all your appointments on a calendar view.
Customize Display: Filter the view by date, user, or calendar.
Create New Appointment or Block Time:
Click on "+ New" to add a new appointment or to block off time for vacations or other commitments.
Fill in the appointment details and save.
Visual Scheduling: Easily view all your appointments on a calendar, making it simple to manage and keep track of your schedule.
Customization Options: Customize what is displayed based on date, user, or calendar type to better manage your appointments.
Convenient Appointment Creation: Quickly create new appointments or block off time for vacations or personal time directly from the calendar.
Appointments Page
View Past Appointments: Access a log of all past appointments.
Book New Appointments: Easily schedule new appointments with clients. Click on " + New Appointment"
Comprehensive Appointment Management: View past appointments or book new ones with your clients, ensuring you stay organized and efficient.
How to Create and Customize Calendars
Click on "calendar settings"
Create a Calendar:
Navigate to the calendar settings > calendars page
Click on "Create Calendar".
Select the calendar type
Custom HTML/CSS/JAVASCRIPT
Fill in Calendar Details:
Enter calendar name, custom URL, meeting duration, and booking availability.
Meeting Location: Enter links for virtual meetings via platforms like Google Meet or Zoom in this field
Use advanced settings to customize business hours, meeting locations, and more.
Edit Your Calendar:
In the calendar view, click on the three vertical dots icon next to the calendar you want to edit.
Select "Edit" to modify the calendar settings, or choose other actions like duplicating, deactivating, or adding to a group.
Tailored Scheduling: Create different types of calendars that cater specifically to your business needs.
Advanced Customization: Customize business hours, meeting locations, and more to fit your specific requirements.
Advanced Settings & Customisation
After creating your calendar, click on the three vertical dots next to the calendar and select "Edit", or
When creating the calendar, scroll and click on "Advanced Settings"
Customization Options:
Meeting Details: Customize general details such as the calendar icon and additional specifics.
Availability: Set parameters for minimum scheduling notice, buffer times between appointments, and the maximum number of bookings per day.
Forms and Payment:
Add custom forms or use default forms to collect information from clients booking appointments. Configure confirmation page settings and other form-related options.
Use the form builder to create customized booking forms, ensuring you capture all necessary information from your clients. Learn more about forms here.
Accept payments during the booking process! (Make sure your payment gateways like Stripe or Paypal are integrated. Head to settings > integrations to connect your payment methods and follow the instructions on screen.)
Notifications and Additional Options: Adjust notification settings to ensure you and your clients stay informed.
Connections: Link your external calendars (e.g., Google Calendar) to sync schedules seamlessly. Ensure your accounts are integrated by navigating to "Settings" -> "Integrations" and following the on-screen instructions.
Customizations: Customize the layout and design of your calendars. Note that this option requires the Neo widget.
Staff Availability Overrides Calendar Timings
For staff allocated to a calendar, their individual availability settings will take precedence over the default calendar timings. This ensures that appointments are only booked during times when the specific staff member is available, providing a seamless and efficient scheduling process.
To view or edit staff availability, head to settings > my staff > edit the staff of choice and scroll to user availability
Or, your staff can edit this themselves under my profile in settings
Enhanced Scheduling Efficiency: Advanced settings provide detailed control over your calendar, helping you manage appointments more effectively.
Improved Client Communication: Custom forms and notifications ensure clients receive all necessary information and updates.
Seamless Integration: Linking external calendars ensures that all your schedules are synchronized, reducing the risk of double bookings or missed appointments.
Tailored User Experience: Customizing the layout and design of your calendar offers a professional and personalized booking experience for clients.
Integrating Zoom & Google Meets
Google Meets
Google Meets integration requires you to integrate your google account. Head to settings -> integrations and connect your google account by following the on-screen instructions.
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Once connected, head to settings -> my profile -> Calendar Settings -> User Availability and select Google Meets in the drop down to configure Google Meets as your meeting location. (note this is user-specific)
Zoom
Head to settings -> my profile -> Calendar Settings -> Video Conferencing
Connect zoom and follow the instructions on screen.
