Calendars – Scheduling Appointments and Adding Customers

How to Schedule Appointments and Add Customers through Your Linked Google Calendars

Learn how to schedule appointments through your Linked Google Calendars and have reminders go out automatically. You can also click on the link below for a Video Tutorial on the subject.

Tutorial 4 : Scheduling Reminders Though Linked Google Calendars

 

Once you have added at least one linked calendar to through the website, you may immediately start using it to send your reminder calls, texts, or emails.

You may use your linked Calendars to Create Appointments and Add Customers. *You may also do this through the website or through import files.

We recommend uploading your Contact List to our site and then using your Calendars to schedule appointments. However, you may also add Customers on-the-fly with “Calendar Tags” as you schedule Appointments through your Calendar. You can also use a combination of both methods.

Method #1: Sending Reminders to Customers who are already in your Customer List

To determine who to send reminders to, we look at the Event Title and the Event Description. If you have uploaded your contact list to our site then we are able to send reminders based solely on whether we find a First and Last name that matches a customer in your contact list.

In the example below, since the Customer “Mark Twain” already exists in the contact list, the only thing we need to do in order to send a reminder is to make sure that we add the name “Mark Twain” in the event title which we have done.

 

Method #2: Using “Calendar Tags” in the event title or event description

A “Calendar Tag” is simply some keywords that are added between the triangular brackets “<” and “>” and must exist in your calendars event title or description.  You can have other text in the title or description as well.  We only read the text between the brackets.

Example #1 : The minimal amount of info we need!

<Mark Johnson 3031234567>
At a minimum, we need First Name+Last Name+Phone Number. It will add a customer named Mark Johnson into your customer list, set his Primary Phone Number as 3031234567, and send him a your default reminder (set up in the “Reminder Types” page).

Example #2 : Sending a “Text Message” reminder

If it finds the following in the Event Description
<Text Mark Johnson 3031234567>
It will add a customer named Mark Johnson into your customer list, set his Primary Phone Number as 3031234567, set his default reminder preference to TEXT and send him a Text reminder. Important! If you use this method you can only have 1 text reminder type set up in the “Reminder Types” page. Otherwise, the system will not know which text message to send out.

Example #3 : Sending a “Phone Call” reminder

If it finds the following in the Event Description
<Call Mark Johnson 3031234567>
It will add a customer named Mark Johnson into your customer list, set his Primary Phone Number as 3031234567, set his default reminder preference to CALL and send him a Call reminder. Important! If you use this method you can only have 1 call reminder type set up in the “Reminder Types” page. Otherwise, the system will not know which call to send out.

Example #4 : Sending a “Email” reminder

If it finds the following in the Event Description
<Email Mark Johnson 3031234567 markjohnson@yahoo.com>
It will add a customer named Mark Johnson into your customer list, set his Primary Phone Number as 3031234567, set his default reminder preference to EMAIL, set his email address to markjohnson@yahoo.com and send him an Email reminder. Important! If you use this method you can only have 1 email reminder type set up in the “Reminder Types” page. Otherwise, the system will not know which email to send out.

Example #5 : Tell the system which “Reminder Type” to send out with “RemID=”

If it finds the following in the Event Description
<Mark Johnson 3031234567 RemID=17>
It will add a customer named Mark Johnson into your customer list, set his Primary Phone Number as 3031234567 and send him an reminder where the reminder type id is 17. You can locate the Reminder Type ID on the “Reminder Types” page. You can also use the “Reminder Description” in place of the Reminder Type ID.  This would read something like <Mark Johnson 3031234567 RemID=”My Reminder Type”>. Please note the quotes around “My Reminder Type”.

Example #6 : Passing in Custom Fields.

Custom Fields are parameters that can be passed in specific to a reminder such as a balance due or a room number.

CustomField1= If it finds this TAG it will send whatever you have here (must be in double quotes e.g. CustomField1=”Your balance is $20″)
CustomField2= If it finds this TAG it will send whatever you have here (must be in double quotes e.g. CustomField2=”Your balance is $20″)
CustomField3= If it finds this TAG it will send whatever you have here (must be in double quotes e.g. CustomField3=”Your balance is $20″)
YOU MUST HAVE CUSTOM FIELDS IN YOUR REMINDER TYPE IN ORDER TO USE THEM

Example 2 Below shows how to schedule an appointment through Google Calendar and add a TAG to allow the customer to be added.

Combining Title and Tags
If you already have a customer in your contacts that matches a name in the title or description of your linked calendars event and you want to specify the reminder type (instead of using their default type) then you may add their name to the title of the event and specify the reminder type in a tag like <RemId=17>.

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