Advanced Appointment Management - Web App

Article Overview

This article will cover how to manage the Advanced Appointment Management settings and configuration on the Web App. Advanced Appointment Management options are also available on the mobile app. Scheduling appointments on the mobile app can be found in the Advance Appointment Management - Mobile App Help Center Article.

TIP: Advanced Appointment Management and Team Calendar are only available to accounts on the Pro plan or higher. Connect with our support team if you'd like to add this to your plan.

Part 1: Appointment Permissions

This part will cover the 4 permissions for Advanced Appointment Management. The ability for a user to configure team availability, schedule/accept appointments, and other calendar permissions is dependent on the user's role permissions.

• Navigate to the appointment permissions by selecting "Settings" -> "Roles & Permissions" in the web app -> select the role that you'd like to edit the permissions for.
• Scroll through the permissions until you find a section for "Appointments".
  • There are 4 permissions related to advanced appointment management:
    • Appointment Settings:
      • Allows the team member to configure team availability, appointment distribution, and lead status updates for scheduled appointments.
    • Schedule Appointments:
      • Enables the team member to schedule appointments on behalf of other team members.
    • Accept Appointments:
      • Enables the team member to appear as an option for appointment scheduling.
    • Calendar:
      • Allows the role to view and manage appointments across your entire team from a calendar view on the web app and mobile app.
• Be sure to click "Save" in the bottom right corner to apply any changes.

Part 2: Appointment Settings

This part will cover the general appointment settings that are reflected across your entire Workspace.

• Navigate to appointment settings by selecting "Settings" -> "Appointments" from the web app.
• Availability Settings:
  • Days: determine which days all users on the account can be scheduled for.
  • Start/End Times: allows a user to designate a specific time frame that their users can be scheduled for.
  • Update Lead Status: toggling this on will automatically update the status of the scheduled lead to a designated status. In the example below, that status is set to "Appointment Set".
• Distribution Settings:
  • Rep's Choice: allows the rep the ability to choose who's calendar they'd like to schedule an appointment for.
  • Round Robin: provides the rep with all currently available times, regardless of a specific rep's availability.
• Be sure to click "Save" in the bottom right corner to apply your changes.

Part 3: Adding Your Calendar - Web App

This part will cover how to add a calendar to your SalesRabbit+ user from the Web App. Adding a calendar to each user is an essential step to fully utilize Advanced Appointment Scheduling features. Users will not be able to schedule appointments for others until they've connected their calendar through either the Web App or Mobile App.

Note: Users can also connect a calendar on their own device in the mobile app home settings.

• Login to the SalesRabbit+ Web App.
• Click the profile icon in the upper right corner -> select "My Account".

• Under the "Calendar" section, a logged in user can connect or add a calendar to be used with Advanced Appointment Management.
• To connect a calendar, click "Sync Calendar".
  • Syncing a calendar will require the user to allows SalesRabbit+ permission to schedule on that calendar.

• Once a calendar has been synced, the connected calendar email will display under the words "Calendar Synced". 

• A synced calendar can be disconnected from the account by selecting the trash can icon. A new calendar can always be reconnected after disconnecting a calendar.
  • Note: Disconnecting a calendar will prevent a user from scheduling appointments for other users.

• You've successfully added a calendar and are ready to schedule appointments for others!

Part 4: Team Calendar - Web App

This part will cover how to view and manage your on the team calendar from the web app. Team appointments can also be viewed from the mobile app. This part will only cover how to view the Team Calendar on the Web App.

Note: Only users with the "View" calendar permission enabled and a connected calendar are able to access the Team Calendar on Web and Mobile.

• Navigate to the team calendar by selecting "Calendar" on the web app.
• The team calendar allows users to keep track of appointments and team schedules so everyone stays aligned and ready for what's next.
  • Options to view the calendar by Day, Week, Month, or on a specific date appear at the top left of your screen.
    • Note: users are only able to edit appointments when on the "Day" view.
  • Options to view a specific Team or user's calendar can be found in the top right corner.
    • By default, the calendar for your currently assigned team will appear. You can adjust which team's scheduled appointment you are viewing by changing the team in the upper right corner or searching for a specific user.

• Selecting on a currently scheduled appointment will pull up a right hand drawer displaying that appointments lead details.
• From this right hand pop-out, users with the appropriate permissions will be able to:
  • Edit the lead's details (name, address, email, custom fields).
  • Update the lead's status.
  • Change the lead's ownership.
  • Adjust scheduled appointment time.
  • Additionally, notes and files can be added to the lead from this pop-out.

Part 5: Scheduling an Appointment - Web App

This part will demonstrate how to schedule an appointment on a lead from the Web App.

Note: Appointments for yourself or others can also be set from the mobile app.

• An appointment can be scheduled either for yourself or for others from the web app.
• From the web app, navigate to "Leads".

• Once at your leads list, search/filter/create the lead you'd like to schedule an appointment for.
• After selecting the lead, an appointment can be scheduled in the "Appointment" field.

• Once the "Appointment" field has been selected, a pop out with various options will appear:
  • Schedule For Myself vs For Others:
    • For Myself: allows a user to schedule an appointment on their own connected calendar.
      • Note: Some scheduling options below will not appear when scheduling for yourself.
    • For Others: allows users to schedule an appointment on another rep's connected calendar.
  • Date: select a date for the appointment
  • Team: if scheduling for others, select the team the appointment will be scheduled for.
  • Available Times: will display all available times across all members of the selected team.
  • Assign To: after choosing a time, users with that time available will appear. Select the user to assign the appointment to.
• Once the details have been entered, click "Set" to set the appointment on another user's calendar. The ownership of that lead will update to the assignee.

• After setting the appointment for yourself or for another rep, don't forget to hit "Save" on the lead card.

• This appointment will now be visible on the Team Calendar!
• Editing a lead's currently scheduled appointment can be done from the lead detail page or the detail pop-out on the Team Calendar.

Pro Tips

• If a user is unable to schedule on another user's calendar, double check that user's Role Permissions and their current Team assignment are up to date!

Link to the next section: Advance Appointment Management - Mobile App