Calendar and Appointments Module

What it Does

  • Make Appointment bookings
  • Allow customers to create a booking from your website
  • Block out specific hours
  • Integrates with Google Calendar and Office 365
  • Create appointments that will:
    • Show in the Calendar tab
    • Sync to your Google and Office 365 Calendars
    • Send appointment confirmation emails to customer/contacts

What it doesn't do

  • Make the bookings for you

Table of Contents

Getting Started with Appointments

You can make a new appointment in a variety of ways depending on your workflow in RepairShopr.

  • Customer Detail page (New > Appointment)
  • By Selecting your username Top Right (Users > Appointments)
  • In a Ticket
  • In the Calendar module

Before going too far, though, we recommend checking out the Business Hours feature. It's off by default, but allows you to set hours of operation, and add holidays you will be closed or unavailable for. Configuring this will automatically update any customer facing calendars for when you are closed. Super handy! 

In the Customer Detail page:

 
Make an appointment using the User drop-down:

Make an appointment in Tickets:

In the Calendar Module:

 

Once there, you can click the "Toggle View" button in the top right to change the view to a horizontal view that doesn't have the appointment sidebar, and gives you options to only view appointments assigned to a specific User Account:

Once you have selected to create an appointment it will direct you to this form. Once you fill out the required details it will click on the "Create Appointment" button at the bottom to create the appointment. Please note all fields marked with an * are required fields.

Select a ticket to schedule or re-schedule: Select an open ticket from the drop-down to assign this appointment to the chosen ticket

Subject: Fill in the Subject of the appointment. This will be displayed on the calendar itself and sent to your technicians if they have a Notification Set that emails them when an appointment is created (more on this later).

Description: Fill in the Description of the appointment. This is added to the description of the appointment which you can see by clicking on the appointment from the ticket.

Appointment type: Select the type of appointment this will be from this drop-down menu. This sets the type of appointment and drives which email is sent out to your customers, as well as auto-fills the Location field. You can read more about the different types of appointments and what they can be configured to do in our appointments article here.

Location: Fill in the location for the appointment and it will set the location for the appointment and populate the {{appointment_location}} tag in your appointment email templates.

Appointment Time: Select the time that the appointment will start, and it will add the appointment at this time to the calendar.

Length of Time Slider: Drag this to control how long the appointment will last.

Attendees: Select all of the technicians that will be attending this appointment, and it will add one appointment to each of their calendars.

Appointment Owner: Selecting an account here will choose an owner for this appointment.

Don't Email: Check this box to not send an appointment email to the customer on the ticket.
You can modify the appointment email that is sent out by navigating to: Admin > PDF/Email Templates > Email Templates. Once there you'll see the 'Ticket Appointment Email' and 'Non-Ticket Appointment Email', which you can modify to adjust the email that is sent when this box is unchecked.

 

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Editing Templates

To edit the message that gets emailed to the customer, head to Admin > PDF/Email Templates > Email Templates, then find the following two Appointments Emails:

You can view your entire list of Appointments from the user menu as well.

That list looks like this:

They show up on the calendar like other items already do:

If you have sync enabled for your account, when your appointments are created they will show up on your Google Calendar as well. More on this later.

Full-Screen Calendar View

There is also an option to view the calendar with no sidebars, headers, or footers. This can be used on a larger public monitor that is set to full screen to display the calendar and the appointments to everyone in the office. You can access this view by adding "/calendar" to the end of your URL after you first click the calendar tab.
For example, your URL would look like this: https://yourdomain.repairshopr.com/field_jobs/calendar
(where yourdomain is replaced with your subdomain)

It will look something like this.

 

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Appointment Types

Appointment Types can be used to differentiate between -for example- Onsite, In-Shop, Phone Call, Web Meeting, etc. They will automatically select the appropriate address/note for the "Location" field in your calendar, and they can also drive custom instructions to be sent to your customer.

We default 3 types for all accounts, and you can change how they work completely.

The default way you use them is just select the type on the new appointment page.

Editing Appointment Types

Each appointment type has an optional "Instructions" text that can be modified by you to provide detailed instructions based on the appointment type. For example, you could describe how and where to park or send meeting information for zoom/GoToMeeting/etc.

This text will be incorporated into the "Ticket Appointment Email" or "Non-Ticket Appointments Email" template wherever you insert the {{appointment_instructions}} tag.

You can find and edit the appointment types in Admin > Appointment Types.

 

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All-Day Appointments

You can select an entire day quickly by checking the All Day Appointments box when creating an Appointment. The start date and end date will default for the full day you are creating the appointment but can be changed to encompass more days or different days entirely.

 

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Buffer Time

You can also optionally add buffer timing between appointments to avoid them from overlapping on each other.

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Appointment Reminders

Head to Admin > Appointment Reminder Schedules to start.

On the next screen, you will see a list of active reminder schedules. Click the New button to create a new schedule.

You will be presented with options around when reminders should be sent out. There is also an option for sending SMS reminders (and setting a custom SMS template).

 

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Appointment booking module

We have an online appointment booking module! It works with or without your own website.

You can either link people to your Bookings page or use the website integration "embed code" to place the widget on your own website.

