Config Tab 7: People

The "Add Licensed Service Provider" pop up 

One thing you'll notice the first time you click on the People tab is that it will automatically prompt for you to create Service Provider profiles for all the Salesforce Users to whom you assigned the Appointiv Service Provider Permission Set earlier.  

Please don't be annoyed- this is actually very helpful!  I do realise that it can be annoying in one scenario - say you're deleting a Service Provider from this list.  Then you come back and there they are appearing again.  I reckon you might want to try to think of that as a nice little helpful reminder that they still have the Appointiv Provider permission set so you should go and take that away from them.  Helps our app work properly and helps you remember that step.  Isn't that nice?

Managing your Service Providers.  

Adding new Service Providers:

Service Providers who are Salesforce users should automatically if they're not on the list.   If they don't then you most likely need to go and assign them the Appointiv Provider Permission Set.  Go here for instructions on managing permission sets.

Service Providers who are Not Salesforce Users are easy to add as well.  Simply click “Add People” to create new records for Providers.  Providers who don't have access to Salesforce obviously won't be able to access the app inside Salesforce or access Customer records.  What they get is the ability to sync their calendars, they can be "booked" into meetings by your customers or by your staff, and they get email notifications about appointments which you controlled in the earlier step on the Email Template tab.

In the Create/Edit People pop up, which is shown during the initial setup of a Service Provider or by clicking on the edit button under the Action column in the list of Service Providers, you can do the following:

• Upload their profile picture
• Change their contact details
• Set or change their Resource Type
• Change their Overbooking Limit (note, this must set to at least 1)
• Set the times they will accept bookings from the webform in the Availability Time Slots dropdown

Availability Time Slots

This setting allows you to limit what start times appear on the Online Booking Form for your end customers to select when this Service Provider is being booked.  If you have hour long appointments and only want them to start on the hour- select 00:00 and de-select all others and your'e good to go.

Internal Salesforce users can book the person at any time.  Keep in mind that your Internal users can always override things but your end customers never can do that.

Custom URL link for your Service Providers

Appointiv automatically creates a link for each new Service Provider.  The system uses your standard company URL which is the company name your Salesforce Administrator entered in this step along with .appointiv.com/p/provider-name

This link will open a blank Online Booking Form with your Service Provider filled in.  You can add more parameters by adding more to the URL so things such as the appointment type or location or category can also be added - which we'll show later.

This link (with or without additional parameters) is great for your Service Providers to add to their email signatures.

Most of our customers love this the way it is straight out of the box.  But ff you don't want this to be something where your customers can figure out the pattern and then go see whether you're free or busy for some nefarious reason, you can easily edit the name and make it something that isn't guessable.  

Setting up the External Calendar Sync

You can also turn on the Calendar Sync setting for each Service Provider by clicking the toggle button on the main list of Service Providers.  More on the Calendar Sync feature is here.

Steps in our Walkthrough Setup 

Step 1 - Click Add People

Step 2 - Create Mr. Thomas Magnum give him a gmail address if you also want to test the gmail calendar sync

Step 3 - assign him as an Advisor 

Step 4 - upload a Profile Picture for him.  Here are some samples to choose from

Step 5 - Choose some Available Time Slots for his webform availability

Click Save

Step 6 - toggle the External Calendar Sync to on and a verification will be sent to Magnum's email.