After connecting Vectera to your calendar, you need to create an appointment type for your clients. You can make several appointment types and choose if you want to show them on your public booking page or send them separately.

To get started, visit vectera.com/scheduling and follow these steps:

  1. Click on Create your first appointment type
  2. Give your appointment type a name and description
  3. Enter a redirect url
  4. Select the location: Online, Phone call or Offline
  5. Setup the duration and buffer period when events can be booked.
  6. Select your timezone and your availability
  7. Add custom questions to have more information of your client
  8. Save your appointment type!
  9. Check if your booking page looks the way you want
  10. Change the email template

Tip: click on one of the above links the skip earlier steps!

1. Click on Create your first appointment type

2. Give your appointment type a name and description

If you don't want the appointment type to show on your public booking page you can uncheck the checkbox 'show on public booking page'. The link above can be used to send a specific appointment type separately to clients.

3. Enter a redirect url

 If you want to redirect the client after they made a booking enter a redirect url. Leave empty if you don't want to redirect the client.

4. Select the location: Online, Phone call or Offline

If you check offline as a possible option, you will be able to add a location to meet in person.

For online meetings, a meeting room will be automatically generated for your client after an appointment has been planned. Returning clients will be directed to the same meeting room. The meeting room will be added to your dashboard.

Both you and your client will receive a confirmation email after an appointment has been booked with all the booking information.

5. Setup the duration and buffer period when events can be booked.

Minimum buffer before booking defines the amount of working hours before a booking can be made. By default it will show the next working day, this means that same day bookings are not possible. If you pick 'Custom' you will be able to set an amount of hours before a booking can be made.

Your workings hours are defined by your availability (see Availability).

Example 1:  Your working hours are set from 9AM to 5PM and your custom buffer is set to 3 hours. When a client visits your booking page at 11AM then the earliest timeslot he can book is 2PM that same day.

Example 2: Your working hours are set from 9AM to 5PM and your custom buffer is      set to 3 hours. When a client visits your booking page at 4PM then the earliest timeslot he can book is 11AM the next day.

Allow bookings up to days in the future defines the range for booking this appointment type and can be a maximum of 90 days. If you fill in 30 days, people will be able to book a meeting on your available moments in the next 30 days. 

Booking start date and Booking end date give a specific period in which people can book a meeting. This can be used in combination with the minimum buffer and the max range of days in the future.

Example: You have a promotion in March and want people to book only between the first and last day of March. Make sure your max range covers the whole period if you want people to be able to book from today.

The duration, buffer before events and buffer after events give more information about the appointment. You can setup a duration on how long the meeting will be eg. 60 minutes. If you want no other bookings 15 minutes before and after the meeting you fill in 15 minutes in both boxes.

If you want to receive a reminder before the meeting you can fill in a certain amount of minutes. It depends on your calendar program which type of reminder you will receive.

Show availability in increments of 'x minutes' gives the possibility for your clients to book every 'x minutes'. If you pick 30 minutes and your day starts at 9AM, your clients will be able to book a meeting at 9AM, 9.30AM, 10AM, ...

Below 'Show availability in increments of' you will see which days or period your availability will show. Based on the example of Book start/end date it will show like this:

6. Select your timezone and your availability

All fields in blue indicate you're available for a meeting. This availability will be overwritten if your connected calendar has another appointment planned at that time.

7. Add custom questions to have more information of your client

Go back to the top of the page and click on 'Custom questions' next to general settings. You can add custom questions here that can provide you more information on your client. You can ask for the company name, telephone number, a subject to discuss, ... You can make them required if you think it's useful!

8. Save your appointment type!

9. Check if your booking page looks the way you want

Visit your public booking url to see how it looks!

10. Change the email template

It's possible to change the email template of the confirmation mail that your clients receive after booking a meeting with you. Read here how to do this!

Any questions about your scheduling setup or your booking pages, contact us at team@vectera.com

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