  1. Head to Admin > App Center.
  2. Click the Appointment Booking app card.
  3. Configure the following settings.
    1. You can copy this URL and put it on your website or perhaps in an email for people to book appointments directly on your Syncro site (see screenshot below).
    2. Use Business Hours & Holiday Schedule — Set to Yes by default, wherein it will use the settings on your Business Hours page. If you want appointment slots that are different than those, set it to No, which will cause First Available Appointment Time and Last Available Appointment Time fields to appear, along with checkboxes for Days to accept Appointments. Note that the customer facing appointment screen will look different than the screenshot below when this is set to No.
    3. Number of concurrent appointments — The maximum number of people you allow to book the same time slots.
    4. Appointment Length (in minutes) — The amount of time it will reserve when a customer books an appointment.
    5. First Available Slot (minutes from now) — The default is 120 minutes, which means when the customer goes to book an appointment, the earliest time they can reserve is two hours from "now"—the time they start the process.
    6. Minutes Between Appointments — Lets you set a buffer from when one appointment ends and the next begins.
    7. Auto-Convert Appointment Leads to Tickets when submitted — When enabled, this will not only book an appointment, but create a ticket for the customer.
    8. When finished, click Save.

Now your customers can book an appointment from your website or from the link to your Bookings page.

If Use Business Hours & Holiday Schedule is set to Yes and you have certain days or holidays selected in your Business Hours and Holiday Calendar they will be automatically crossed out when a customer is looking to book an appointment.

Note: Techs can still manually schedule time on holidays or closed days at their choosing from within the app.

How are times blocked out?

The app simply checks to see if an appointment(s) starts at the selected time, so if you set the module to allow 2 concurrent appointments, and 2 people already have an appointment on the calendar at that time, it will show that slot as unavailable.

Right now "all day" blocking appointments just block the slot that matches the start time. So, if you wanted to block out a whole day, and you use 60 minute appointments, you could make an appointment for each hour to fill up all the "slots."

Calendars for specific staff

Let's say you have different people with different skills, and you need someone to book a slot with a specific person. We have a special link for that! In the upper right, have that tech click their name > Profile/Password.

Then copy the Personal Appointment Booking URL and share it.

This link will show a calendar that only allows a single concurrent appointment, so it's really a link for a specific personal calendar. It will still respect the business hours, and those are company wide.

Time Zones

Just a quick note on the time zone support. If someone is trying to book an appointment and they are in a different time zone, they will get a prompt that they can click to view the times in their local time zone.

 

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Google Calendar & Office 365 Integrations

We built the most secure and solid integration possible using the brand new OAuth based integration system Microsoft has recently released. Some other sites on the internet require you to store your Active Directory credentials and their software logs in as you on your behalf. We store a token that is only allowed access to the calendar, not the entire active directory domain that you might be an admin of.

What it Does

  1. When you add appointments in our app, they show up in your Office 365/Google.
  2. When you update/delete our app's appointments, we sync the change to Office 365/Google.
  3. When you add appointments in Office365/Google, they show up in our app.
  4. When you delete an appointment in Office365/Google, we will delete our app's copy.

As you can see from numbers 1 and 3, this is a two-way sync.

For Office365, there is a very small delay on the sync right now (up to an hour), and that will move to real-time very soon. The Google Calendar sync works in the same way, and there is no delay. As stated previously, Office365 should be on real-time syncing very soon.

You can connect to your Google or Office 365 Calendar by clicking on your username in the upper right-hand corner, and then clicking 'My Calendars'.

Here you'll associate your account with your personal Google or Office 365 Calendar.

 

Additionally, each member of your team will associate their individual user account with their own Google account.

Once you've connected your individual account, you can enable the calendar two-way sync:

This will sync to the software and show you as busy during those times when you have non-field jobs (for example, lunches, etc.) on your Google Calendar. Your field jobs and appointments will then also show on your Google calendar.

If you want to sync each user calendar to a group calendar, just create the general company calendar and share it with each user. Make sure you share too the same user calendar e-mail address that is synced to the app.

Head to the user menu (your email in the upper right) and click "Calendars." From here just follow the instructions!

Troubleshooting

Are you syncing everything successfully in our software, but appointments still aren't showing up on your Google Calendar? It could be because your Google settings aren't setup to automatically accept the appointments that come over. To troubleshoot this:

  1. Go to your Gmail account, and login with the correct account (Google account associated with https://*****.repairshopr.com/google_calendars).
  2. Make sure you are on the calendar, and not email. If you aren't, click the Google Apps Icon in the upper right-hand part of the screen, and click Calendar.
  3. In the top right-hand part of the screen, look for the Cog wheel. Click the drop down arrow attached to it, and click settings.
  4. On the General tab, scroll to the bottom, and make sure to click Yes in the "Automatically add invitations to my calendar" option. According to Google: "If you select No, you won't see an event on your calendar unless you've responded "yes" to it. If you've shared your calendar with others, they'll still be able to see all the events even if you haven't responded yet."

This is a very likely scenario for why your integration might not be working. If you have any questions, please don't hesitate to reach out to help@repairshopr.com

Also, Office 365 Home is not supported by the integration at this time.

 

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Big Chain Account

Techs/Users can change the location they are viewing by clicking the Location drop-down on the Calendar Tab.

When the user goes to make the appointment, there is a location field where they can specify the location they wish to make the appointment in.

 

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