Scheduling

Modified on Fri, 14 Oct 2022 at 01:15 AM

1) What calendars can I use with LeadMonk?

Leadmonk connects with Google/GSuite/Outlook/Office 365 Calendars. 


2) How many calendars can I connect to Calendar?

You can connect up to 6 calendars in your account.


3) Can anyone schedule an appointment with me?

Anyone who has access to your scheduling links will be able to book an appointment with you, leaving you in charge of who has access to the links.


4) What is an appointment type?

Appointment Type lets you easily pre-configure your Appointment Settings for faster appointment scheduling. You can make settings such as meeting duration, meeting place (Video or in-person), preferred availability, lead time, invitee questions, reminders, etc.) in the appointment type. When you share your scheduling link with your invitees, all they have to do is to select a date and time and enter their details to book the appointment.


5) What kind of meetings (appointments) one can create using Scheduling Links?

Below appointment types one can create in Leadmonk.

  • A 1:1 appointment type is used to schedule meetings (appointments) between 2 people. The invitee can add additional guests to this meeting but if any of them cancels/reschedules the meeting, the whole meeting gets updated accordingly for everyone.
  • A group appointment type is used to schedule meetings with multiple people for the same time slot. This is useful for webinars, training, product demo, etc. Here if any invitee reschedules/cancels the appointment, it does not affect other invitees who have booked the same timeslot to attend the meeting.
  • A collective appointment type is recommended when an invitee needs to book time with several of your team members at one time. For example, a collective appointment would be great when a sales manager wants to schedule a product demo session with a client and wants to involve a pre-sales executive and a product manager from his team. The collective scheduling page shows appointment slots only when all team members (all hosts) are available. If any host is not available when the other hosts are, that time slot will not be shown as available. When an invitee schedules an appointment, all team members are added to the calendar meeting invite. 
  • A Round Robin appointment type lets you automatically distribute new meetings to team members, saving you the time of manually assigning them. The team members are placed in an order and are booked in that order. However, if one team member isn’t available, the next person will get booked, and so on. This lets you offer more availability to customers while managing your team’s workload more effectively. This is one of the best types of appointment scheduling for sales professionals, call centers and support teams.

6) What is scheduling link?

Scheduling Link is a public URL that you can share with anyone to easily book an appointment with you.


7) What is booking link?

Booking Link is a public URL of your landing page for your popular appointment types. Using the booking page, your invitees can book time with you in a few simple steps:

  1. Choose an appointment type that is relevant for them
  2. Pick a time that works best for them,
  3. and fill in their details.

8) What are the different options for invitees to book time with you?

As part of 1:1 appointment type or Round robin customization, you can specify any of the below options for the field "Invitee to book an appointment providing" in the Invitee preferences section. This indicates how your invitees can book time with you.

  1. Mobile Number
  2. Email
  3. Mobile Number or Email
  4. Mobile Number and Email


In options 1 & 3, when an invitee books an appointment by specifying his/her mobile number, then he/she gets a text message as SMS or WhatsApp (as per their preference) with appointment details such as appointment time and link to view/modify the appointment.


In Group appointment type customization, you can specify any of the below options for the field "Invitee to book an appointment providing" in the Invitee preferences section. This indicates how your invitees can book time with you.

  1. Mobile Number
  2. Email
  3. Mobile Number and Email

In option 1, when an invitee books a group appointment by specifying his/her mobile number, he/she gets a text message as SMS or WhatsApp (as per their preference) with appointment details such as appointment time and link to view/modify the appointment.


In Collective appointment types, you can specify any of the below options for the field "Invitee to book an appointment providing" in the Invitee preferences section. This indicates how your invitees can book time with you.

  1. Email
  2. Email and Mobile number

9) Can I modify the "Invitee to book an appointment providing" field value set in the appointment type?

You can modify this field value in the appointment type customization as long as no appointment is scheduled using that appointment type.


10) How many guests can be invited for a group appointment?

Maximum 50 guests can be invited using a group appointment type for any group appointment.


11) Can I set lead time for the appointment booking?

Yes you can do that using "How much heads up should invitee give" field in the "Availability and Calendar Preferences" section of appointment type customization.


12) Can I allow multiple appointments booking for the same time slot?

Yes there is a provision for that in LeadMonk using the field "Multiple bookings for a same timeslot" in the "Availability and Calendar Preferences" section of appointment type customization.


13) How can I show my availability only for 1 week on a rolling basis to my clients?

Yes you can do that using "Date Range" field in the "Availability and Calendar Preferences" section of appointment type customization. There you can set "7" days in to the future as value for your requirement.


14) How many calendars I connect to my LeadMonk account?

You can connect up to 6 calendars to your LeadMonk account.


15) Can I take bookings for any of the connected calendars?

Yes you can do that by selecting a calendar account in the "Select Calendar to update" field in the "Availability and Calendar Preferences" section of appointment type customization.


