Appointment Scheduler

Quick Reference:

* Administrative Users can configure Multi-Agent Appointment Schedules to include multiple agents to receive scheduled appointments in a Round Robin New Lead Process through the Settings > Appointment Scheduling > Add New Schedule

* All Users can configure Agent Specific Appointment Schedules in Account > My Information > Appt Scheduling > Add New Schedule

Radius enables you to create external appointment schedulers for your leads & clients to book appointments with you. Let's see how easy it is to set up.

On the Account Level, go to Settings > (I like to use this filter to find) Appointment Scheduling. Edit. Click Add New Schedule.

Choose the length of the meeting. The Category. Let's Select Appointment. First availability for the day. Last Availability for the day. We see here that it's using the account level time zone. Choose the days of the week to offer that availability. Choose how many days in advance you want to let people book. Typically people have 14 days in advance, but perhaps for special open enrollment hours, having that whole chunk of 3-4 months available is best.

Create a link name. Let's choose Open Enrollment Review for this Appointment Scheduler. No spaces or special characters here as you're creating a website address.

The Sales Blurb lets you tell your leads & clients what to expect from this meeting and any information you want them to have prior to meeting. So let's tell them what documents to have for the meeting as well. The Instructions can be "We'll call you at the appointment time" or "Login to your meeting at dialpad.com/radius" This Confirmation page allows you to have a confirm landing page, which I'll show you in the more in depth part of this video. Determine which users will be part of this Appointment Scheduler and hit Submit Settings.

Let's click on our new link to see what the lead/client will see. Note that if you have appointments already booked as busy in your Radius Calendar, those times will be removed from the lead/client options.

You can create others here or have agent level Appointment Schedulers in Account > My Information > Appt Scheduling. Add New Schedule and it's the same as I just showed you with the exception of the user selection.

Let's dive in deeper.

Remember way back when we selected that category? Well, admins can customize categories in Settings > Task & Reminder Categories. Make sure that any categories that would conflict with your availability are marked as BUSY. For example, out of office, break, internal meeting, etc.

Let's now look at Landing Pages where you can build that confirmation/success page.

Click Landing Pages. Click Add New Landing Page. For the description, let's name it Appointment Confirmation. For the path, which will become part of the URL, let's enter appt_confirmed. No spaces nor special characters can be used for paths.

Create the body of the page. This is just like the email template creation, so I won't go into too much depth here other than to say, remember to drag the content option to where it says "DRAG CONTENT HERE" and if you're uploading images or documents, you'll have to click into a folder before uploading or searching for photos.

Create/Save the page. Click on the path to see how it looks. You can go back to edit anything you want to fix. Now, see how it says "PUBLISHED" and it currently says no? Click on the No to change it to YES. Copy the path. Now go back to your Appointment Scheduling, edit the Schedule and add the path to the confirmation page field.

Once a lead or client confirms an appointment, the event will be put into your Radius Calendar. Want to get really fancy?? You can use Appointment Reminders to send out date/time/location confirmation emails and send text messages to remind them of the details the day of their appointment. Just make sure you choose the same category as the original appointment. So in our OEP example, we'd need to use the category of Open Enrollment Review to accurately trigger this appointment reminder. More details are in the Appointment Reminder video.

Let's see this experience from the lead or client side. They click on your link from this email I got. Search for an available time. Book it. If the lead or client is already in your CRM, the task will be added to their record. If they are not found by name in the system, they will be created as a new lead. The notes will show that they were created by appointment generation. Appointment Reminders will also trigger if set up.

To push these appointments into your Google or Outlook calendar, go to Account > My Information > Access. Sync, choose the calendar to sync to, then push all existing tasks & reminders to calendar. It's only a one way sync from Radius to your outside calendar. More details can be found on our Calendar Sync instructional.

Get creative with your scheduling! A great tip is to have multiple options for scheduling so it shows that you're a bustling business and it helps refine the appointment need for the client. You can utilize your calendar links on your website, in your email campaigns, in Facebook ads and more.