The Appointments Power Up enables you to add instant appointment booking options to easily schedule meetings, demonstrations, etc. With this, you can create a unique, customizable appointment booking site for each of your users and add buttons to signatures that would allow customers to book at their own convenience.
Please follow the steps listed below to incorporate Appointments into your email signature:
To add an Appointments Power Up to your email signature:
- Open the required signature template within the Signature Designer.
- From the left-hand side toolbox, within the Power Ups section expand the Meeting Booking option. Drag and drop the required block onto the signature/gridded background.
Example:
The Appointments window is displayed.
Follow these steps to define your Appointments:
- Within the Appointments window, click BROWSE to upload the company logo you wish to include on the Calendar page.
NOTES:
- It is optional to upload a company logo.
- Approved file extensions: .png, .jpeg, .gif
- Maximum file size: 150 Kibibyte (153,600 bytes)
- Maximum file dimensions: 2048 x 2048px - In the User email address, enter the email address of the user for whom the appointment needs to be created within your organization.
The first and last name of the user should match with the data synchronized with Exclaimer Cloud.
NOTES:
- The User email address option is only displayed if the logged-in user is not signed into Exclaimer Cloud with an account in their Azure AD.
- It is mandatory to enter a valid email address.
- The email address can only contain alphanumeric characters (a-z, 0-9). - In the Organization name, enter the organization subdomain URL.
NOTES:
- It is mandatory to enter the organization name.
- The organization name can only contain alphanumeric characters (a-z, 0-9) and no spaces. - In Booking Subdomain, enter your booking subdomain. To explain this further: when your organization enables the Appointments Power Up, a unique appointment booking site is created for each of your users. This site is hosted at a personalized domain, which is constructed according to the following convention:
https://{Booking subdomain}.exclaimer.me/{Booking ID}
- Booking subdomain is the value you enter into this field during setup.
- Booking ID is a value that will be automatically assigned by removing any special characters from your users’ usernames.
For example, if Karen Green from the Green organization enters 'greenorg' as the subdomain, and her email address is 'karen.green@greenorg.net', then her booking subdomain will be 'https://greenorg.exclaimer.me/karengreen'.
NOTES:
- It is mandatory to enter the Booking Subdomain.
- It auto-checks and removes any special characters or spaces and converts the text into lower case.
- When you enter a booking subdomain, a preview of the booking link will appear below automatically. Please note this is not a clickable link. - Click Enable.
You are prompted to sign in to Microsoft 365 as a Global Administrator (be sure that you are entering the credentials for the correct Microsoft 365 tenant):
- Once signed in, you are prompted to accept a permissions request. Click Accept:
- The process to enable your calendar booking will now start. This process can take some time to complete - this is indicated by a spinner.
Example:
- Once the process has been successfully completed, the Successful message is displayed.
Example:
- Click OK to proceed.
An Appointments - Invite Users window is displayed, prompting you to invite your team to activate their links.
(Please note this example window is for US users, therefore no region code is specified in the URL. For any other region, the appropriate region code will need to be specified. For more information, see How to check your region code.)
Please note that
- Click Send via Outlook to send an email to users prompting them to activate their link.
- Click Copy Invite Text to copy the sample text (in different languages) to invite the users to customize and activate their Appointment site.
- Click Done! I've invited my users if you have already sent the emails to the users. You will now be diverted back to the Appointments window.
Example:
- Select your booking options:
- Your Organization URL displays your Organization subdomain where all bookings from your organization reside.
- Include Button: By default, this is ticked. This will include a button within your signature with the text "Book a meeting with me" to allow recipients to book a meeting.
If required, you can untick the option; you can also edit the text.
- Include Text: By default, this is ticked. This will include the text within your signature, "View my availability and book instantly".
If required, you can untick the option; you can also edit the text. - Once you are happy with the changes made, click FINISH to proceed.
Your signature template will be updated with the Appointments option.
Example:
- Click SAVE CHANGES to save the changes made to the signature template.
