Appointment Booking

This feature will be available in the December 2024 (B) Release.

The Appointment Booking tool is a robust, wizard-style solution designed to streamline scheduling across organizational units. It simplifies the appointment booking process, ensuring efficiency and consistency.

Using the tool requires the Appointments Manager role.

Users in this tole can book appointments in any unit they have explicit permission to access.

Wizard Steps

Step 1: Service and Location

In this step, you will select the Service Category, Service Type, and one or more Units to search for availability.

To choose the units to search, click the Select Units button.

Click Search to find active slots and proceed to the next step.

Step 2: Available Dates

This step displays a table of available dates across the selected units, allowing you to pick a unit and date.

Each cell in the table shows the earliest available time slot for the corresponding unit and date.
After selecting a unit and date, click Next to view all available time slots for that unit and date.

The table initially displays the first 5 days with available time slots, starting with the earliest available day.
Use the Right Arrow ( > ) button to navigate to additional future dates.

Note: For same-day bookings, available time slots begin after the current time or later, based on the "Same Day Appointments / Min. Time in Advance" settings for the relevant services.

Choose a table cell and click Next to continue.

Step 3: Available Time Slots

This step allows you to choose an appointment time from the available slots for the selected unit and date.

Default Behavior:

By default, this step displays time slots from all calendars in the selected unit and date, ensuring even distribution of appointments across calendars.
When a time slot is selected, the chosen calendar is displayed in the Appointment Details panel on the right.

Booking in a Specific Calendar:

Use the dropdown menu to select a specific calendar. Once chosen, only time slots for that calendar will be displayed.
The dropdown lists all available calendars, along with the following details for each:
First available time slot
Calendar fill percentage (how full it is)
Number of booked appointments

This information helps agents make informed decisions to balance workloads effectively.

Step 4: Contact Details

In this step, you can enter the contact information (email and phone number) used to contact the customer in the context of the appointment.

If you are using Cubu to manage customer records, you can search for and use the customer record's contact information.

Note: If the selected service requires customer identification, a contact phone number, or a contact email, you must provide this information to continue.