Calendar (Create new Calendar)
Calendar (Create a calendar)If you are working with campaigns where you are booking appointments for your clients, there is a highly versatile shared calendar function that you can activate on your corporate. Once it is activated on your Corporate, you need to add the functional right “Calendar” for Teams/Agents/User Roles that will be working with appointments.
Setting up the Calendar functionality starts with the creation of a shared calendar. You find this option under Campaigns/Calendar and click “New”.
First you need to provide a unique name for the calendar. Next you add a unique “Code” for this campaign. This will identify the calendar to the system and will also be available as a merge field in the written communication to the leads (E-mail and SMS). The last mandatory step is to tell the system what Project this calendar belongs to.
The system also asks for what day is the first day of the week. In some cultures the week starts with Monday while in others it starts with Sundays. This is purely used to display the calendar in a way that is easily recognised by the agents.
The system would also like to know what time zone that is relevant. In this case it is the time zone of the Calendar that is relevant. For example: An agent works in Brussels with Central European time (UTC +01:00) and he/she is booking appointments for a travelling salesman in Scotland (UTC 00:00). In this case the calendar should be set to UTC (00:00) in order to match the calendar of the person who will attend the appointment.
On the right side of the screen you will find some Appointment settings:
- Min. timespan is the minimum length of an appointment. The agent will not be able to book shorter appointments than this.
- Min. time between is a setting that creates a “buffer” between 2 meetings. If this is set to 15 minutes, the agent will not be able to book an appointment 15 minutes before or after another appointment. The purpose with this setting is to allow the consultant some time between appointments to travel between customers, for example.
Available time consists of a set of rules. For example: It should be possible to book appointments in this calendar weekdays all day except between 12.00 and 13.00 when the consultant has lunchtime. For this you need 2 rules:
1. Weekdays, 09.00 – 12.00
2. Weekdays, 13.00 – 17.00
There is already 1 rule set when creating a new calendar. You just click “Add rules” to create more.
The last thing you need to do is to set the calendar “Active” and save this calendar.