The appointments calendar
Main menu > appointments calendar > appointments calendar
The Appointments Calendar is concerned with external appointments, therefore providing an overview of all booked service tours, orientation appointments and parent meetings. Updated in real-time, the calendar schedule can be viewed daily, weekly, or monthly.
Unlike the My Tasks Calendar, the Appointments Calendar is service-wide, not specific to individual users’ calendars. Due to this, any meeting booked into the Appointments Calendar will appear greyed-out for all Vacancy.care users, ensuring no other meetings are accidentally booked simultaneously.
**TIP: Other meetings can be booked into the Appointments calendar, by Vacancy.care users, within the same or an overlapping timeslot. A warning message will alert the user and they can choose to book another timeslot, or alternatively, override the warning. We trust you know your business best and can schedule meetings that may overlap, but perhaps require different team members to be present.
Families booking a service tour will only have access to book a free timeslot. They won’t see your other appointments, just “unavailable” periods on the calendar.
From within the calendar - add new appointments (via the + Appointments tab in the top-right) or block-out unavailable periods, like public holidays (via the + Unavailable tab in the top-right).
Calendar availability
Set your service’s availability so families booking a tour have some limitations. Access in two ways -
Set calendar availability - from the top left corner within the Appointments Calendar, or, via Main menu > Appointments calendar > Availability settings.
Setting hours and unavailable periods
For individual days that your service accepts tour bookings, set the hours that work best on that day eg/ 2pm-6pm Mon-Wed, 10am-5pm Thur-Fri.
During this time you can also allocate breaks - perhaps during rest time - when tour bookings won’t be accepted.
Tour bookings link
Website links are available from within Vacancy.care that can be emailed to families. Code can also be accessed to embed a tour link onto service website. Both accessed via Main menu > Appointments calendar > Website Links.
Appointments calendar link
The link allowing families to access the Appointments Calendar, and therefore book a tour online, can be copy-pasted and sent via your service email.
Tour booking button
The code to embed a Tour Booking button into your service website is also accessible within website links. Ask your developer or tech team to add this button to your website, or contact us and we can assist you.
Once a tour is booked
Once a tour is booked online via the appointments calendar (or manually through Vacancy.care) reminders and follow-up emails will be sent automatically. Service tour bookings, orientation appointments and the entire offer-and-acceptance process can be followed through from within Vacancy.care. Read more about this in Vacancy.care automation flows.