Calendar and Appointments Module

Overview

The Calendar and Appointments Module is one of the primary features in RepairShopr. In this article, you can find the answers to most questions regarding the Appointments Module.

Use the table of contents below to jump to the information you need.

Table of Contents      

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

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 to 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!

Business Hours KB for more info!

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 

You can view a full-screen view of the Calendar by going to yoursubdomain.repairshopr.com/field_jobs/calendar. That should look like this, and is perfect to cast on a second monitor you have lying around in your shop.


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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 > Repairshopr Administration > 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 so your customers can make a booking online and 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.  

Head over to the App Center and click on the Appointment Booking app.  

 

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


 

How are times blocked out?

Right now 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.  

The "all-day" blocking appointments just block the slot that matches the start time, but we hope to improve this shortly. 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".  

Multiple Resources?

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!  

 

Now, 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 to though, and those are company-wide.  

Time-zones 

Just a quick note on the timezone support, if someone is trying to book you and they are in a different timezone, they will get a prompt that they can click to view the times in their local timezone.  

If 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 appointmnet. Head over to the Business Hours KB to learn more on that.

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

 
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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 on '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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