Appointly (Available on Selected Plans)

Appointly (Available on Selected Plans)")

The Appointly module for DigifyCRM is a powerful tool designed to help businesses manage appointments, integrate with external forms, and synchronize with Google and Outlook Calendars. It allows seamless scheduling, tracking, and managing appointments for internal and external contacts, clients, or leads.

Features Overview:

• Google Calendar and Outlook Calendar Sync (one-way sync).

• Google Meet Integration for creating virtual meetings.

• Supports Email and SMS notifications.

• Allows appointment approvals, cancellations, and feedback.

• Manages appointments for internal staff, external clients, and leads.

• Recurring appointments and callback requests from clients.

• Custom fields, email tracking, and live notifications.

• Embed appointment forms on external websites.

1. Dashboard and Widget

The dashboard provides an overview of today’s appointments, allowing users to see their scheduled events and pending approvals. You can also add a dedicated widget to display upcoming or missed appointments directly on your dashboard.

Features of the Dashboard Widget:

• Lists all appointments for the day.

• Synced events from Google or Outlook calendars.

• Directly open appointments from the widget or calendar view.

2. Appointment Management

Appointments can be created for internal staff, external clients, or leads. You can manage appointment details like subject, description, date, and attendees.

Key Appointment Management Features:

• Internal Appointments: Appointments between staff members.

• External Appointments: Appointments for clients or leads.

• Recurring Appointments: Set appointments to repeat on a regular schedule.

• Appointment Notes: Add notes to appointments for tracking purposes.

Steps to Create an Appointment:

1. Navigate to Appointly > New Appointment.

2. Choose the appointment type (internal, external, or lead).

3. Enter details like subject, date, time, and attendees.

4. Set reminders (email/SMS) and link the appointment to a project, lead, or customer if necessary.

5. Save the appointment, and it will sync with calendars if enabled.

3. Google Calendar & Outlook Calendar Sync

Appointly provides seamless one-way sync with Google and Outlook calendars, allowing users to create, update, or delete events within the CRM, and these actions will reflect in the respective calendars.

Key Features:

• Syncs appointments created within DigifyCRM to Google or Outlook.

• Google Meet links can be automatically generated for virtual meetings.

• Past appointments and recurring events can also be synced.

4. Callbacks

The callback feature allows customers or leads to request callbacks via an external form or directly from the customer portal. Callback requests are assigned to staff for follow-up.

Steps to Manage Callbacks:

1. Navigate to Appointly > Callbacks.

2. Assign callback requests to specific staff members.

3. Add callback notes and update the status of each request.

4. Callbacks can be linked to clients or leads for tracking purposes.

5. Appointment Feedback and Ratings

After an appointment is marked as finished, the customer can provide feedback and rate the service received.

Features of Feedback:

• Request Feedback: Staff can request feedback from the client.

• Feedback Notifications: Live notifications for received or updated feedback.

• Feedback Rating: Clients can provide ratings and comments about the appointment experience.

6. External Forms and iFrame Embedding

Appointly allows you to embed appointment request forms on external websites using an iFrame. External leads or clients can request appointments or callbacks via these forms.

Key Features of External Forms:

• Customizable fields for gathering necessary information.

• Option to auto-approve or manually approve appointments.

• Forms can handle both appointment and callback requests.

• External forms support SMS and email notifications for new requests.

7. Email and SMS Notifications

Notifications are sent to clients and staff via email or SMS for appointment creation, updates, reminders, approvals, and cancellations.

Types of Notifications:

• Appointment Created: Sent to attendees upon creation.

• Appointment Reminder: Sent before the appointment starts (timing customizable).

• Appointment Approved/Cancelled: Notifications for approvals and cancellations.

• Callback Notifications: Sent when callbacks are requested or assigned.

You can customize notification templates, including adding merge fields (e.g., {appointment_google_meet_link} for Google Meet links) to emails and SMS.

8. Appointment Types and Custom Fields

You can create different appointment types (e.g., consultation, meeting) and use custom fields to collect specific information about each appointment.

Steps to Manage Appointment Types:

1. Navigate to Appointly > Settings > Appointment Types.

2. Create a new type or edit existing ones.

3. Link custom fields to appointment types for tailored information gathering.

9. Staff Permissions and Access Control

Appointly allows for granular control over who can view, edit, or manage appointments within the system.

Permission Settings Include:

• View Global: Staff can view all appointments.

• View Own: Staff can only view their appointments.

• Edit and Delete: Staff can edit or delete their appointments based on permissions.

Permissions can be configured in Staff Roles, ensuring each user has the appropriate level of access.

10. Live Push Notifications and Tracking

Real-time push notifications keep staff and clients updated on the status of their appointments, callbacks, and feedback.

Key Notifications:

• Appointment reminders.

• Appointment updates or cancellations.

• New callback requests and assignments.

• Feedback received from clients.

11. Google Meet Integration

Appointly integrates with Google Meet to create virtual meetings. When a meeting is scheduled, a Google Meet link can be automatically included in the appointment.

Steps to Enable Google Meet:

1. Create a new appointment and enable the Google Meet option.

2. Send the Google Meet link in the email notification to all attendees.

3. The meeting link will be visible in both the client and staff view of the appointment.

12. Reports and Export Options

You can generate and export reports on appointments in various formats, including PDF, Excel, and CSV. Custom fields and appointment details are included in the export based on your preferences.

Steps to Export Appointment Data:

1. Navigate to Appointly > Appointments.

2. Use filters to narrow down the data (e.g., Approved, Missed, Upcoming).

3. Click Export and choose the format (PDF, Excel, CSV).

13. Custom Email and SMS Templates

You can configure custom templates for all appointment-related notifications. Templates support HTML content via the TinyMCE editor and merge fields to personalize messages.

Steps to Customize Email/SMS Templates:

1. Navigate to Settings > Email Templates > Appointly.

2. Select the template (e.g., Appointment Approved, Reminder).

3. Edit the content and subject using merge fields like {appointment_subject}.

Save the template for use with all future appointments.