🎖️How to Create Appointment Scheduling Calendars

Discover our practical guide to optimizing your time management and creating effective appointment scheduling calendars.

Step 1: Access the Calendar Section

Once logged into the Centiva CRM application, you will be directed to the dashboard. In the left menu, navigate to the calendar page by clicking on "Calendars."

Step 2 : Calendar Setup

On the calendar page, click on the "Calendar Settings" tab at the top left;

Then click the "Create a Calendar" button to create a new calendar.

Select the desired calendar type: 

1. Service Calendar 
   1. Description: Allows you to manage your appointments and services in an organized manner, including scheduling property viewings, client meetings, consultations, etc.
   2. Scenarios: Helps structure your schedule by defining specific time slots for each type of service offered.
   3. Benefits: Offers an optimized client experience by enabling easy and transparent appointment scheduling.
2. Unassigned Booking
   1. Description: Allows clients to book an appointment with the first available real estate agent in the agency.
   2. Scenarios: Useful for unexpected events where a client needs to meet an agent without a specific preference.
   3. Benefits: Optimizes your availability by ensuring clients are served quickly without waiting for specific availability.
3. Rotational Booking
   
   1. Description: Rotates appointments among available agents to balance the workload and maximize efficiency.
   2. Scenarios: Ideal for peak periods where multiple property viewings are scheduled simultaneously.
   3. Benefits: Ensures fair distribution of tasks and efficient management of appointments among team members.
4.  Class booking
   1. Description: Allows a client to book a specific meeting or consultation with a particular real estate agent.
   2. Scenarios: Useful for clients who have an established relationship with a specific agent or who have specific needs requiring particular expertise.
   3. Benefits: Facilitates direct appointment booking with a preferred agent, strengthening the client-agent relationship.

5. Group Booking

1. 1. Description: Allows multiple clients to book time slots simultaneously with several real estate agents.
   2. Scenarios: Ideal for sales meetings, simultaneous technical support for multiple clients, or group consultation sessions.
   3. Benefits: Optimizes efficiency by allowing multiple clients to be served at the same time, reducing wait times and increasing overall team productivity.

Step 3 : Fill in Calendar Details

Once the calendar type is selected, fill in the calendar details (for a Service Calendar):

1. Calendar Details 
   1. Calendar logo
   2. Calendar Name: Clearly define the type of service you offer. For example: "Real Estate Consultation," "Property Viewing," "Property Evaluation," etc.
   3. Description: Add a detailed description of the service to inform clients about what to expect when booking this particular service.
   4. Group: This feature allows you to add categories to organize your different services, helping to structure and classify them for better organization.
   5. Team Members: Specify the members of your team or professionals assigned to this specific service. 
   6. Colors: Customize the color associated with this service for easy visual identification in your calendar.
2. Availability
   
   1. Availability Hours: Set the days and times during which this service is available. You can define recurring weekly hours or specific hours for each day.
   2. Interval Between Appointments: Configure the minimum time required between two appointments to allow for preparation or transition between clients.
   3. Duration: Specify the approximate duration of the service. For example, a consultation might last 30 minutes, while a property viewing could take 1 hour.
3. Forms and Payment

   1. This option will not be necessary for your practice.

4. Notifications and Additional Options
   1. Notifications: Set up automatic notifications to inform clients of their upcoming appointments and send reminders before the appointment date.
   2. Additional Options: Add features such as allowing clients to modify or cancel their appointments online, according to your booking policies.
5. Customization
   
   1. Branding: Customize the calendar with your brand colors to provide a consistent experience for your clients.
   2. Personalized Messages: Add personalized messages to welcome clients or provide specific instructions before their appointment.
6. Rooms and Equipment

1. 1. Room Assignment: If you have specific rooms or locations for your services, assign them to each type of appointment.
   2. Required Equipment: Specify the equipment or resources needed for each service (e.g., a tablet for electronic signatures during a consultation).

Stept 4 : Save the Calendar

Once all details are entered, click the "Save" button.

Step 5: Verify and Manage Appointments

• Verification: After saving the calendar, ensure that it appears correctly in your list of calendars.

Step 6: Manage Appointments

• Receiving and Confirming Appointments: Regularly check your calendar to view scheduled appointments. Confirm appointments and communicate with clients as needed.
• Using Notifications: Set up notifications to be alerted of new appointments, cancellations, etc.