Managing Appointments In Conversations

Keeping track of appointments is crucial for effective customer relationship management. Users can now manage appointment activities directly within the Conversations module, making it easier to view and update details of canceled appointments and identify deleted ones seamlessly.

Use Cases for Appointment Management Features

Canceled Appointments

• Customer Follow-Up: Easily access canceled appointments to follow up with customers and reschedule if necessary. This ensures that no opportunity is missed and helps maintain good customer service.
• Data Accuracy: Update details of canceled appointments directly from the Conversations module to keep records accurate and up-to-date without switching between different sections.

Deleted Appointments

• Audit Trail: Maintain a clear record of all appointments, including those that have been deleted, to ensure an accurate audit trail. This helps in reviewing past interactions and understanding customer history.
• Error Correction: Identify deleted appointments quickly to address any potential errors or misunderstandings. Viewing details of deleted appointments can help in resolving issues that might arise from accidental deletions.

How to Use

Viewing and Updating Canceled Appointments

1. Access Conversations Module:
   • Navigate to the Conversations module in your dashboard.
2. Locate Canceled Appointments:
   • Look for activities labeled as canceled appointments within the conversation thread.
3. View Appointment Details:
   • Click on the "View Appointment" button associated with the canceled appointment activity.

• This will open a detailed view where you can review and update appointment information as needed.

Viewing Deleted Appointments

1. Access Conversations Module:
   • Navigate to the Conversations module in your dashboard.
2. Identify Deleted Appointments:
   • Find activities with the title "Appointment Deleted" within the conversation thread.

1. View Appointment Details:
   • Click on the activity to view the details of the deleted appointment.
   • Note that while you can view the details, editing is not possible for deleted appointments.

Add Notes Per Appointment

Appointment-related Notes are also accessible through the Conversations > Notes Tab and are also visible within the Appointment Modal, ensuring information is centralized for better coordination.

To use, simply go to the Appointment Modal, navigate to the Notes tab, add your note, and save. These notes can be viewed, edited, and deleted.

Notes added via two-way sync from third-party calendars (such as Google or Outlook) will automatically appear in the system. Additionally, responses from bookers in the "Additional Information" field of the default booking form are displayed in the appointment notes section for quick and easy access.

Benefits

• Improved Accessibility: Easily access and manage appointment details directly from the Conversations module without navigating to different sections.
• Enhanced Organization: Clear labeling and quick access to appointment statuses improve workflow efficiency and customer management.
• Comprehensive Overview: Provides a holistic view of all appointment-related activities within the conversation, reducing the need for additional searches.

FAQ

How can I view canceled appointments?

1. Navigate to the Conversations module in your dashboard.
2. Locate activities labeled as canceled appointments within the conversation thread.
3. Click on the "View Appointment" button associated with the canceled appointment activity to review and update appointment details.

How do I access details for deleted appointments?

1. Go to the Conversations module in your dashboard.
2. Identify activities with the title "Appointment Deleted" within the conversation thread.
3. Click on the activity to view the details of the deleted appointment. Note that editing is not possible for deleted appointments.

What are the benefits of the new appointment management features?

• Improved Accessibility: Manage and access appointment details directly from the Conversations module without needing to navigate to other sections.
• Enhanced Organization: Clear labeling and easy access to appointment statuses improve workflow efficiency and customer management.
• Comprehensive Overview: Provides a holistic view of all appointment-related activities within the conversation, reducing the need for additional searches.

How can I use canceled appointments for customer follow-up? Access canceled appointments through the Conversations module to follow up with customers and reschedule appointments if necessary, ensuring that no opportunity is missed and maintaining good customer service.

How does viewing deleted appointments help with data accuracy? Viewing deleted appointments helps maintain an accurate audit trail and allows you to address any potential errors or misunderstandings that may arise from accidental deletions.

Can I update details of deleted appointments? No, while you can view the details of deleted appointments, editing is not possible for these records.

What should I do if I need to correct an error related to a deleted appointment? Identify and review the details of the deleted appointment to understand the error or misunderstanding, and take appropriate steps to resolve any issues that may have resulted from the deletion.