Appointments

Appointments

Appointments

Get help on how to create, manage and edit bookings through the Appointment functionality on your Promenade dashboard.
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Please note: if you need any assistance enabling the below functionality, please contact your Promenade Support Team. We are happy to help clarify any questions you might have on the walkthroughs listed below

Create New Event Type

By creating a ‘new event’, you are giving your customers the option to book an appointment through your Promenade website. Examples of events can be services like “Wine Tasting” or “Whiskey Tasting Event”. If you have a service that requires an appointment, the instructions below will guide you through adding those services to your Promenade website!

Step-by-step tutorial:

  1. Click on ‘Event Types' > New
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  1. Input event type details. Here is an example of a filled-out event type form:
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  1. Hit ‘Continue'
  2. You should see the following page and options available:
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  1. Be sure to update the ‘Location’ field with your shop’s location (or with the appropriate location where the service will be held) and then hit ‘Update’
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(Optional) You may also set certain limits to the session, including adding buffer time before and after the event as follows:

  • 15 minutes ‘Before event' means no customer can book a time slot 15 minutes before a confirmed booking on the calendar.
  • 30 minutes ‘After event’ means no customer can book a time slot 30 mins after a confirmed booking on the calendar.
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(Optional: Setting up Additional Input Fields upon Booking)If you would like to request for additional information to be filled out at the time of booking, you may set up ‘Additional Inputs’ through the 'Advanced' tab. For example, this can include ‘Varietal Preferences’, ‘Special Instructions’, ‘Whiskey Styles’, etc.

(Optional) Create a reminder email for your customer by clicking on the ‘Workflows’ tab. This will allow you to set up timed reminders before the customer’s booked time. Very helpful tool that can help limit missed bookings. Learn more about editing this information in the ‘Creating Appointment Reminders’ walkthrough below.

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Tip: after creating one instance of an event, you may also choose to duplicate the event. You’ll just need to change the name of the event, description, and time. This is a great way to save time when adding ‘Event Types’ to your website!

Managing Bookings

Learn how to manage upcoming and existing bookings.

Step by Step tutorial:

There will be 5 tabs you can view on the ‘Bookings’ page:

  1. Upcoming - Upcoming bookings that are confirmed
  2. Unconfirmed
  3. Recurring - Repeat bookings
  4. Past - Bookings that have already occurred
  5. Cancelled
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You may do the following for most bookings:

  1. Reschedule a booking
  2. Request the customer to reschedule a booking
  3. Edit the booking’s location
  4. Cancel the booking

If you click on any existing booking, you may also perform the following actions:

  1. Reschedule the booking
  2. Cancel the booking
  3. Add the booking to the partner’s calendar

Setting your Booking Availability

Learn how to to set your shop’s ‘booking hours’.

Step by Step Tutorial:

You may set the default store working hours, add holiday hours, or special hours in the ‘Availability’ tab by hitting the New button:

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Set up your specific working hours

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Please note: your ‘Booking Availability’ hours can be different than your normal business hours. If you accept bookings outside of your normal business hours, you can add those hours to your ‘Booking Availability’.

Finally, click ‘Save’. Now, your customers can book appointments on your website based on your availability!

Routing Forms for Specific Booking Requirements

Routing forms help guide your customer to the right booking page, based on specific requirements. Example: if your customer enjoys a specific varietal of wine, this will help guide them to the Reds Only Wine Tasting vs. if your customer likes only Whiskey, the form will guide them to the Whiskey Tasting).

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If you would like to set up routing forms on your website, please contact your Promenade Support Team. We are happy to help set this up for you on a consultation phone call!

Creating Appointment Reminders

Appointment reminders allow you to enable automated email contact to your customer before their booking to confirm the appointment. You can set up both automated emails and SMS (text) reminders to be sent out to your customer.

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If you would like to set up appointment reminders on your website, please contact your Promenade Support Team. We are happy to help set this up for you on a consultation phone call!