Welcome to 17hats Online Scheduling! Our Online Scheduling functionality (OS) will allow your contacts to easily schedule an appointment, consultation, event, session, etc., all with a few clicks of a button.
Contacts will be able to book an appointment using the link provided through an email or by embedding your schedule on your website.
Once your client selects their preferred date and time, they are booked and on your calendar. It's an easy and seamless way to book with your leads and clients.
Please note that settings for Online Scheduling are only available for Users with Owner or Admin-level permissions.
OVERVIEW
17hats Online Scheduling comes in two forms: Basic and Advanced.
Our Basic Functionality provides a simple, clean, and quick approach to Online Booking. It allows for automatic confirmation and reminder emails, questions before booking, custom locations, approval settings, and booking limitations.
Basic Online Scheduling is found in our Essentials and Standard Package.
Our Advanced Functionality allows you to customize more by accepting payment upon booking, Zoom Integration for unique URLs and Workflow Triggers.
Advanced Functionality is found in our Premier Packages. Our Standard Package Members may purchase Advance OS as a module if they wish.
ONLINE SCHEDULING BASICS
Online Scheduling first needs to be enabled in your Account Settings. Once enabled, you can see that Online Scheduling is created from two components: your Service and your Availability Schedule.
Online Scheduling Service
The Service is the offering you are allowing your leads and clients to book through Online Scheduling. This includes the service name, description, timeframe, location, terms of service, and various other items.
Our Essentials Package allows for creating one service while Standard and Premier Packages have unlimited services.
Availability Schedule
The second building block of Online Scheduling is Availability Schedules. These settings set the dates and times you are available for people to book your service, cross reference other calendars, and set your booking limitations.
You can have multiple services on an Availability Schedule. Here are a few ways 17hats Members like to organize their schedules:
Schedule One: In Office
Services on the Schedule:
Zoom Calls
Phone Call
In Person Consults
Schedule Two: On A Specific Location
Services on the Schedule:
Services Specific to their Profession
By creating your Availability Schedules by location, you will better organize your time.
ProTip: Read 17hats Blog Staying Organized: 5 calendars you need in your 17hats account to learn how to set your calendars up for a better, more efficient booking experience.
You can also learn more from the help article below.
TAKE A TOUR OF ONLINE SCHEDULING
Enable Online Scheduling in Account Setting
Navigate to your Account Settings
Click on Online Scheduling within Settings:
On the right, enable Online Scheduling for the Brand.
Once enabled, you will be able to create Services and Availability Schedules as well as see Online Scheduling Functionality throughout the 17hats platform.
Note: Nothing dramatic happens upon enabling, so please don't stress. Enabling gives you access within 17hats to the functionality.
Bookings Tab on the Left Rail
Upon enabling Online Scheduling, you will see a Booking section on the left rail. This is where you will be able to see your current bookings.
Don't see Bookings on the left rail? That's because you have not enabled it yet in your Account Settings.
Within the Booking section, your bookings are organized into three different tabs.
To Confirm: bookings that need to be confirmed by you
Upcoming: all your confirmed upcoming bookings
Past Bookings: organizes all past bookings from the last week
Setting Button
In the upper right corner, you have a Setting button. This gives you quick access to your Account Settings, where you can create your Services and Availability Schedules.
Manage Your Booking
Click on a booking, and you will be able to access and manage that booking. You will see important information such as name, date, time, location, email address, phone number, attendees, payments, and answers to questions.
You will also be able to easily reschedule or cancel the booking and click over to the Contact's Projects Page.
View Booking in the Contact's Project
Within your Contact's Project page, you will see a Bookings tab between Events and Phone Log. There, you can view, confirm, reschedule, and/or cancel your Bookings related to this specific Project.
View Booking in the Project's Activity
Within your Contact's Project page, click on the Activity tab. There, you can see timestamped activity, including when the Booking was created, rescheduled, and canceled.
You can also see Activity in Recent Client Activity in the Dashboard and full view.
Email Templates and Tokens
From Online Scheduling, you can setup a variety of emails:
To Be Approved Email
Confirmation Email
Reminder: Day Before Email
Reminder: Day of Email
While these are automated emails, add a personalized touch with the use of Online Scheduling tokens. What you need to know when creating emails for Online Scheduling:
You can create emails directly in the Online Scheduling Service or in your Account Templates.
When creating an email template, you need to select Scheduling as the Type of email.
This is very important. If you ever make a template but can't find it when you set up the feature, it's probably because the email is the wrong type.
Scheduling Tokens are available to use within the emails. Tokens are simply placeholders. They will be replaced with the Contact, Project, and Account data upon sending.
IMPORTANT
[Scheduling] tokens only work if the email is attached to Online Scheduling. You can do this in a few ways:
The Email Template was selected when creating the Online Scheduling Service
Confirmation email, Reminder emails, To Be Approved email, Cancellation Email
The Email Template is apart of a Workflow triggered from the Online Scheduling Service.
Workflows added to a Project (which is outside of Online Scheduling) will not pick up Online Scheduling Tokens.
READY FOR THE NEXT STEPS
Online Scheduling - Part 1: Create your Services
Learn the steps to set up your Services within the Online Scheduling feature in 17hats
ADDITIONAL RESOURCES
Online Scheduling: FAQs
Learn answers to common questions related to Online Scheduling here!
Online Scheduling: Workflows
Learn how to set up Workflows to enhance our client experience after booking.
Online Scheduling - Part 2: Availability Settings
Learn the steps to setting up your Availability Settings, and get your Booking URL within the Online Scheduling feature in 17hats!
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Other questions? Reach out to our Business Support Team via Live Chat or Email Monday through Friday 7 am - 4 pm PST.
You can also check out other articles in our Help Center as needed.