Using Self-Scheduling with Universal Appointments

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Follow these steps to allow attendees to schedule appointments with your staff on their own using a self-scheduling form with Universal Appointments.

1 Add time slots and locations. Begin by selecting your Universal Appointment event. Follow these steps to add locations and time slots for your appointments.

2 Add a Self-Scheduled appointment type. Hover over Event Details and, under Setup, click Appointment Types.

Click Create Appointment Type. Give it a name and description, then, next to Category, select Self-Scheduled.

 
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Create custom host and attendee questions to be answered during the scheduling process. When you're done, click Save, then Close.
 
NOTE: A "Self-Scheduled Attendees" group will automatically be created and assigned to attendees using the self-scheduling form. This group cannot be deleted.

3 Customize the self-scheduling form. Hover over Website and, under Styles and Settings, click Self-Scheduling Form. Then click Open Form Designer.

Follow these steps to customize the theme and add additional widgets to the canvas, if desired.
 
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Once you're done, click Save to preserve your changes and continue working or Publish to make these changes available to attendees.

4 Customize email content for attendees, if desired. Attendees will automatically receive confirmation emails based on specific actions. To customize the content of these emails, go back to your Universal Appointment event and click Emails in the top navigation bar. Then click the User-added image to the right of "Appointment Emails for Attendees (Personal Calendar)" to expand the list of emails.

 
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Once an attendee completes the self-scheduling form, they'll receive the "Appointment Confirmed (Personal Calendar)" email. Click on its name and continue customizing the content.

Once a host is assigned to the appointment, the attendee will receive the "Host Assigned to Appointment (Personal Calendar)" email. Click on its name and continue customizing the content.

When you're done, click Save.

Or, customize email content for hosts, if desired. Hosts will automatically receive confirmation emails based on specific actions made by attendees. To customize the content of these emails, go back to your Universal Appointment event and click Emails in the top navigation bar. Then click the User-added image to the right of "Appointment Emails for Hosts (Personal Calendar)" to expand the list of emails.

 
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Once a host is assigned to an appointment, they'll receive the "Add Appointment (Personal Calendar)" email. Click on its name and continue customizing the content.

When you're done, click Save.

5 Assign registration types and admission items to attendees, if necessary. If you've linked your Universal Appointments event to a Flex registration event to use with Universal LeadCapture, attendees who self-schedule an appointment will automatically be registered for the Flex event. Hover over Website and, under Styles and Settings, click Self-Scheduling Form, then Edit.

In the Attendee Registration Settings section, select an admission item and registration type from the respective dropdowns.

 
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When you're done, click Save.

6 Adjust Kiosk Mode settings, if desired. Choose how long attendees will remain on the Confirmation page after booking their self-scheduled appointment. Hover over Website and, under Styles and Settings, click Self-Scheduling Form, then Edit.

In the Kiosk Mode section, select a time limit from the dropdown.

 
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When you're done, click Save.

7 Add hosts. Add the hosts that your attendees will be booking appointments with. Hover over Attendee Management and, under Manage, click Attendees. To add an individual host, click Add, then Add from Address Book. Check the box next to their name, then click Add.

Or, to import a list of hosts in bulk, click Import Attendees. Proceed with the import process until you reach the "Select Appointment Event Groups" step. Click Add Group, then click Select next to Staff. This will add all of the hosts on your import file to the Staff group automatically.

 
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Click Next to continue through the import process, then Finish.

8 Launch the event. From the top navigation bar, click Overview. Then click Launch Event.

9 Share the self-scheduling form URL with attendees. Hover over Website and, under Styles and Settings, click Self-Scheduling Form. In the Weblink section, copy the URL. Share this with your attendees by including it in an email or posting it on a website page.
 
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10 Access the self-scheduled appointment from the email. Once an attendee completes the self-scheduling form, an email will be sent to you, notifying you that an appointment has been scheduled and a host needs to be assigned. From the email, click Assign Host to open the appointment.
 
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Then click Edit.

Or, access the self-scheduled appointments from the calendar. From the top navigation bar, click Calendar. Then click the bell icon in the top right to open your list of notifications. Click on an appointment to open its details.
 
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11 Assign a host. To the right of Host, click Add. From the Groups dropdown, check the box next to Staff. Select the staff member you want to assign, then click Add 1 Host.
 
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When you're done, click Update Appointment Invitation.

 

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