Appointment schedule & Booking page

Appointment schedules in RecMan

With appointment schedules, you can:

• Create and use your Booking page
  • Set up a booking page in a few clicks – perfect for the different types of appointments you need to schedule.
  • Anyone with an email address can book an appointment with you.
  • Share your booking page link with anyone you want to schedule a meeting with.
  • Avoid conflicts with other events on your calendar because your booking page is automatically synchronized with your calendar.
• Customize your appointment availability
  • Choose the duration of your appointments and automatically generate conference links that sync with Google Meet or Microsoft Teams.
  • Adjust the minimum and maximum time in advance so that someone can book an appointment, giving you control over your schedule.
  • Configure your day-to-day availability with flexible custom schedules, so you can manage your time as you like.
• Get appointment email notifications
  • Stay updated with booking confirmation emails.
  • Once someone books an appointment, they will receive an automatic confirmation email, so everyone stays on track.

Create an appointment schedule in the RecMan calendar

To manage your availability and let others book appointments with you, use appointment schedules in the RecMan Calendar.

Follow these steps to create an appointment schedule:

1. Open RecMan Calendar.
2. At the top right, click on the arrow next to the + Add event button.
3. Select the Appointment schedule.
4. Set up your appointment settings.
5. Click Create.

The created appointment schedule will be immediately shown in your RecMan Calendar.

Appointment settings overview

Customize appointment availability

You can choose the dates you want your appointment schedule to start and end:

1. Open RecMan Calendar.
2. Create a new appointment schedule, or click the existing schedule to edit.
3. Click the Scheduling window. 
4. Select the Start and End dates button.
5. Choose the start and end dates you want.
6. Click Save.
7. To save the updated schedule, click Save.

Also, you can choose a Custom recurrence:

1. Open RecMan Calendar.
2. Create a new appointment schedule, or click the existing schedule to edit.
3. Click on the Recurrence drop-down which is next to the General availability: 
   1. Repeat weekly is set by default – the availability schedule you configure will repeat every week.
   2. Does not repeat – the availability schedule will remain active just for the current week.
   3. Custom – you can select the number of weeks when the availability schedule will repeat together with the start and end dates.

Selected custom recurrence will also be reflected in the Scheduling window of the schedule.

Customize your General availability

1. Open RecMan Calendar.
2. Create a new appointment schedule, or click the existing schedule to edit.
3. Set the availability for each day of the week by:
   • Unavailable all day - Make time slots unavailable on a given day.
   • Add another period for this day - Select multiple time slot periods for a given day.
   • Copy time to all - Replace period to all other days.

Share a link to the Appointment schedule

1. Open RecMan Calendar.
2. On your Calendar grid, click on the created appointment schedule.
3. Click the Open booking page button to see an appointment schedule's brief summary and verify it on your own. 
4. Click the Copy link button.
5. Share a link with anybody you want them to book a call with you.

You may use the brief summary view to access the Edit drawer of the Appointment schedule or click on the Delete button to remove it from your calendar.

Booking Page

The Booking Page allows users to easily schedule appointments with the Organizer. 

Please note:

• Only 1 time slot can be booked at once. If a user wants to book another time slot, they need to access the booking page one more time.
• Each appointment time on a booking page can only be booked once.
• When the user books a time slot with Organizer, the event is created with 2 attendees only:
  • Organizer
  • A person who booked the event
• Organizer and Attendee can add more participants to the event afterward, if needed.
• When a new event is added to your calendar, and you already have scheduled appointments, the booking page will update automatically. It helps to avoid any conflicts with new event.

Accessing the Booking Page

When a user clicks on the Appointment schedule link, they will be redirected to the Booking Page with the following details:

• Appointment schedule name & Corporation logo – displays the title of the schedule and Organizer's company branding.
• Organizer information – shows who is hosting the meeting.
• Meeting duration – specifies the duration of the appointment.
• Conference service info – details about the online meeting platform (if applicable).
• Time zone – ensures you schedule the meeting in the correct time zone.
• Description – additional details about the meeting.
• Calendar view – allows users to select an available date.
• Available time slots – show the specific times when the Organizer is free according to configured available timeslots.

Selecting a Date & Time

1. Choose an available date – days with available slots will be highlighted in the calendar. The users should click on a highlighted day to proceed.
2. Select a timeslot – once a date is selected, all open time slots will be displayed. The users should choose the one that best fits their schedule.

Entering Personal Details

After selecting a timeslot, the users should enter their personal information:

• First name
• Last name
• Email
• Notes (optional) – add any relevant details for the organizer.

Once all required fields are filled, the users can proceed to confirm their booking.

Confirming the Booking

1. Click Confirm booking to finalize your appointment.
2. A success screen will appear, indicating that a meeting has been scheduled.
3. The appointment will be added as a new event to the Organizer's and Attendee's calendars. Both the organizer and the person who booked the meeting will receive a confirmation email with the meeting details.
4. The meeting added to the calendars will contain a conferencing link so users can join the meeting easily.