In this help article, we will show how to create a personal appointment type for a team admin.
For more information on team appointments visit:
To create a personal appointment type as a non-admin or as the only team member visit this help article!
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.
1. Click on 'Create your first personal appointment type'
or 'Create a personal appointment type'
2. General settings
2.1 Give your appointment type a name and description
2.2 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.
Enter the URL to which you want your clients to be redirected.
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.
In the redirect URL, the booking parameters will be added if enabled. These include:
Date & time of selected time slot
Location (online or offline)
First name, last name
Custom questions + their answers (if available)
You can use these parameters to build custom content on your website (eg. auto fill in a form). Ask your website developer for help!
2.3 Add a meeting room template
If you have created meeting room templates to have meeting rooms prepared in advance, you can also use them for booked appointments. Select the preferred template for this appointment type.
2.4 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. Location and availability
Next to General settings you will find Location and availability. On this page, you can select the location and set up your availability in detail.
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.
3.1 Location of the meeting
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.
3.2 Set up the buffer period when events can be booked.
Set up several buffers for your appointment type to perfectly optimize your availability for meetings.
Need more information on the buffers? Read this advanced article on availability and buffers.
3.3 Set up a calendar and email reminder
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.
3.4 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.
4. Change the email template of this appointment type
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!
5. Add custom questions to have more information about your client
Click on 'Custom questions' next to Hosts to open the tab. On this tab, you can add custom questions that 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!
6. Collect payments (optional)
You can add a required payment to your appointment type to collect payments using Stripe. Integrate your Vectera account with Stripe on the integrations page, save your appointment type before doing this! This help article shows how to make the integration.
After integrating with Stripe go back to Scheduling and click on the Edit button to continue to setup the required payment.
Select Payment necessary before booking
Fill in the Amount and select the correct currency
Add Payment terms if that's needed. If you link to another page, the link will be clickable.
7. Save your appointment type!
8. Check if your booking page looks the way you want
Visit your personal booking url to see how it looks!
Any questions about your scheduling setup or your booking pages, contact us at firstname.lastname@example.org
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!