ScheduleOnce 5.95 introduces an advanced scheduling scenario – Conditional booking. This scenario may not be relevant to all, but those who need it will be delighted to hear the news.

Conditional booking allows you to accept bookings that are conditional on the availability of one or more resources. When a booking is made, the relevant resource is automatically reserved and is no longer available to others. This allows you to maximize resource utilization and ensure that a resource is never double booked.

For example, there are five interviewers and only three interview rooms. A booking can only be created if both the interviewer and an interview room are available.

To learn more about Conditional booking, check out the Conditional booking page on our website, or read the help articles for creating a single resource scenario or a multiple resource scenario.

To learn more about this new release, please see the What’s new in version 5.95 article.

As always, if you have any questions or feedback, we would love to hear it. You can add a comment to this post, email us, or schedule a time to speak with us.

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Welcome to our first ScheduleOnce Feature Spotlight. Today, we’ll learn how to strategically display available time slots to your long-distance customers based on the working hours in their local time zone.

Let’s say you’re located in New York. You take meetings from 9 AM to 5 PM, but your customer is in California. They will see that 9 AM time slot as 6 AM. For an even more extreme example, let’s say you’re in Scotland instead. Your 9 AM time slot shows up as 1 AM in California. They might not even know you’re located in another country, and become confused as to why you’d make yourself available at that time.

Even worse, they might mistakenly select 1 AM, thinking their appointment is for 1 PM. This is a more common error than many realize. Your meeting would be scheduled at the wrong time, and you might call while they’re asleep or unavailable. Even if you catch it before the meeting and inquire, your customer could feel embarrassed for making the mistake.

To prevent this confusion and inconvenience, we’ve built in a feature that only shows time slots available in the customer’s working hours, based on their local time zone. You can go to Setup >> MeetMe pages >> Booking – Edit to configure this setting.

Note: If your MeetMe page is linked to services, you will instead go to Setup >> Services >> Booking – Edit, because each service’s booking settings are customizable to suit that service.

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Scroll down to “Convert time slots to customer’s time zone” and select the second option, “Convert all time slots but only display slots during the customer’s local working hours.” You can choose which hours you want defined as ‘working hours.’ The default is 8 AM-5 PM.

Once you press save, your customers will only be able to view the time slots available during their local working hours. This safeguards your booking process as you correspond with people throughout the world.

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ScheduleOnce 5.9 includes big improvements to your reports, allowing you to add more than 30 System fields and any Custom field to Detail reports. You are now able to analyze and manage all data collected via your Booking forms.

There are two types of fields that can be added to any Detail report, allowing you to create customized reports with the exact data you need:

  • System fields: These are fields that are defined by the system such as Location, Cancellation reason, Duration, etc. More than 30 system fields can be added to any detail report.
  • Custom fields: Any custom field that you create in the Custom fields library can be added to the report as well. This means that you can now report on all data that you collect via your Booking forms.

So for example, if you collected the phone number and email as System fields, and the company name and industry as Custom fields, you can now create a simple report that lists each customer with their email, phone number, company name and industry. You can view this report online or export it to a branded PDF report, or to Excel for further analysis.

To learn more about this new release, please see the What’s new in version 5.9 article.

As always, if you have any questions or feedback we would love to hear it. You can add a comment to this post, email us or schedule a time to speak with us.

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We are happy to announce ScheduleOnce 5.8 with support for MeetMe page tags, No-show tracking, and secure booking pages.

MeetMe page tags: ScheduleOnce 5.7 enabled the categorization of MeetMe pages, allowing customers to use a hierarchical structure to navigate the customer interface. ScheduleOnce 5.8 further strengthens our customer interface and allows customers to filter MeetMe pages by tags.

For example, you have several team members who need to accept customer appointments in a show.  Each team member is assigned different tags according to their areas of expertise. When all team members are grouped under one booking page, customers are able to use tags to filter the team member list and only see team members that match their tag selection.

See a live example that uses both categories and tags

No-shows: It is now possible to track No-shows and get a deeper understanding of your customers’ routines. Any activity in Completed status can be changed to No-show with a single click. You can track the No-show status in all reports, allowing you to view No-show statistics by various reporting dimensions.

