Within Online Scheduling you can automatically trigger a Workflow in two different places ensuring a smooth client experience.
OVERVIEW
Within your Online Scheduling Service, you have the option to automatically trigger a Workflow when a booking requires approval and/or when a booking confirmed.
Once the Workflow is activated, it will use the booking date as the Base Date. Meaning, if a customer books an appointment or service on August 1st, the Base Date of the active Workflow will be set to August 1st.
ADD YOUR WORKFLOW
Create a new Online Scheduling Service or open an existing Service.
Approval Settings Enabled
For your Bookings with "Approval Settings" enabled, you can select a Workflow to continue your client experience.
Here are a few ways 17hats Members use Workflow in the Approval Settings:
Automatically Trigger a Quote, Contract, and Invoice to be completed before approved.
Double check booking date and conflicts (if not cross referencing calendars)
Call the contact for more information before confirming.
Pro Tip: In 17hats Advanced Workflows, you can utilize the Confirm Booking Workflow Action to confirm the booking once other steps are completed.
Confirmation & Cancellation Settings
To add a Workflow automatically to Bookings, scroll down to 9. Confirmation & Cancellation Settings. Select your Workflow from the dropdown.
This Workflow will trigger immediately when the Booking is confirmed.
If you have Approval Settings Enabled, the Workflow will trigger when you manually confirm or automatically confirm via the Workflow Trigger.
If you DO NOT have Approval Settings Enabled, the booking is confirmed the moment the contact books with you.
CREATING A WORKFLOW
Let us share with you a popular Workflow members like to use with 17hats Online Scheduling. This Workflow automatically send a Quote, Contract, and Invoice to the client and then confirms the booking upon completion. This is popular Workflow found in the Approval Settings.
Once the Client completes the document, the booking is automatically confirmed.
Step 1: Create an Action Item: Send Quote
Add Action Step: Send Quote as the first step in the Workflow. Select your Quote Template and the Email Template that will deliver the Quote.
We high suggest creating your templates before creating your Workflow.
In the Action Completed section we selected when all items have been completed. This means that the Workflow will not move on to the next step until items are selected in the quote, the contract is signed, and the invoice is paid.
This ensures the Booking is not automatically approved too soon.
Step 2: Create an Action Item: Confirm Booking
Create your second step, Confirm Booking by adding the Action Item Confirm the Booking.
This step will trigger once the first step hits the completed state. When the booking is confirmed, the confirmation email created inside the Online Scheduling Service will automatically send. And, if you have a Workflow in the Confirmation Settings, that Workflow will automatically trigger.
ADDITIONAL RESOURCES
Online Scheduling: Create your Services
Learn the steps to setting up your Services within the Online Scheduling feature in 17hats
Online Scheduling: Setup Your Availability Settings
Learn the steps to setting up your Availability Settings, and get your Booking URL within the Online Scheduling feature in 17hats!
Online Scheduling: FAQS
Learn answers to common questions for the 17hats Online Scheduling Feature
Online Scheduling Basics
Learn the basics of the 17hats Online Scheduling Feature