Staff Member selection in Round Robin Calendars
The "Staff Member Selection" feature significantly enhances your booking system, specifically designed to increase the flexibility and personalization of your service offerings.
Primarily, it operates within the framework of the Round Robin calendar system in conjunction with the Neo widget type. When this feature is enabled, a dropdown menu appears on the booking widget, which lists all the team members who are part of that particular Round Robin calendar.
This opens up a new layer of choice for the end users, the appointees. They can now select a specific staff member while scheduling an appointment, thus allowing them to choose who they wish to interact with during their appointment.
This feature has been carefully designed to accommodate scenarios where a selected staff member may be unavailable. In such instances, a message will be displayed to the user indicating the unavailability and suggesting the following available slots.
What are some notable benefits of this feature?
Here are some practical benefits of the "Staff Member Selection" feature:
Increased Customer Satisfaction: By allowing clients to choose their preferred staff member, you're providing a more personalized and comfortable experience, which can lead to higher customer satisfaction.
Better Customer Retention: Customers are more likely to return if they had a positive experience with a particular staff member. This feature makes it easy for customers to rebook with their preferred staff member, improving customer loyalty and retention.
Improved Business Reputation: Offering such a feature can position your business as customer-centric and responsive to customer needs, enhancing your reputation in the market.
Click "Settings"
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Click "Calendars"
Go to the Calendars option in Settings.
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Click here
Click on the three dots for the desired calendar.
If you are creating a new Calendar, Please Make sure to choose the Round Robin Booking Type. Add all the users whom you need to be made available for that calendar.
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Click "Edit"
Click on the Edit option.
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In the Team and Event Settings Tab, Toggle this on
Toggle on the "Allow staff selection during booking" option.
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Make sure that the widget type is set to NEO
Select the Neo option in Widget Type. The Classic Option is not compatible with this feature at the moment.
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Click "Save"
Save the changes.
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Click "Close" if other Calendar settings are set per your needs.
Close the window.
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Click here
Click on the desired calendar.
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Click "Copy Scheduling Link"
Click on the Copy Scheduling Link option.
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Open up the Booking widget using the scheduling link. You will see a dropdown to choose a user.
Users will be displayed here based on whom you added and set as available in that particular calendar.
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Click any user with who you want the appointment to be booked with
Select the employee's name from the list.
How does Rescheduling work with this feature?
Here's how the "Staff Member Selection" feature works when rescheduling appointments in three scenarios.
Rescheduling from the Contact's Appointments Tab Internally:
- Go to the contact's appointments tab.
Find the appointment that must be rescheduled and click the "Edit" button.
- You'll see an option to select a different team member for the appointment. Click on the dropdown menu and choose the new staff member to whom you want to assign the appointment.
- Once you've selected the new staff member, save the changes. The appointment will now be reassigned to the chosen staff member.
Rescheduling from the Appointments Tab in the Calendars Menu:
- Navigate to the Calendars Menu in the Sidebar and click the Appointments tab.
- Find the appointment that needs rescheduled and click on it to edit.
- Like the previous method, you can select a different team member for the appointment. Use the dropdown menu to choose the new staff member.
After selecting the new staff member, make sure to save the changes. The appointment will be reassigned to the chosen staff member.
Client Rescheduling on Their End:
Your client will receive a reschedule link when they book an appointment.
- If they need to reschedule, they can click on this link. This will take them to the booking widget, where they'll see the option to select a different staff member for their appointment.
They can then choose a new staff member from the dropdown menu and select a new date and time per the desired staff member's availability.
After making these selections, they can confirm the Rescheduling. The appointment will now be rescheduled with the new staff member.
FAQs
Q: What happens if a staff member leaves our organization or is temporarily unavailable? How does this feature handle such scenarios?
A: When a staff member leaves your organization or is temporarily unavailable, you can remove them from the Round Robin calendar. They will no longer appear in the dropdown menu on the booking widget, and clients won't be able to select them for appointments.
Q: Can I limit the number of appointments a staff member can have daily, even if they are selected more frequently?
A: You can set the maximum number of appointments a staff member can handle daily in their Calendar by blocking out their time. Once this limit is reached, they won't be available for selection, even if a client prefers them.
Q: How does the system handle holidays or off days for individual staff members?
A: Each staff member's availability in the booking widget reflects their schedule. If a staff member is unavailable due to a holiday or off day, they won't be available for selection on the widget for those dates.
Q: Can we enable or disable this feature for specific time slots or services?
A: As of now, this feature applies to all appointments in a Round Robin calendar. We're constantly working to enhance our features, so stay tuned for any updates regarding more granular control.
Q: Can clients see the expertise or skills of each staff member before making their selection?
A: Currently, the booking widget displays the names of the staff members available for selection. If you want to provide more information about each staff member's expertise or skills, we recommend including this information in the service description or on your website. Then Embed the Calendar on your website.