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Once connected, head to settings -> my profile -> Calendar Settings -> User Availability and select Zoom in the drop down to configure Zoom as your meeting location (note this is user-specific)
Auto-generated Meeting Links
Once you have integrated your online meeting platforms, dynamic meeting links will be automatically generated with each booking and updated in your meeting platform site. Check your Zoom/Google Meets to view your scheduled appointments and associated links.
To use dynamic meeting links in your automations (e.g., reminder email):
Click on the custom values icon.
Select "Appointment".
Scroll and select "Meeting Location"
Automated appointment reminders sent to your clients will now contain the unique meeting link with that specific client.
Sync Bookings With External Calendars Like Google/Outlook Calendar
Head to settings -> my profile -> Calendar Settings -> Calendars
Click on + New and follow the on-screen instructions
To edit sync options, click on edit or advanced settings
Appointment Links & Calendar Integration
Calendars and Appointments can be embedded in your website or sent via permanent or expiring links.
In calendar settings, head to the calendars page.
Next to the calendar of choice, click in the 3 vertical dot icon and select share.
Select between links or embed code.
You may decide which integration/link type is the best for you based off your needs and goals
Custom HTML/CSS/JAVASCRIPT
How to Add a Calendar Link to an Appointment Funnel Built On DOJODIGI
In the sites tab, navigate to the websites page and select the website and website page of choice to implement the calendar.
Drag and drop the calendar to the location of choice
How to Add a Calendar Link to an Appointment Funnel Built Externally
Copy the calendar embed code
Login to your CMS/Website builder
Navigate into the website editor
Scroll through your site settings and find a section that says "edit footer code" or "edit body code"
Or for widgets you want at a specific spot on your website, insert a custom code there and paste the copied code
Paste the code into the editor and save
Your live calendar should be added to your website or funnel successfully.
Using Appointments for Lead Generation
Apart from scheduling services and meetings, appointments can be a powerful tool for lead generation, especially when integrated into funnels and automations. Here's how:
Lead Magnet Funnel:
Offer a Free Consultation: Use a free consultation as a lead magnet. When prospects book an appointment, capture their information to follow up with nurturing emails.
Automations: Automatically send confirmation emails and reminders to ensure attendance. Post-appointment, trigger a thank-you email and additional nurturing sequences.
Webinar Funnel:
Drive Webinar Registrations: Use appointments to schedule one-on-one follow-up calls after a webinar. This personal touch can convert attendees into clients.
Automations: Post-webinar, automatically schedule calls with attendees who engaged the most, and send reminder notifications.
Sales Funnel:
Book Sales Calls: Embed appointment calendars in your sales funnel to allow leads to schedule sales calls at their convenience.
Automations: Trigger automatic reminders and follow-ups, and move the lead through the sales pipeline based on their interactions.
Event Registration Funnel:
Exclusive Event Access: Use expiring links to create a sense of urgency for exclusive events or limited-time offers.
Automations: Automate email sequences that nurture leads post-event, encouraging them to take the next step in your funnel.
Appointment Automation
DOJODIGI's smart Automation & Workflows feature is a game-changer for any business looking to streamline operations, enhance efficiency, and drive growth. Transform how you manage tasks, communicate with customers, and handle everyday processes. Our powerful automation tool covers appointment management as well.
Here are some simple DOJODIGI Automation ideas for appointment management:
With DOJODIGI workflows and automations, the possibilities are endless. While we can't cover everything in this post, we're here to teach you the basics and the logic behind building your own workflows. Learn more here.
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Other Calendar Settings:
Calendar Groups
Click on "Groups" to view and create groups for your calendars. Grouping helps organize and manage multiple calendars efficiently, enhancing scheduling and coordination across different services or team members. Think of a group as a category for your services. Any calendars added to a group will appear under that category tab on the appointment widget.
Service Menu
What is a Service Menu?
The Service Menu is a centralized page to list all your services in one streamlined scheduling link. Imagine neatly categorized services, making navigation a breeze. What's more, your clients can access this menu to seamlessly book multiple services for themselves or even for their guests, all through a single booking widget.
The Service Menu displays the chosen Service Calendars. A Service Calendar is a tailored calendar type created for service-based businesses. In this calendar type, users can create different services, assign staff, group them together by categories, and display all of them in one single scheduling link - the Service Menu.
