Campaigns: Calendar

Welcome to the Campaign Calendar in Outbound by Enreach.

Here you can create and view a calendar, book appointments for your clients, and integrate with external calendars.

Read through the article, or click a link below to get started.

Create a Calendar

To create a calendar, expand the Campaigns drop-down menu and select Calendar.

Expand the Calendars drop-down menu to view existing Calendars created in various Projects and Campaigns.

Expand the Actions drop-down menu and click +New to create a new Calendar.

Calendar Settings

Enter the details of your new Calendar:

Name: Enter the name of your Calendar.
Code: Enter a unique code for this calendar. This will also be a merge field that you can use when sending E-mail or SMS messages to your Leads.
Project Name: Expand the drop-down and select the Project this Calendar will be shared with.
Weekdays Start: Set the day of the week you want your Calendar view to start with.
Timezone: Set your local timezone.
Active/Inactive: Toggle to Active to begin using your Calendar.

Remember! Access to the Calendar must be granted as a Feature Permission to your Teams and Users in Organisation Management!

Summary

Under Summary, decide if you want to display the following fields in your calendar. This can also be configured in the Master Data Fields when creating a Campaign Template.

Appointment Settings

Under Appointment Settings, set the rules for the default time period an appointment will last:

Min. Timespan: Use the arrows to increase or decrease the minimum time of an appointment by 15 minutes.
Min. Time Between: Use the arrows to increase or decrease the minimum time automatically left between appointments by 15 minutes.
Available Time: Configure the available times by day and time that appointments can be made in.
Add Rules: Click Add Rules to add separate rules for available times, e.g. if you have shorter working hours on Friday, or are available at the weekend.

Remember! When configuring the available time, don't forget about mandatory breaks such as lunch. If a lunch break is between 12:00 and 13:00, but the employee is available for appointments for the whole working day, you will need 2 rules:

Rule 1: Weekdays between 09:00 and 12:00
Rule 2: Weekdays between 13:00 and 17:00

Filtering Settings and Reminders

Under Filtering Settings and Reminds, filter calendar appointments by zip code, and decide to send appointment reminders to your Leads:

Zip Code: Enter the zip codes you want to filter appointments with. This is useful for Agents who only work in a certain areas.
Send SMS Reminder: Toggle to Enable to send an SMS Reminder to your Leads. Expand the Select Template Drop-down menu to choose an SMS Template, and set a time in minutes that Outbound by Enreach will wait for to send the SMS.
Send E-mail Reminder: Toggle to Enable to send an E-mail Reminder to your Leads. Expand the Select Template Drop-down menu to choose an E-mail Template, and set a time in minutes that Outbound by Enreach will wait for to send the SMS.

When you are done and have set the Calendar to Active under Calendar Settings, click Save to save your Calendar, or Cancel to exit without saving.

Create an Appointment

Creating Calendar appointments can be done by Agents directly from the Contact page. Learn how to do that here.

If you have configured the Campaign Template to allow for creating appointments, click Schedule appointment on the Contact page.

The calendar will expand to the right of the Contact page.
Click and drag in the calendar on the day and time you wish to create an appointment.

In the popup window, enter the details of the appointment and click Save.

Appointment details can be edited later.

There are several options when working with appointments, either from the Contact page or the Calendar.

Choose between Edit Appointment, Edit Lead, Change Lead Status, Send Email, or Send SMS.

Edit Appointment

Click Edit Appointment to edit the name, address, time, and description of the appointment.

Click Save to save any changes.

Edit Lead

Click Edit Lead to edit the Lead Master Data or the Result Data directly from the Contact page.

Change Lead Status

Click Change Lead Status to open a pop-up window of all available Lead statuses.

Check the box of the new status and click Save.

Send Email

Click Send Email to be taken to the Outbound by Enreach email editor.

Select an Email template from the drop-down menu and make any adjustments.

Read more about creating Email templates here.

Send SMS

Click Send SMS to send an SMS directly to the Lead.

Enter the message in the Message field, and click Send.

Deleting Appointments

To Delete an existing appointment, select the appointment in the Calendar and click Delete.

Integrate to External Calendars

Integrate your Outbound by Enreach Calendar to an external Calendar, and have the ease of all your appointments in one place.

Through Cronofy, we currently enable integrations with iCloud, Google, Office 365, Exchange, and Outlook.com.

Is my password safe with Crony?

When you integrate your external calendar to Outbound through Cronofy, you can be sure that your information is secure, and absolutely not shared with or visible to either us, or any third party.

Cronofy uses OAuth 2.0 (Open Authorisation, an open standard for access delegation, commonly used as a way for internet users to grant websites or applications access to their information on other websites but without giving them the passwords. (Read more about OAuth here).

When you select which external calendar you want to integrate, after entering your password, Cronofy is given a token, which is then used to download and create calendar events. The password is not saved or shared, and only the token is used to integrate.

Outbound by Enreach and Cronofy never have access to the password you enter.

Access granted to Cronofy can be removed at any time by the user.

To get started, click the Edit button in the top right of the Calendar you want to integrate.

Scroll to the bottom and click Subscribe to External Calendar.

Choose your external calendar, and follow the verification steps when prompted.

When you have completed the verification process, the calendars will be integrated.

In the Outbound by Enreach calendar, external appointments will appear in a different colour.

To subscribe to the external calendar of someone who doesn't have access to Outbound by Enreach, click Public Subscription Link. Typically this option will be used for integrating the calendars of consultants, travelling salespeople, or an employee who don't have Outbound by Enreach credentials.

A pop-up with a link will then be generated. Share this link with the individual whose calendar will be integrated with Outbound by Enreach. They will then be guided through the same set-up method and will provide the verification to integrate their external calendar with Outbound by Enreach.

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