Customize your Scheduling Process

Created by Julien Pauthier, Modified on Sun, 26 Feb 2023 at 09:08 PM by Julien Pauthier

Customize your Scheduling Process

Service Based Bookings

The scheduling process is a user's ultimate tool to change how people schedule appointments. This section allows you to only confirm appointments as a notification will be set following the customer's selection. This will also allow the company to restrict last minute appointments and manage daily and weekly maximum bookings.

In order to configure your scheduling process, go to your Dashboard, click on Settings on the left below "Scheduling", select a location from the dropdown menu at the top (if you have multiple), and then Scheduling Process.

Scheduling Rules

Do New Appointments need to be reviewed and accepted?:
Choose to only confirm appointments to your customers after they have been reviewed by the company's manager (in such case, you may want to enter an email address for company contact's email notifications) or by the staff member performing it. When the appointment is booked, an email with a confirm/decline link will be sent.
Which type of user can schedule an appointment online?: Allow existing customers only (already in your Contacts) to book appointments online.
Time interval to open online booking: Set how far in advance and how far in the future you want to allow customers to book an appointment.
Consider business closures: Minimum interval of time is calculated based on business opening times.
Maximum number of appointments per client per day: Set the maximum number of appointments a client can book per day.
Maximum number of appointments per client per week: Set the maximum number of appointments a client can book per week.
Notify customers when a similar appointment earlier than theirs has become available: Automatically send an email to a client when an earlier booking becomes available for their service (48-hours at least) because of a cancellation (waiting list).

Scheduling Mode

Set the scheduled item in order to choose the kind of appointment your clients will be booking.

Service: Client will choose a service, and the staff member performing it will be automatically assigned (whether possible: to the same staff who was already assigned to a previous appointment with the same client). Two modes are available:
- Smart allocation: appointments will be assigned to the staff who handled the previous appointment with the client, or to the least busy staff of the day and week of the appointment.
- Past occupancy: appointments will be assigned to the staff who performed least appointments during the past period set.
- Fair distribution: appointments will be assigned to the staff having the least appointments (past or scheduled) for the current month or week.
Service + Staff member: Client will choose a service, and then the staff member performing it.
Staff member + Service: Client will choose a Staff member, and then the service they want to book.

Note: You can also use the schedulingMode GET parameter in an URL to change the mode depending on your need for this specific URL. You can learn about all the GET and JS parameters of our scheduling widget in the article Scheduling widget: GET parameters & Javascript variables.

Resource Based Bookings

Scheduling Rules

Appointments need to be reviewed and accepted? :You can choose to only confirm appointments to your customers after they have been reviewed by the company's manager. When the appointment is booked, an email with a confirm/decline link will be sent.
Type of user can schedule an appointment online: You can choose to only allow existing customers (already in the agendize database) to book appointments online
Time interval to open online booking: Set how far in advance you want to allow customers to book an appointment
Maximum number of appointments per client per day: Set the maximum number of appointments a client can book on a given day
Maximum number of appointments per client per week: Set the maximum number of appointments a client can book on a given week

Scheduling Mode

Check the following boxes to allow customers to book in the widget a specific number of resources, or multiple iterations of a resource.