Settings - Appointments - Add new appointment type

Accessing Appointment Settings

On your ProClient dashboard, click on your name, then settings. You will see a page with several action buttons. Click on the one that reads “Defaults.” You will go to a new page where you will see several action buttons. Click on the one labeled “Appointment Settings.”

You will be taken to a page that reads, “Appointment Types.”

Click on the button labeled “Add New Appointment Type.”

Appointment Manager

This will open the Appointment Manager configuration screen. You will be able to create a new appointment type, give it a name and description, set location and details, configure notifications, and so on.

Let’s go through the entire process of adding a new Appointment Type, step by step.

Appointment Details

The initial step requires filling out one of several forms found under Appointment Manager. The first form is labeled Appointment Details

The information to be filled out includes:

• Appointment Name - provide the name of the appointment type (e.g., Financial Planning, Sales Meeting)
• Appointment Location - choose between “office” or “phone call” settings
• Appointment Description - write a short description that will appear online when this appointment type is selected
• Appointment Link - customize the web address link the client uses to view the appointment entry online
• Appointment Duration - set the length of the appointment in minutes using the slider
• Rolling Date - check this to specify how far ahead an appointment can be scheduled
  
  
  
  
• Date Range - check this to set the start and end dates for when appointments can be scheduled, outside of which the appointment will be shown as inactive
  
  

Appointment Details (Advanced Options)

The Appointment Details form features a toggle that can be adjusted to access Advanced Options.

These options include:

• Show availability in increments of - select the allowable time increments for determining the duration of an appointment
• Max number of appointments per day per user - set the maximum number of appointments that can be scheduled per day with a single user
• Prevent appointment less than __ hours away - set the minimum amount of time to serve as a buffer before someone can schedule an appointment with you
• Buffer before appointment - set the amount of time, in minutes, before another appointment, during which no appointment with you can be scheduled by a third party
• Buffer after the appointment - set the amount of time, in minutes, after an appointment, during which no appointment with you can be scheduled by a third party
• User email notification - activate or deactivate the sending of email notifications to you (informing you that an external appointment was scheduled or canceled)
• Appointment Cancellation Policy - provide the policy for appointment cancellation specific to this appointment type
• Timezone - set the default timezone to use for scheduling appointments
• Appointment Color - assign the color for the appointment block as it appears on your ProClient Calendar

Web Form

At this tab, you can customize the appointment intake form. A default form is provided for you to edit. To the left of it, you will see a button labeled "Form Editor." Click on the button to bring up the customization panel.

The panel shows the ProClient Fields that can be customized or added. To customize a Field, drag and drop it to the center of the page. An editor will appear on the right side. Here is an example of one:

The example shows the properties editor for the Full Name element. It lets you set the field as "Required" on the form. That will prevent the form from being submitted if the field is left blank.

Other properties that can be edited include the Question Text, Sublabels and Field Details. The editable properties will vary between ProClient Fields.

You can close the properties editor by clicking on the "X" on the top right corner.

Note that dragging and dropping a ProClient Field from the editor to the center will add the element to the form. While you are editing that field, action buttons will be visible beside the element on the form.

These action buttons let you access Settings, duplicate this element, or delete it from the form.

• Settings - reopens the properties editor if it was previously closed
• Duplicate - adds an exact duplicate of the element below the current selection
• Delete - deletes the element immediately

Notifications

You can use the toggles to activate or deactivate the following types of Reminders and Notifications:

• Email Invite
  An invitee will receive an email reminder before a scheduled event at specified times.
• Text Invite
  An invitee will receive an SMS reminder before a scheduled event at specified times.
• Cancel Appointment Email
  Sends a notification email to the invitee in the event that the appointment is cancelled.
• Text Reminders
  An invitee will receive a reminder text before a scheduled event at specified times.
• Email Reminders
  An invitee will receive a reminder email before a scheduled event at specified times.

Personalize Notifications

In the Notifications tab, click on any “Personalize” button to customize the details of the notification message. "Personalize Email Invite" gives you the following form:

You can edit the following fields:

• Email Subject - customize the text that appears in the subject line of the email invitation
• Email Body - edit the wording of the email invitation

When you have finished editing the fields, click on "Save" to confirm your changes.

Saving a New Appointment Type

Finish adding a new Appointment Type by clicking “Save Appointment.” It will now appear in the Appointment Manager and will be assignable to team members.