For example, a salon can have Hair services like ‘Hair Cut, Hair Spa, and Hair Coloring’ under the category Hair, whereas Skin services like ‘Facial, Clean Up, and Bleaching’ under the category Skin. The clients can then choose the services they want and schedule their appointments seamlessly.
What can you do with the Service Menu?
1. Create Calendars for Each Service:
Easily set up a dedicated calendar for each service you offer
Assign staff members to these service-specific calendars
2. Organize Calendars into Categories:
Group your calendars into categories, simplifying navigation
Choose which groups / services to display on the scheduling page
Create a centralized booking widget for all your services. No more navigating through different calendars and becoming overwhelmed
3. Streamline Booking for Clients:
Clients can easily book multiple services or schedule appointments for multiple people from one booking
They can also select their preferred staff member while booking an appointment
Clients get important information related to the duration, cost and assigned staff member for each appointment
Who Can Use It?
The Service Menu is perfect for a range of businesses offering services. This includes but is not limited to:
Salons and Hairdressers
Tuition Centers
Spas and Wellness Centers
Massage and Therapy Clinics
Fitness Studios and Trainers
Healthcare Providers
Event Planners
Pet Groomers
And many more!
Building Your Service Menu
1. Create a Group:
Think of a group as a category for your services. Any calendars added to a group will appear under that category tab on the appointment widget. To create a new group, simply head to Calendar settings > Create Group.
For Example: You can create the Group “Hair Care” for your hair related services like Hair Cut, Hair Spa, Hair Coloring etc.
2. Create a Service Calendar:
Design a dedicated calendar for each service you offer and assign the calendar to its respective group. Refer to the steps in the previous section to know how to create a service calendar.
For Example: You can create different calendars for your Hair Care services. Here you will have four service calendars, one for each service - Hair Cut (Male), Hair Cut (Female), Hair Spa, Hair Coloring.
3. Enable Service Calendar:
Go to Calendar Settings -> Click on "Preferences." -> Under "In-App Preferences," toggle the "Service Menu" option to turn it on. -> You will now see a "Service Menu" tab under "Calendar Settings" > "Calendars.
4. Prepare your Service Calendars:
Before you create a service menu, ensure that you have created your service calendars and added them to groups. (Create your service calendars in the "Calendar Settings." Add these calendars to relevant groups.)
5. Create your Service Menu:
Head to the "Service Menu" tab.
Click on "Create Service Menu."
Fill in the following details for your menu:
Name: Provide a name for your service menu.
Description: Add a brief description of your services.
URL/Slug: Customize the URL for your service menu.
You can also:
Toggle the consent checkbox on/off.
Customize the consent message.
Choose to show a thank you message after booking or redirect users to an external URL.
Enable/disable bookers from adding additional guests, limit bookers to booking only one service instead of multiple, and determine whether bookers can select their preferred staff member.
Insert Custom Code to customize the look and feel of the service menu.
Once you've filled in the details, move to the next step - “Select Services"
6. Select & Arrange your Services
Note: If you haven't created service calendars or added them to groups, you'll need to do so before they appear in this list
1. In the Select services tab, select the groups or individual services that you want to display in the menu.
2. After selecting the services, arrange them in the order you want them to appear on the service menu..
3. You can decide the sequence in which the groups are displayed from here.
4. Once you're satisfied with the arrangement, click "Save."
If you wish to change the order of services within groups:
Go to the Groups Tab.
Click the three dots next to your chosen group.
Select "Rearrange Calendars."
Adjust the sequence and click "Save."
Rooms & Equipment
What are Rooms?
A 'room' can represent any location where services are provided. In simple terms, a room is a specific place in your business where you conduct services. For Example: This could be Massage Rooms, Salon chairs, Workout areas, Pedicure Stations etc.
What are Equipment?
Think of equipment as the special tools and devices that businesses use to provide their services. It can be anything from a fancy machine to a simple chair. For example, picture a hyper-facial machine that's used during a facial appointment.
How to use Rooms & Equipment?
This feature is designed specifically for service-based businesses, which typically operate from physical locations and often require specialized equipment to deliver their services. Examples include doctors' offices, salons, healthcare providers, and beauty treatments.
