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

You have the option to do this at the Settings level for multiple users or each agent can set their own in Account> My Information> Appointment Scheduler.


Let’s first look at 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 AEP Review. 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 they can book. Usually you’ll set it for 14 days, but maybe during AEP, you set it for 30 days.

Set how many days in advance they can book on this Days Before First Appointment. Set it to 0 if you want people to be able to book same day appointments. Or 3 days in advance if you need an SOA for that appointment at least 48 hours in advance.

Optionally, you can set a start/end date for the scheduler. For instance, if you only want people to book appointments between 11/7-12/7 for AEP. If you choose this option, make sure the # of Days Before First Appointment is set to 365 so that it works properly.

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 used to tell people how to fill out their information like “If you provide your cell phone number, we’ll be able to to text you an appointment reminder in addition to the email confirmation you’ll receive with a calendar invitation.”

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.

Set the default location (ie Phone, an office address like 1 N Maple Dr, Beverly Hills CA. 90210, Online Meeting Link)

Set Maximum Appointments Per Time Slot. Always set this to 1 to avoid double bookings unless you want multiple attendees for a seminar or meeting. Then you can go crazy with this number.

Determine which users will be part of this Appointment Scheduler and hit Submit Settings.

You can set additional data fields to appear on the appointment creator like “Benefits Requested” or “Previous Carrier”.

When the appointment scheduler is set for an individual user, you can add the option to auto generate an SOA or, if you have an AMS plan, you can automatically create an ACA Consent form. Check the option, set the agent, their sales rep ID, initial method of contact (“online scheduler sign up”), the default of the plans the agent will represent (15 organizations with 160 plans).

Submit Settings.

Let's take a quick look at how it looks:

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.
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You can add that link into Account> My Information> Calendar Link so that you can utilize it in your email & text templates.

You can create other calendar links in Settings 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 AEP example, we'd need to use the category of AEP 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. Note that if you’re sending out an email call out for scheduling, we recommend telling the person the contact information you have them so they don’t create a duplicate record with new information. You can use something like “Book a time on my schedule. The information I have in your profile is Name: #NAME# Phone: #Phone# Email: #Email#. If any of that information has changed, please add it to the notes of the appointment creation.”

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 (hence why we noted to them the contact info we had on file in that original email). 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, set the default category of the incoming tasks from Google or Outlook such as “Created in Google”, then push all existing tasks & reminders to calendar.

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.