16) Does LeadMonk check the availability across connected calendars while taking bookings?

Yes LeadMonk does that to ensure no double booking happens. 


17) Can I modify the booking calendar in an appointment type later ["Select Calendar to update" field value in the "Availability and Calendar Preferences" section of appointment type customization]?

Yes you can do that as long as no appointment is scheduled using that appointment type.


18) Can I add/modify invitee questions in an appointment type later?

Yes you can do that and the changes will take effect prospectively.


19) Can I add/modify notification preferences in an appointment type later?

Yes you can do that and the changes will take effect prospectively.


20) Can I modify "location preference" value in an appointment type later?

Yes you can do that and the changes will take effect prospectively.


21) Do I have to re-share the scheduling link with my invitees if I modify appointment type name/description/invitee questions/invitee preferences/location preference?

No, you don't have to re-share the scheduling link because when invitee opens your scheduling link, it behaves as per the latest appointment type customizations. You have to re-share the scheduling link to your invitees only if you change the URL of the appointment type.


22) What is Single use link?

Unlike standard scheduling link of an appointment type, a single-use link expires after someone schedules an appointment with you. The invitee can’t book time with you again unless you send them a new link. Single-use links also prevent an invitee from sharing access to your availability with people you don’t know. Whenever you click on 'Copy single-use link' button, app generates a single-use unique URL of that appointment type and copies that to your clipboard.


23) What is a collective appointment type (collective scheduling)?

A collective appointment type (Collective scheduling) is to be used to pool team members’ availability. The collective scheduling page shows appointment slots only when all team members (all hosts) are available. If any host is not available when the other hosts are, that time slot will not be shown as available. When an invitee schedules an appointment, all team members are added to the calendar meeting invite.


Collective appointment types are recommended when an invitee needs to book time with several of your team members at one time. For example, a collective appointment would be great when a sales manager wants to schedule a product demo session with a client and wants to involve a pre-sales executive and a product manager from his team. 


24) What is the use of Default Calendar feature in "Calendars" page?

At any point in time one connected calendar has to be a default calendar in your Leadmonk account. This default calendar acts as a primary calendar and is used in Collective and Round robin events. Also its used to replace non-default calendar in an appointment type, when the non-default calendar is disconnected by user. You can make a calendar as default calendar by clicking on "Set Default" button as shown below.



25) Can I set any calendar as a default calendar? If yes, what will happen to the specified calendars in the existing appointment types?

Yes you can make any connected calendar as the default calendar by clicking on "Set Default" button as shown below. This action will not change any existing 1:1 or Group appointment type customization. However when the non-default calendar is disconnected by user in the Leadmonk account, then the default calendar gets updated in those appointment types where that disconnected calendar was specified.


Round Robin and Collective appointment types work only with the default calendar. If some other calendar is a selected as default calendar in a Leadmonk account, then these appointment types start referring to the newly selected default calendar for adding the appointments.





26) Can I customize SMS notification templates?

Yes you can customize SMS notification templates. Refer to this workflow page to know more.


27) Can I customize Email notification templates?

Yes you can customize Email notification templates. Refer to this workflow page to know more.


28) Can I automate sending notifications/reminders/follow-ups? 

Yes its possible using workflows. Workflow in Leadmonk is automation triggered throughout the appointment lifecycle, from the time an appointment is scheduled through your follow-up with attendees. This can save you a lot of time and energy, and it can also help you avoid mistakes. Automating your workflows can help you work smarter, not harder. Refer to this workflow page to know more.


29) Can I set buffer time to avoid back-to-back appointments? 

Yes, you can set the buffer time before or after the appointment. Then that buffer time will be marked as busy, so people can't book your time then. Check this help page to know more.


30) Can I limit the number of appointments per day?

Yes, you can specify the number of appointments allowed per day and it will no longer be possible for your day to have any more than that number of appointments using that appointment type. You can also set this limit at the Leadmonk user account level to be applicable across the appointment types. Check this help page to know more. 


31) Can I default the time zone for in-person appointments?

Yes, you can do that. Leadmonk will automatically detect your time zone as well as the time zone of the invitee, so you don't need to adjust it yourself! If you are meeting in person, we recommend locking the time zone to the location of the event. 


32) Can I specify URL redirect on appointment confirmation?

Yes, you can redirect your customers to an external URL upon appointment confirmation. This field is in the invitee preferences section of appointment type customization.


33) What happens if I disable an appointment type?

Disabled appointment type is not available for appointment booking and its not visible on the main booking page i.e. on appointment directory page. The scheduling link of this appointment type also does not work until you enable this appointment type again. Disabled appointment type is show as mentioned below in the Leadmonk home screen, where 'Copy link' and 'Copy single-use link' fields are disabled.

You can enable an appointment type by switching on the highlighted flag. 




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