10 Advanced settings to make appointment scheduling easier
Updated: Feb 6
1. Give multiple duration options to your invitees
Give multiple appointment duration options to your invitees to let them specify their preference at the time of appointment booking. You can specify up to 3 unique durations in an event type. Check this help page to know more.
2. Give yourself some time between appointments
If you want to avoid back-to-back meetings, add buffer time before or after your appointments in Leadmonk. Buffers are extra time that can be added before and/or after an appointment. This can be helpful if you want extra time to prepare before a meeting or post-appointment work. The buffer time before or after any appointment will be marked as busy, so people can't book your time then. This means you can prep for the next appointment...or just get some coffee. Buffers are appointment type-specific so you can tweak and optimize buffer settings for each of your appointment types. Check this help page to know more.
3. Limit the number of appointments per day
You will need some concentrated work from time to time, so you may want to limit the number of appointments you schedule every day. To accomplish this, set up the appointment limit as shown below. You can specify a number in the below-specified field 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.
4. Set Lead time to avoid last-minute bookings
Lead time indicates how far in advance of the start time your customers can book appointments with you. Specify Leadtime to avoid last-minute bookings.
5. Specify the date range your clients can book appointments with you
For the field “Date Range invitees can schedule”, choose:
a) A number of days into the future and specify the number of Calendar days into the future they can book. Then Leadmonk will show availability only for those number of days into the future. It’s a rolling number.
b) Within a date range, then select the box to choose a specific range of dates on the calendar. Then Leadmonk will show availability only within that date range.
c) Indefinitely into the future, to allow others to book time any time in the future.
6. Set the time zone for in-person appointments
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.
7. Adjust the start times for an appointment
Start time increments are fixed and are only available up to every 120 minutes. If you need to set specific available start times, we suggest you set intervals or time frames when you are available to take an appointment. Specify the value for the field ‘Show Availability in increments of’. This value indicates the frequency of available slots for invitees.
8. Let invitees add additional guests while booking the appointment
By switching on the highlighted flag, you can let invitees add additional guests while booking an appointment with you.
9. Add a co-worker’s email address to the appointment invite
Add a co-worker’s email address to an appointment type so that it’s included s an attendee in all the meeting invites created using the appointment scheduling link.
10. Make your entire appointment lifecycle a breeze with the workflows
a) 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.
b) You can customize both SMS and Email notification templates.
c) Do not forget to add text message reminders to the workflow if you are allowing your invitees to book appointments using just the mobile number.
d) If you are going to give the flexibility to your invitees to book appointments using their mobile number or email address, then add both email and text message reminders to the workflow. Then if your invitee books an appointment using an email address, then email reminders will trigger. Else, text message reminders will be sent to the invitee.