Bettering Your Clients' Experiences Using Your Web Scheduler

Appointments for the doctor. Appointments for an oil change. Appointments for a tutor. Appointments are a mandatory part of life. You can’t escape the process when pursuing certain required services.

Here at TimeTap, we understand this fact of life. We know that appointment scheduling can be tedious. But most importantly, your clients know this too. Therefore, we have devised a few tips for setting up your scheduler to expedite the scheduling process for your busy clients.

We will go over a few of the most beneficial ways to streamline the booking process for your clients. Within TimeTap, there are numerous options for customization, and we’ll help you tailor your web scheduler with the exact customization you desire.

Bettering your clients' experiences using your web scheduler

Bettering your clients' experiences using your web scheduler

 

AUTO ADVANCE

This feature allows the scheduler to make the selection for clients on panels with just 1 option & advances clients in the flow. This feature can be found under Settings > Scheduler Rules & Logic > check box for ‘Auto advance'.

Auto Advance feature

Auto Advance feature

Essentially, if there is a page on your scheduler that only has one option available, the scheduler will automatically advance to the next page. It’s a simple, easy workflow advance that gets the clients closer to their goal more quickly.

 

CHANGING SCHEDULER FLOW

 The pro’s of this “scheduler cheat” is that you can cut down on unneeded pages in your scheduler. This next feature is under the same panel as Auto Advance. Simply go to Settings > Scheduler Rules & Logic > and choose your preferred workflow from the drop-down for "Panel Flow".

If you only want to display ‘Service’ and ‘Time’, you can do so. Whatever workflow that best assists your clients’ needs can be created.

 

EDITING TEXT DESCRIPTIONS

Having the option to add ‘text descriptions’ for each panel is a great feature. This can be customized under the Settings  tab > for 'Locations', 'Staff', 'Services & Classes', 'Time', 'Client Information', and 'Final Confirmation' panels. You'll see the option to change the panel settings as here with the 'Locations' panel:

How to edit text descriptions for scheduler panels

How to edit text descriptions for scheduler panels

If you want to make each mandatory scheduler page as fluid as possible, just be to the point with the ‘Page Title’ and then there won’t be a need for any text description.

 

SHOWING STAFFING PICTURES ALONG WITH STAFF NAMES

How many times have you booked a tutoring session or massage appointment and you wanted to book with a specific staff only to run into the problem of not remembering their name. That’s such a pain. To eliminate this problem, all you need to do is add the picture of each staffer in the Scheduler Configurations.

You simply go to Settings > Staff > click the 'View Details' button for a staff member > click the 'Edit' button under the Overview section > scroll down and choose the image you want to upload. 

How to upload an image for a staff member

How to upload an image for a staff member

This takes a whole lot of complication out of the picture.

 

REDUCING NUMBER OF FIELDS FOR CLIENT INTAKE

Navigate to Settings > Client Information > and to the ‘Define Field Labels' tab. Here is where you can really customize the information fields that you open up to clients. The only required fields of information are ’First Name', 'Last Name' and 'Email'. All other fields, like 'Home Phone', 'Cell Phone', 'Company Name', 'Date of Birth' and so on can be requested upon your discretion. This, along with all the other shortcut tips, will streamline your process even further.

How to reduce number of fields for client intake

How to reduce number of fields for client intake

 

REDUCING NUMBER OF CHOICES IN TIME PANEL

The last tip we have for you today is regarding the options located on the ‘Time’ page. There are multiple variations for the Time Panel appointment display that can improve a client’s speed through the booking process. Just go to Settings > Time > and click on the 'Service Time Display' button.

Once here, you can customize any of the fields to minimize client-side clicks. One field to think about customizing would be ‘Latest Appointment’ which determines how close to the appointment start time a client can book. The other field to focus on would be ‘Advanced Service Booking’ - here you can set how far into the future clients can book, so you can limit the options that come up when a client is clicking through your open calendar.

How to reduce the number of options on the Time Panel for your scheduler

How to reduce the number of options on the Time Panel for your scheduler

These are our basic steps to streamlining your scheduler flow. It’s options like these that make having an online organizer incredibly beneficial to your business.

Have any thoughts or questions on priority management? Contact us by commenting below! We’d love to hear from you.