Please contact ClientWhys to activate the Online Appointment Reminder system in your account. We utilize Google Calendar and Gmail to sync with our Online Appointment Calendar. You will need to follow the set up instructions below or provide us with your Google user name and password and we can set it up for you.
Getting Started
The Reminder system allows you to accommodate office tasks like appointment setting and reminders. This will lower your administration costs and improve the efficiencies in your office.
To set up, follow the steps below:
STEP 1. Set up a Google Calendar account at www.google.com/calendar/.
Note you must use the default calendar, not a shared calendar. Your default calendar is always your primary calendar (the one at the top of "My Calendars").
-
Click the three dots next to your name under My Calendars.
-
Select Settings and Sharings
-
Scroll down to Access Permissions and flag the boxes next to Make this Calendar Public and see only my Free/Busy (hide details).
STEP 2. Set Up the Secret Address in ICAL Format
-
Scroll down to Integrate Calendar
-
Go to Secret Address in ICAL Format and copy the URL. Note if you do not show a Secret Address, please contact our help desk for further instruction.
Next -
-
Login to your ClientWhys admin at portal.clientwhys.com
-
Click on the gear settings icon located to the right of your business name.
-
Click on Reminders
-
Click on Google Calendar Link
-
Paste the Secret iCal code from your Google Calendar into the Clientwhys Google Calendar Link in the Reminders Setup.
-
Click Update
It may take up to 2 hours for the initial sync so please be patient.
STEP 3. Set up your ClientWhys Appointment Reminder Preferences
-
Login to your ClientWhys admin at portal.clientwhys.com
-
Click on the gear settings icon located to the right of your business name.
Click on Reminders and set up the following -
-
Services - Add your services and time allocated to those services.
-
Hours – Enter your hours of operation
-
Reminder Preferences - Use the dropdowns to set the number of days before the appointment that the reminders should be sent.
-
Reminder Voice Gender – Select a male or female voice for reminders sent via telephone.
-
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.
-
Email Reminder Subject – Enter your custom email subject line here.
-
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.
-
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.
-
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.
Your Set Up is Complete
Once the Google Calendar has synced with the ClientWhys 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 Gmail account for approval. These emails will need to be both confirmed and saved to the Google calendar. Once you confirm an appointment and save it to the Google 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.
Under the gear settings tab select Users and Access Levels and add the preparer. Next complete each of the set up screens including services, hours and the Google iCal link. Note each preparer must have their own Google Calendar and unique private iCal link.
Please feel free email help@countingworkspro.com if you need assistance setting up the online appointments. We will need you to provide your Google user name and password.