Appointment Scheduler Setup for Office 365 Business Calendars

Please follow the steps below to sync your Outlook Web App for Office 365 Small Business Calendar with the CountingWorks Pro Online Appointment Calendar.

STEP 1 - Open up a browser tab and navigate to Outlook online and log in.

1. Once logged in, click on the settings gear located in the top right corner of the screen.

2. Click on View all Outlook settings at the bottom of the right side.

3. Click on Calendar > shared calendars > publish a calendar > Can view when I’m busy > Publish

4. Copy the ICS URL

STEP 2. Paste your iCal link into the Portal

Login to your CountingWorks Pro Platform at https://portal.countingworkspro.com/login

Go to > Appointments > Preferences > Paste iCal link you just created and copied to your clipboard Into the Microsoft Sync field.

STEP 3. Set up your CountingWorks Pro Appointment Preferences

Under Appointments complete the following:

• Select your preferred Communication Types: Phone Call, In Person or Video Chat

• Add Your Hours of Operation

• In Appointment Slots add your services and time allocated to those services.

• In the Communication section review your Appointment Confirmation Message. This will be sent to the client via email when a meeting has been confirmed. Edit your appointment confirmation message or leave as is. Leave the bracketed words exactly as shown if you would like to auto-populate this information.

• In Reminders select your Reminder Preferences: Email, Text or Phone. Drag the options to set your preference for reminder types. The top option will be your default reminder type, and the others will be used if your default reminder type cannot be sent.

• Next Review your Appointment Reminder Messages

  Phone Reminder Message - This reminder message will be sent to the client via the telephone based upon the lead time you have set under Reminder Preferences. Edit your reminder message or leave as is. Leave the bracketed words exactly as shown if you would like to auto-populate this information.
  
  Voice Gender – Select a male or female voice for reminders sent via telephone.

  Text Reminder Message - This reminder message will be sent to the client via text based upon the lead time you have set under Reminder Preferences. Edit your reminder message or leave as is. Leave the bracketed words exactly as shown if you would like to auto-populate this information. Note there is a 140 character limit.

  Email Reminder Message - This reminder message will be sent to the client via email based upon the lead time you have set under Reminder Preferences. Edit your reminder message or leave as is. Leave the bracketed words exactly as shown if you would like to auto-populate this information.

Your Set Up is Complete
Once the calendar has synced with the CountingWorks Pro online appointments calendar, the calendar will immediately identify when you're busy. Any appointments made through the online appointment calendar will be sent by email to your Outlook account for approval. These emails will need to be both confirmed and saved to the calendar. Once you confirm an appointment and save it to the calendar, the client will receive an email confirmation.

For Multiple Preparers – You can set up additional online appointment calendars for multiple preparers within your office.

On the top right under the settings tab, scroll down to Staff and click on the staff members name. Next complete each of the set up screens including services, hours and the iCal link. Note each preparer must have their own calendar and unique private iCal link.

Please feel free email help@countingworkspro.com if you need assistance setting up the online appointments.