In Vectera it's possible to create a team booking page with appointment types that can be shared with other team members. Only an admin of a team can do this!
Watch the video tutorial or read this guide to set up your team booking page step by step!
Once you've created an appointment type you will see which hosts are bookable for that appointment type.
1. Create a new appointment type
General settings (only the admin can make changes)
Hosts (non-admins can make changes for themselves)
Custom questions (only the admin can make changes)
Collect payments (only the admin can make changes)
2. General settings
2.1 Give your appointment type a name and description
Give your appointment type a name and description that would fit well for all the team members (eg. 30 minute discussion).
2.2 Enter a redirect url
If you want to redirect the client after they have made a booking enter a redirect url. Enter the URL to which you want your clients to be redirected. Leave empty if you don't want to redirect the client.
Toggle off 'Show Vectera confirmation screen before redirecting' if you want the redirect to be immediate. If toggled on, the redirect will occur after 5 seconds.
2.3 Select the duration and frequency
Below the redirect url you can set the duration of your meetings. A meeting should at least be 10 minutes but has no maximum. If you set a duration of 60 minutes, the meeting room will not close after 60 minutes. The duration is to give an idea on how long the meeting will be.
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, ...
3.1 Pick host method
Select how clients/guests can book a meeting with you and your team members.
Your clients choose a host : the client/guest can select manually in which team member's calendar the appointment should be booked.
Vectera chooses an available host randomly: The client will select the location (online, in person or phone call), based on that choice Vectera will select a random team member which is available for this option.
Your clients have the option the choose a host themselves or to let Vectera choose
3.2 Select which hosts should show for this appointment type
Check 'Show on public team booking page' to show it on the public booking page. If this is not checked, it will only show on the personal booking pages of the selected team members.
The team members that are checked and show blue are selected for this appointment type. If you notice an alert triangle before a team members name it means that something is wrong. Hover over the triangle to know what's wrong. Mostly this happens if a calendar is not connected!
Click on the team members name and (un)check the box 'Share this appointment type with this user' to add/delete the team member for this appointment type.
3.3 Change the location per team member
Click on a team members box to open the settings about the location and availability for this specific team member.
Select which locations are possible: Online, Phone call and/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.
3.4 Change the availability per team member
Set up several buffers for your appointment type to perfectly optimize your availability for meetings.
Need more information on buffers? Read this advanced article on availability and buffers.
If you would like to have a reminder for you and your client before the meeting starts, you can set it up here. A calendar reminder will be a notification from your calendar program. An email reminder is a reminder through email.
The reminders should be shown in minutes before the appointment starts, eg. 60 minutes.
3.5 Select your timezone and your availability
All the fields in blue indicate that you're available for a meeting. This availability will be overwritten if your connected calendar has another appointment planned at that time.
Need more information on availability? Read this advanced article on availability and buffers.
4. Custom questions
On this page you can add custom questions that provide you more information of 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!
Non-admin team members will not be able to add or edit custom questions!
5. Collect payments (optional)
You can add a required payment to your appointment type to collect payments using Stripe. This will require all the team members that you add to the appointment type to integrate their Vectera account with Stripe on the integrations page. If a team member hasn't connected to Stripe an alert will show in the scheduling page and the team member will not be bookable on the booking page (for this appointment type).
Make sure to save your appointment type before going to the integrations page. This help article shows how to make the integration.
6. Save your appointment type!
7. Check if your team booking page looks the way you want
Visit your team booking url to see how it looks! Just go to your scheduling page, click on copy next to the team booking link and paste it in a (new) tab.
The Vectera team is looking forward to your feedback. Our main goal still is to improve your experience in creating online meeting rooms. Eager to get going? Log into your account or get started with a free, fully-featured trial of Vectera!