Here's how to use this feature effectively:
Create Rooms and Equipments:
You can create rooms used by your business and maintain a list of available equipment. These can be tailored to your specific needs.
Associate with Service Calendars:
Link these rooms and equipment to your service calendars. This way, each booking will automatically reserve the required rooms and/or equipment.
Avoid Double Bookings:
When handling bookings, the system will consider both user availability and the availability of rooms/equipment. This helps prevent double bookings not only with staff members but also with rooms and equipment.
By following these steps, you can streamline the booking process and ensure that resources such as rooms and equipment are efficiently utilized, enhancing the overall service experience for your customers.
How to create Rooms?
1. Access Calendar Settings and Enable Rooms:
Go to your account and navigate to Calendars > Calendar Settings.
Under Preferences > In App Preferences, toggle on Rooms and Equipments.
2. Create a Room:
Once you've enabled the feature, a new 'Rooms' tab will appear.
Under the 'Rooms' tab > Click on Create Room.
3. Provide Room Details:
To create a room, enter the following information:
Room Name: Assign a unique name to the room.
Description: Briefly describe the room's purpose.
Room Capacity: Specify the maximum number of appointments that can be scheduled in the room simultaneously. This determines how many bookings can overlap in the same room.
4. Associate Calendars:
Select the calendars that are associated with this room. Whenever an appointment is booked on any of the associated calendars, the room will also be booked automatically.
For example, if you have two service calendars, such as 'Body Massage' and 'Head Massage,' both associated with the same room called 'The Massage Room,' specifying a room capacity of 2 means that two appointments can take place simultaneously.
If one appointment is already booked on one calendar, users can still book another appointment for the same time slot in either calendar. However, if two appointments are already booked, there will be no available slots. This considers both user availability and room availability to ensure efficient scheduling.
Additional Information
1. Rooms and Equipment Details:
Find your rooms and equipment details within the appointment page- details view.
This ensures you can now easily identify which room has been assigned to a particular appointment and which equipment is being used or has been booked in conjunction with the appointment.
This feature simplifies the management of appointments, making it more informative and streamlined.
2. Room Selection for Service Calendars
In the appointment page, for service calendar appointments, we have introduced a room dropdown option during the appointment creation or booking process.
This empowers you to choose the specific room you want to book alongside your appointment. It offers greater flexibility and control over the booking process.
With this process, you can effortlessly allocate the right room for your appointments, ensuring optimal resource utilization.
How to Create Equipment?
1. Access Calendar Settings and Enable Equipments:
Go to your account and navigate to Calendars > Calendar Settings.
Under Preferences > In App Preferences, toggle on Rooms and Equipments.
2. Create an Equipment:
Once you've enabled the feature, a new 'Equipments' tab will appear.
Under the 'Equipment' tab > Click on Create Equipment.
3. Provide Equipment Details:
To set up equipment, enter the following details:
Equipment Name: Assign a unique name to the equipment.
Description: Provide a brief description to clarify the equipment's purpose.
Total Quantity: Specify the total number of available equipment units.
Out of Service Quantity: Enter the count of equipment units that are currently non-functional, require repair, or are out of service.
Select Calendar: Choose the calendars you wish to associate with this equipment.
Note: You can only link one equipment to each calendar. For example, if you have a 'Laser Machine', it can be connected to multiple calendars, but each calendar can only have one equipment, here 'Laser Machine' associated with it.
Additional Information
1. Rooms and Equipment Details:
Find your rooms and equipment details within the appointment page- details view.
This ensures you can now easily identify which room has been assigned to a particular appointment and which equipment is being used or has been booked in conjunction with the appointment.
This feature simplifies the management of appointments, making it more informative and streamlined.
Sharing Your Group & Service Menus
Like calendars, your group & service menus can be shared via links or embedded onto your website in similar ways as discussed above in the calendars section.
To get the embed code or links to your group/service menu, click on the 3 dots next to it in the groups or service page in the calendar settings.
DOJODIGI’s appointment and booking management features offer comprehensive tools to streamline scheduling, enhance customer satisfaction, and optimize resource allocation. By automating reminders, integrating payments, and utilizing data analytics, businesses can significantly improve their operational efficiency and customer experience.
