reschedule appointments

Introduction

We are hearing from clients that many of you are starting to re-open in lieu of the COVID-19 shutdown.  As you begin to re-open you may find that you want to ask clients that had appointments during the shutdown to reschedule, or you might find yourself needing to ask clients to reschedule because of other reasons such as office closures, staff illness, late arrivals, etc.  

Apptoto now allows you to ask *any* appointment to reschedule easily!  It doesn’t matter if the appointment was originally booked through Apptoto, or if it was manually added by you; you can still ask any client to reschedule.  

Simply send the ‘Ask to reschedule’ message template to one or multiple appointments, and a new Booking Page will be generated on the fly if one isn’t associated with the appointment already.  Read on to find out how you can control the times they can select from!

How it works

Pick an appointment that you would like to reschedule, click on the “Actions Button” for that appointment and choose “Send Now” on the “Ask to reschedule next week” item template.

The built-in “Ask to reschedule next week” template can be customized on the “Settings” > “Message Templates” tab, and by default will send a request to the client over SMS and Email, asking them to pick a new time after the current week.  (You can change the “after the current week” part by using one of the new fields described below in your message).

If the appointment was originally booked through an Apptoto Booking Page, then that same booking page will be used to allow the client to pick a new time for the appointment.

If the appointment was NOT originally booked through an Apptoto Booking Page (i.e you manually added it, or it was added through a different system), then Apptoto will use the calendar availability settings on the Settings > Calendars tab to show them a temporary Booking Page for that calendar.   They won’t see any of your private information, but will be able to pick a new time that doesn’t conflict with your other times.

Customizing the Default Booking Page

To customize the Booking Page that clients see when they didn’t originally book through Apptoto, you can create a new Booking Page on the “Booking Pages” tab in Apptoto and then set the “Default Booking Page” for your calendars on the “Settings” > “Calendars” tab. 

Asking multiple appointments to reschedule

You can also send the “Ask to reschedule” template to multiple appointments at once.

New message template fields

When sending the request to reschedule, you can easily switch up when you want them to reschedule by using one of the following fields:

{{ event.reschedule_link }}: let them reschedule any time in the future

{{ event.reschedule_after_today_link }}: let them reschedule any time after today

{{ event.reschedule_next_week_link }}: let them reschedule any time next week

Those fields are easily accessible from the “Insert Field” button under “Actions”.

Some Specifics

Please note, this feature works as long as the appointment is on one of the following types of calendars:

  • Apptoto’s built-in calendar
  • Google Calendar
  • Office 365
  • Outlook.com
  • Microsoft Exchange
  • Hotmail
  • Salesforce
  • Clio
  • Some SQL based custom calendars

Also, for events that have multiple participants… if one of the participants picks a new time, the entire event moves (with all of the participants).  This is normally what you want (e.g. if you are meeting with a husband and wife about the same topic), but probably not what you want if the appointment has many participants.  So, Apptoto will prevent messages with “Pick a new time” links from being sent to appointments with more than 5 participants, or appointments that were booked through an Apptoto Sign Up Page.

 

Thank you for reading this entire blog post!  Let us know if you have any questions on how this feature works by emailing support@apptoto.com directly.