Many coaches use Calendly. Not surprising, because it is a fantastic tool to let your coachees, customers and clients schedule an appointment themselves, at a time that suits you. An integration of Calendly within Trackler was the original plan. Only then the possibilities turned out to be limited, due to 1 free appointment type.
We believe that everything should be possible within Trackler, so there was no other option than to build it ourselves. So was born: Schedulers.
What are Schedulers in Trackler?
Schedulers works together with Calendar and ensures that your Trackee can schedule an appointment that fits your availability.
Calendar links
Link your Trackler calendar with Google Calendar or Outlook.
Step 1: link calendar (optional, but recommended)
The agenda as you may be used to it is a thing of the past. You will now see a real Calendar. You first have to link this to your agenda.
Go to your settings > links
Link your desired calendars by checking or unchecking the boxes
The result is an agenda as you know it. All your appointments have been imported. well done!
Now it's time to create a Scheduler.
Step 2: Create Schedulers
Click on 'Schedulers' at the top right of the agenda and you will see the overview of appointment types.
Here you can create a new Scheduler. An appointment type. Think of:
Short coaching session
Long coaching session
Intake interview
...
Picture 1:
Choose an emoji, a title for your event and the location
Write additional information below, which will also appear with the appointment in your Trackler and/or linked Calendar.
Picture 2:
Choose when the appointment should apply. Up to x number of days in the future, within a certain range, indefinitely or on certain dates.
Choose the duration of the appointment
Indicate how much space must remain available before and after the appointment, such as preparation or paperwork afterwards.
Choose whether the appointments should start on round hours, half hours, quarter hours,....
Picture 3:
Select which days and hours you want to be available to be booked in.
Overrule a date positively
The function is basically that you can change the availability for certain dates. For example, Wednesday 11 January only the afternoon, while normally Wednesday is completely open. However, you can also set everything to unavailable in the weekly schedule and then overrule a date by making it available.
Please note, dates never override your linked calendar. The agenda link is separate from Schedulers. The link fills the Trackler calendar. The Scheduler then only looks at the Trackler calendar.
Overrule a date negatively
If you do not want to open a certain date, you can do this by ticking the cross. This way, all the above data, except this one, will be available to your Trackee.
Customer journey
Ultimately, the coachee's journey will look like this:
External scheduler
You can add a Scheduler link to your website, so that people can automatically schedule an appointment.
Since you can schedule an appointment without creating a Trackler account, you have only made an appointment (and no Track).
If the call is going to take place online, you'll need to add a Meet/teams URL to that scheduler's calendar event description.
Or of course a phone number if you want it to take place by phone.
Once the conversation has ended and they want to start a journey, you can create a Track for them.
You can do this manually, or by sending them an invitation URL.
Private vs public
Sometimes you want to create a Scheduler for your own use, such as sales calls, etc. Then it is not necessary for a Trackee to see this Scheduler if he wants to make a new appointment via the Track.
Simply switch the toggle to private or public.
Track Leader settings
What a Trackee can see and book
Time zones
The times in the Scheduler itself are visible in the time zone of the person viewing/booking this Scheduler.
We have also noted Current Local Time Zone here, to make that clear.
It is now also stated in which time zone appointments take place in the Tracks and calendar.
You will also see this in the emails of the booked appointments.
The times within Trackler itself (the Trackler calendar) always show Amsterdam time.