Secure booking pages: Https adds an extra layer of security and secures all customer interaction with your booking page. Https is already available by default when a booking page is embedded in your website. With ScheduleOnce 5.8, it is now possible to use https in your standard customer links. For example, if you have two booking pages, meetme.so/scott and booknow.so/teams, you can use https://scheduleonce.com/scott or https://scheduleonce.com/teams. You can now rest assured that all customer communication with your booking page is secure.

To learn more about this new release please see the What’s new in version 5.8 article.

As always, if you have any questions or feedback we would love to hear it. You can add a comment to this post, email us or schedule a time to speak with us.

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We are happy to announce ScheduleOnce 5.7 – A big release with a slew of new features that make ScheduleOnce a more flexible and robust system.

Booking forms with custom fields: You can now customize booking forms using custom fields, allowing you to collect more information from your customers when they make a booking. With booking forms, you can include single-line and multi-line text boxes, dropdowns, checkboxes and even request attachments.

Booking in multiple calendars: We have completely redesigned the user interface for connecting to Google calendar, making it more usable and powerful. It is now possible to automatically create additional calendar events in any number of calendars available to you.

This functionality enables three important scenarios:

  • Team MeetMe page – Booking with a team: This is a MeetMe page that allows the customer to schedule a meeting with multiple team members at the same time.
  • Booking conditional on a single resource: Allows you to automatically reserve a resource/room when the booking is made.
  • Notification to stakeholders: Keeps stakeholders in the loop by automatically creating the appointment in their calendars.

New MeetMe and service categories: Categories are now available for both services and MeetMe pages. In addition, categories can now include a name, a description and an image. Another benefit of categories is that they can now be used to organize MeetMe pages and services in your ScheduleOnce account without being visible to the customer.

Duplicating MeetMe pages and services: You can now save precious time as you set up and maintain your ScheduleOnce account. With a single click, you can duplicate a MeetMe page or service, retaining all original settings to fine-tune as you wish.

Change the location of the Booking form and Customer notifications section: You can now choose whether you would like the Booking form and Customer notifications section to be located within either the MeetMe page or the service. This additional flexibility optimizes your setup and provides a better scheduling experience for your customers.

To learn more about this new release please see the What’s new in version 5.7 article.

As always, if you have any questions or feedback we would love to hear it. You can add a comment to this post, email us or schedule a time to speak with us.

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We are happy to announce ScheduleOnce 5.65 with many small improvements, including the following notable updates:

Secure embed: Our brandless embed is now https enabled. This means that MeetMe and BookNow pages can be embedded in secure (https) web pages without triggering any security alerts for customers. Your customers will have a seamless experience, regardless of whether you are embedding ScheduleOnce in a http or https web page. If you have embedded your MeetMe or BookNow page in a secure (https) web page prior to October 19, 2013, you should change your embed code by regenerating it from the Website Integration page and replacing the old code on your web page.

Second phone number on the Website widget: It is now possible to add a second phone number to the Website widget. This is useful in many cases, such as when you would like to offer both a toll free and local number to your customers. You can see an example of the second phone number in our website widget.

Improved Starting time for time slots setting: We have improved the Starting time for time slots setting, making starting times of time slots more flexible and increasing the scenarios they cover. In previous versions, the interaction between the starting times of time slots and the gap between time slots could result in portions of unscheduled time that could be better utilized. These settings now work together to maximize your open availability.

If you see any room for improvement in your schedule, please visit this setting again. The starting times for time slots setting is in the Booking section.

As always, if you have any questions or feedback we would love to hear it. You can add a comment to this post, email us or schedule a time to speak with us.

 

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We are happy to announce ScheduleOnce 5.6 with a new report generator that addresses the following scenarios:

Understanding overall booking activity: Summary reports aggregate booking data by activity lifecycle phases and provide answers to high level questions such as; How many bookings did I have this month? What percentage of my customers have rescheduled? How many cancellations did I have?

Understanding detailed booking activity: Detail reports provide lists of activities by various dimensions that allow you to easily retrieve information such as; A list of all bookings for a given customer, A list of cancellations for a MeetMe page owner, A list of bookings for a specific service.

