With your Google Calendar integration, you can choose to allow your clients to choose the date and time for their shoot. This means that when your clients are placing an order, they will be prompted to choose a date and then a specific time for their shoot. This will allow them to see your full availability and schedule a time that works great for both of you.
How to set up Clients Choose Date and Time mode
Click the steps below for a detailed walk-through:
Step 1: Click Accounts Tab
Step 2: Click App Integration tab
Step 3: Choose "Clients Choose Date and Time"
Step 4: Choose timeframe for Next Appointment Offered
Step 5: Choose Maximum Number of Appointments per day
Step 6: Choose maximum Hours of Work per day
Step 7: Choose Appointment Start interval
Step 8: Choose Drive Time Allowance
Step 9: Set Maximum Drive Time
Step 10: Set 'Client Scheduling Rules' option
Step 11: Select day and time availability
Step 12: Select day and time availability
Step-by-step:
Step 1: Click the Accounts tab at the top of the page.
Step 2: Click the App Integration tab on the left-hand side.
Step 3: In the Appointment Mode drop-down menu, select "Clients Choose Date and Time". Note: if you have not integrated your Google Calendar yet, click here for step-by-step instructions.
Step 4: Select when you would like the next appointment to be offered when a client is scheduling. This can be anywhere from Tomorrow to 10 Days Out.
Step 5: Select the maximum number of appointments that you would like to take in 1 day. This can be from 1-10 or no limit.
Step 6: Select your maximum hours of work per day that you would like. This can be from 1-10 hours or no limit.
Step 7: Select your Appointment Start Interval. This means how often you want to offer appointments. For example, if you want to allow clients to choose 9am, 9:30am, 10am, etc; then you will set the interval to 30 minutes.
Step 8: Select the Extra Drive Time allowance for driving between photoshoots. This is especially helpful to have if you live/work in a high-traffic area.
Step 9: In the Maximum Drive Time drop-down choose the max amount of time that you would like to allow for drive time between appointments. Setting a Maximum Drive Time will give you appointments with minimal travel time between them, potentially preventing you from driving from one edge of your Service Area to the opposite end between two appointments giving you a much more efficient use of your time!
Note: we do not count drive time from your home for the first appointment of the day. This will only apply to appointment to appointment drive time. However, if you have a personal appointment on your calendar with an address in the location, we will follow the maximum drive time rule from that personal appointment to the next photoshoot time offered.
Step 10: Next, click the 'Client Scheduling Rules' drop-down and make your selection. You will see the three different scheduling rule options that will control what appointment time options the client will see when booking their photoshoot.
Any Available: Show all appointment times that meet travel and other scheduling rules. This offers the most flexibility to your clients.
Maximum Appointments: Best for photographers who typically book full days. This mode hides appointment times that would create gaps too small to book another appointment. This mode will take into account other scheduled shoots, as well as, existing personal appointments on your calendar with an address in the location. Using the additional 'Most Common Appointment Length' and 'Most Common Drive Time' drop-down settings, you can control the appointment size gap that you want to maintain.
Note: When the day is not full, larger gaps may still occur. Additionally, any rescheduled or cancelled appointments can still cause you to have a larger than normal gap.
Only Back-to-Back: Only show time slots that fall directly before or after an existing appointment. If no appointments are yet scheduled for the day, all qualifying time slots will be shown. This mode will take into account existing personal appointments on your calendar with an address in the location.
Note: if nothing is currently scheduled for the day, all appointment times will display. Additionally, any rescheduled or cancelled appointments can still cause you to have a larger than normal gap.
Step 11: Then, select the days of the week that you want for availability. You will also need to choose available times for appointments. This can be done by moving the sliders on each day. Note: If you want to ensure you have breaks in the day, you can add time sections by clicking the "+" button to the right of each day.
Step 12: If needed, you can change the scheduling message that appears for clients when they are placing an order. By default, the message is "Please Call to Schedule".
For any additional questions, our Support team is ready to help you!
Phone/Text:- 509-515-3338
Email: Support@HDPhotoHub.com