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Special message to customers during the health crisis

Since the Legault government announced the gradual resumption of commercial activities, companies have been planning a return to work. Many procedures will need to be put in place to protect customers. Calendarspots.com is doing its part with a new feature to support you in this task.

It’s now easier to communicate special procedures to customers with the “global message” option.

Where does the global message appear?

This important message will appear in appointment confirmation emails and reminders. Soon, the message will also be added to the portal after an appointment has been made and will be available for consultation via text message reminders.

The message will apply to all reserved services or workshops.

What does the overall message look like?

To attract attention, your personalized text will appear in a blue box followed by an icon with an exclamation mark.

This message will be placed above the confirmation and cancellation buttons (if reminder email).

As space is limited, you can insert a hyperlink to an external site with more details.

How to use the global message?

This feature is very flexible and can be used to :

  • advise your client to cancel their appointment if they have symptoms of COVID-19, have tested positive for COVID-19, or have been in contact with a carrier or possibly a carrier.
  • inform about the procedures to be followed upon arrival of the appointment.

How to program the global message?

You have to go under Settings-Messages and scroll to the bottom of the page to program your special text. Remember to save your changes after typing out your global message.

Multi-location module

Did you know that it is possible to add the multi-location module to all our plans for only $ 5 per month, even to the Solo plan?

In addition, our Pro plan includes up to 5 locations at no additional cost.

This option is particularly interesting for self-employed workers who travel to several sites, or who also work a few days from home.

It is also a popular option for companies with multiple business addresses or franchises.

Why the multi-location module?

This module allows you to display several business addresses on the appointment booking portal and on the agenda. The customer chooses the desired location and then only sees the services, employees and availability specific to that location.

Also possible to show only a few locations publicly and hide other locations. For example, for those who work with a small clientele from home.

Additionally the multi-location module allows you to :

  • Program a separate schedule per employee, per location;
  • Limit the access of certain users to specific locations;
  • Choose whether or not to publicly display one or more addresses;
  • Associate a name with the address ex. Carrefour Laval or Clinique ABC;
  • Display the address of the selected site in automated reminders;
  • Display the appointment address for electronic receipts.

The multi-location module costs less than several combined subscriptions and makes it possible to centralize managing appointments and clients with simple and fast access!

 

 

Update for users of the multi-location module

The multi-location module allows an organization with multiple sites to manage appointments both centrally and by individual locations.

The account holder can limit a user’s access to one or more locations.

UPDATE

From now on, when the access of a receptionist or a manager is limited to a site but one of his employees works at several sites, the receptionist or the manager will see a gray block (no customer information) on the agenda which denotes an appointment fixed for this employee at a site to which he does not have access.

The multi-location module (up to 5 sites) is available at no additional cost with the PRO package; or for just $ 5 more per month with other plans.

For any questions about the multi-location module, contact support@calendarspots.com

SOAP and other consultation forms

Calendarspots.com allows you to configure and electronically store personalized forms such as initial assessments and consultations of your patients. Here is an overview of how this module works.

Completing the form from the agenda

  • Double-click the appointment box to open it and select the “customer file” tab on the left.
  • A window will appear with the list of all the forms already completed for this customer, if applicable.
  • At the bottom of the box, there is a drop-down menu with the different template forms available (eg initial assessment, consultation, etc.). Select the desired template and click on the link right next to Add a form.
  • The form will appear on a new page in your browser and can be completed on screen. Warning: Make sure you accept pop-ups, otherwise the form will not be visible.
  • After completing the form, click Save.

Completing the form from the customer database

  • Double-click the appointment box to open it and select the “customer file” tab on the left.
  • A window will appear with the list of all the forms already completed for this customer, if applicable.
  • At the bottom of the box, there is a drop-down menu with the different template forms available (eg initial assessment, consultation, etc.). Select the desired template and click on the link right next to Add a form.
  • The form will appear on a new page in your browser and can be completed on screen. Warning: Make sure you accept pop-ups, otherwise the form will not be visible.
  • After completing the form, click Save.

Navigation and shortcuts

By completing the form, a table of contents will allow you to jump from one section to another more quickly. You can also consult a previous form for the same client.

To enable forms on your account, please contact us at support@calendarspots.com.

Assign a room to an employee

Calendarspots.com allows you to manage not only the availability of your employees but also the availability of the rooms they share.

Sometimes a room is assigned first to a specific employee and can only be used by other team members when that employee is away. If this scenario applies to you, here’s how you can assign a room to an employee in Calendarspots.

To activate this feature, go to Settings-Staff-View Staff  and click Edit next to the staff member you want to update.

Once you open up your staff member’s profile, scroll to Online appointment booking rules.

Next to Preferred Room, use the drop-down menu to select the room you want to assign to the employee.

If this employee cannot work from any other room, also check the box under the drop-down menu: Book staff member only if preferred room is available.

Remember to save your changes once you’ve updated all the necessary fields.

The Joker can simplify your searches

In many card games, the Joker is the generic card capable of representing one of the other playing cards. Like the Joker, Calendarspots created the symbol ^ to help you simplify your searches in the customer database.

The symbol ^ can represent any letter. So if you are looking for Eric Gagné but don’t remember whether you entered him with or without an accent, you could search ^ ric Gagn ^ to find the customer profiles below.

To learn more on how to simplify your customer searches and customize your account, check out our other blog posts available!

New procedure for adding a map to your appointment booking portal

Your appointment booking portal is a dedicated web page that you can personalize with your logo, colors and images. It includes your contact details and a list of your services. A geographic map makes it easy to locate your business. Your customers will now also be able to click to explore the route.

We updated our procedure for activating this geographical map for all our existing customers. To  maintain a link to the map on your portal, please follow the steps below.

  1. Access  maps.google.com
  2. Type the address of your organization in the search box, then press the magnifying glass to search
  3. Google Maps will show a pin on the map indicating the location
  4. Select the Share icon
  5. Select Copy Link
  6. Access your Calendarspots  account under Settings-Addresses-Modify.
  7. Under the Google Maps heading, paste the shared link you just generated on Google Maps
  8. Scroll to the bottom of the page and click Save

Hotmail users: Add Calendarspots to your whitelist.

Calendarspots.com sends important email notifications to your team members when a customer cancels, changes, or schedules an appointment. You can also receive messages from your customers if they respond to these automated notifications.

If you want to be sure that you receive our emails, we recommend adding our email address to your approved senders list or address book.

A whitelist is a list of email addresses you accept in your inbox  This prevents the software from blocking messages sent from the email addresses you list.  Here is the procedure for how to whitelist messages from Calendarspots.com on Hotmail.

First, navigate to your Spam folder and verify that no email from notification@ calendarspots.com is there. If an email from Calendarspots went to the Spam folder, select it and click the “do not treat as spam” button.”

Once you verify no Calendarspots.com emails appear in your Spam folder, follow the instructions below to whitelist messages from Calendarspots.com.

  1. Click on “Options” at the top right
  2. Select Other options
  3. Click iSpam management and select Allowed and blocked senders
  4. Click on Authorized senders

5. Insert our email notification@calendarspots.com and click on “Add”