Providing an agenda: You can can easily generate the list of appointments for a customer or a MeetMe page owner and provide it in a branded PDF report.

Extracting data: You can easily export any report to Excel and generate customer lists or any other lists that you need to work with.

Reports can be generated by various dimensions  - By customer, by MeetMe page, by Service, by BookNow page and by User for Workgroup and Enterprise accounts. Each report can be exported into Excel and PDF, and branded printouts can be provided to all stakeholders.

To learn more about the new reporting functionality as well as the other new features in this release please see the What’s new in version 5.6 article.

As always, if you have any questions or feedback we would love to hear it. You can add a comment to this post, email us or schedule a time to speak with us.

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ScheduleOnce is a front-line interface for many of our customers and plays an important role in maximizing prospect conversion rates and optimizing customer engagement.

This release strengthens our prospect and customer engagement capabilities by introducing new tools and interfaces:

The ScheduleOnce widget: This is a new multi-channel widget that provides a strong call to action for three mutually exclusive interaction channels – Scheduling an appointment, submitting an inquiry, or making a phone call. The widget is fully customizatmizable and is compatible with desktop and mobile devices. See the widget on our website.

New themes for brandless embed and website buttons: We have introduced new themes that can be used with our brandless embed, with our website buttons, and with the widget. These themes and our brandless embed will make ScheduleOnce a natural extension of your website environment. Learn more about our new themes.

Lightbox (overlay pop-up) interface: The lightbox interface allows your customers to use ScheduleOnce in an overlay pop-up, without leaving your website. The lighbox interface is the default interface for the website buttons and the ScheduleOnce widget.

The Website integration features are not the only new additions in this release. We are also adding the ability to create automatic follow-up emails. In addition, there is also a great time zone feature that allows you to only display availability that falls within the customer’s local working hours.

To learn more about all the features of this new release please see the What’s new in 5.5 article.

As always, if you have any questions or feedback we would love to hear it. You can add a comment to this post, email us or schedule a time to speak with us.

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The meeting location is an important decision factor in the customer’s scheduling process. It is almost as important as the meeting time. If customers do not know the location when selecting a time they may have to change their time selection when this information is revealed.

This release provides a complete solution for the meeting location. We are not just looking at the location type and who can set it, we are also taking into account the customer’s decision process and when location information should be made available in the customer’s scheduling flow.

With this release, location information is made available to the customer in the Time step, so that the customer can take location into account when selecting a time. For example, if the owner has set the meeting location to be in her office, the customer will see this information when selecting a time and will pick a time on Monday, since this is when she is already planned to be in that area.

If the meeting is a virtual meeting, or if the customer is the one that should provide the location, the customer will know that when selecting a time. When the booking is confirmed, the location field in the calendar event will be populated accordingly.

The new meeting location is not the only way to handle locations. If you want to provide multiple locations to your customers you can use multiple MeetMe pages, each one with its own location, availability and settings. Learn more about offering multiple locations to your customers.

To learn more about this new release and the new location functionality please see the What’s new in 5.4 article.

As always, if you have any questions or feedback we would love to hear it. You can add a comment to this post, email us or schedule a time to speak with us.

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Last week we announced version 5.2 with pooled availability and today we are already announcing version 5.3 with support for multiple bookings per slot. This feature is highly requested and allows you to specify the number of bookings that can be made before a time slot becomes unavailable.

Multiple bookings per slot can be useful in a wide range of scenarios such as classes, tours, group sessions and any activity in which more than one customer is served at the same time.

Multiple bookings per slot work with your calendar in real time and allow to you to control the number of bookings per slot in a wide range of scenarios. Any booking that you create in your main booking calendar (via ScheduleOnce or directly in your calendar) will be counted towards the defined capacity. In addition, if you want to take into account additional activities you can retrieve busy time from additional calendars and any conflicting activity will close the slot regardless of its capacity.

To learn more about this release please see the What’s new in 5.3 article.

As always, if you have any questions or feedback we would love to hear it. You can add a comment to this post, email us or schedule a time to speak with us.

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