Calendar Bookings

OneBlinks Calendar Bookings feature allows people to book time on a calendar as part of a form submission.

Calendar Bookings can be used to book appointments with internal staff or time with equipment or locations. 

TABLE OF CONTENTS

• Setting up a Provider
• Create a Scheduling Page
• Setting up a Calendar Booking Event
• Create Booking
• Reschedule Appointment
• Cancel Appointment
• Scheduling method
  • Standard booking
  • Round-Robin Maximise Fairness
  • Round-Robin Maximise Availability
• Get Help

Setting up a Provider

Step 1: First Navigate to the Calendar Bookings menu which can be found in the Advanced Tools section, from here you can set up your provider by clicking the plus button in the bottom right of the screen. 

Step 2: Select either login option (Google, Microsoft) to Sign in with your email account:

Step 3: Follow the instructions to allow your selected sign-in option to access your account. This is required to ensure bookings can be created updated and removed from your calendar. This process will differ depending on your provider.

Create a Scheduling Page

Step 1: The next item is to create your Scheduling Page, the configuration for the event or appointment you want people to book. Click the configure button on your provider.

Step 2: Click Create New to add a new scheduling page.

Step 3: Enter the Event Title, Event duration, Event meeting or location and the Calendar Booking. Once configured click the Create button.

Setting up a Calendar Booking Event

Now that you have your provider and scheduling page set up you can create a calendar booking event allowing form users to be redirected to your scheduling page after submitting the form.  

Step 1: Open the form you want to use for your booking and open the Workflow tab.

Step 2: Add a Calendar Booking Event and Select your Scheduling Page.

Step 3: Optionally add any event details, and configure the Name and Email for the Calendar Booking event.

• Event Details: The event details will appear in the booker's email, ensuring they have all the information required for the booking.
• Name and Email: The name and email are entered as part of the booking process, if you are already capturing them in the form make sure to map those elements here.
• Conditional Logic: Like other workflow events, Calendar Booking events can be run conditionally, configuring the conditional logic to ensure bookings only occur when specific form conditions are met.

Create Booking

Now that you're all set up, anyone who completes your form can create a booking in your configured calendar. 

When a booking is made 2 emails are sent. One to the person who made the booking and the other to the configured provider email address. These emails contain:

• The Scheduling page name
• The set location
• Start date and time 
• End date and time
• Any event details

Reschedule Appointment

As part of the appointment booking the person making the booking can reschedule the meeting. 

Simply click the reschedule button in the confirmation email to open up the picker and select a new date and time that better suits you. 

Cancel Appointment

Both the appointment runner and the person making the booking can cancel the booking if it is no longer required. 

When cancelling, a reason for cancellation will need to be entered, and an email will be sent to the corresponding person containing the cancellation reason. 

Scheduling method

There are 3 types of Scheduling methods: 

1. Standard booking
2. Round-Robin Maximise Fairness
3. Round-Robin Maximise Availability

Standard booking

When a scheduling page is configured as a standard booking then it can only create events in a single calendar. When comparing availabilities against other calendars the scheduling page will only show times when all calendars are available. 

Round-Robin Maximise Fairness

Round robin maximise fairness will allow you to create multiple participant calendars. To add more participants they will need to be configured as providers in your account. Round robin maximise fairness will then rotate through the chosen list of participants, highlighting the one with the fewest recent bookings to ensure a fair allocation of tasks.

Round-Robin Maximise Availability

Round robin maximise fairness will allow you to create multiple participant calendars. To add more participants they will need to be configured as providers in your account. It cycles through a selected list of participants, giving priority to those with the least number of recent bookings, while ensuring that as many time slots as possible are accessible.

Get Help

If you have any questions or would like assistance with setting up your calendar bookings please contact us via this support portal or email [email protected]. We are happy to assist in any way we can.