To invite users to activate their booking site:
The Signature Appointments Power Up automatically provisions accounts for each of your users the first time it is added to a signature template. However, the appointment booking site for each user is created in inactive status to ensure that your users have a chance to set their availability and customize their booking site before any appointments are booked through the site.
You, as an Administrator, will need to notify the users for whom you’d like to activate an appointment booking site.
Within the Appointments - Invite Users window, click Send via Outlook to send an email to users prompting them to activate their link.
(Please note this example window is for US users, therefore no region code is specified in the URL)
Click Copy Invite Text to copy the sample text you can use to invite the users to customize and activate the Appointment site - please ensure you update the region code (in the URL) you send to the users (region code is the two-character code representing the region where your instance is hosted. For more information, see How to check your region code)
This is an English sample text:
Subject: You're invited to the new [Organization Name] booking system
Body:
Congratulations! You now have your own personal appointment booking site!
We're using an online service from Exclaimer that will allow you to offer appointment booking through your email signature. You can also share your booking site directly with anyone you like.
We're also giving you a quick link to set your availability and update what information will show on your booking site. You should be automatically signed in using your Office 365 credentials.
Retrieve your personal booking URL and set your availability:
https://mysite.{region code}.exclaimer.me
Please let us know if you have any questions at all!
To view the sample text in different languages, see this.
Once the user clicks on the link - they will automatically be authenticated using Microsoft 365.
Once you have added the Appointments option within your signature and the Administrator has sent you the URL, you can customize and activate your booking site.
Follow these steps to customize and activate your booking site:
- Launch the Personal Booking URL you (logged-in user) received in your email.
You are prompted to sign in to Microsoft 365 as a Global Administrator (be sure that you are entering the credentials for the correct Microsoft 365 tenant you used when creating the signature).
Example:
The Booking Site screen is displayed.
Example:
By default, the booking is inactive.
As required, - In Booking Page Title, edit the title that will appear at the top of your booking page.
- In Booking Page Description, edit the description that will appear at the top of your booking page.
- In Meeting Duration, set how long you would like your appointment time slots.
The different options are 20, 30, and 60 minutes.
Now, set your profile. This means you can change the way your name is displayed on the site and set additional contact information (such as an address, telephone number, personal URL) to be displayed. - From the left-hand side, click My Profile.
Example:
- In Resource Name, enter the user's name for whom the appointment is to be set.
- In Resource Phone Number, enter the required phone number of the user.
- In Resource URL, enter the URL.
- In Video Call Link, for Microsoft users, a unique Teams meeting will automatically be created for each new appointment booked. If you prefer to use a different call service, please enter your personal call link in this field. When this field has a value, the video call link will be added to the calendar events instead of the Microsoft Teams link.
Now, set your availability. This means you can set your availability for appointments by creating a weekly recurring schedule of windows. Appointment slots are created within these windows according to the meeting duration. - From the left-hand side, click Availability.
Example:
- Currently, Connected Calendars displays the (logged in) user's calendar that will be connected to the Appointments option within the signature.
- If required, click the sync icon (
) to manually resync the displayed calendar with Exclaimer Cloud.
NOTE: By default, all calendars are synced when they are initially connected and whenever new events are created. - In Timezone, enter the timezone for your availability.
NOTE: This option cannot be left blank. - In Availability Windows, you can select which days and times you are available for the appointment.
- From the WEEKDAYS drop-down list, select the required day you are available for an appointment.
- Select the time duration you are available (within the selected day).
The selected day and time slots are displayed next to the option.
- Click ADD AVAILABILITY WINDOWS, to add another available slot to your appointment list.
- If required, click
(cross) next to the available slot you wish to remove. If you wish to remove all available slots, click REMOVE ALL AVAILABILITY WINDOWS.
Once you are happy with the changes you have made, you need to enable your booking. - From the left-hand side, click Booking Site, then slide the bar to activate your appointment booking.
Once you have activated the appointment booking, the link will appear, within your email signature, when you draft an email.
Make sure you click SAVE to save your changes.
When you send an email with the Appointment Booking link, and the recipient clicks on it, the Booking site screen is displayed for them.
Follow these steps to view the booking details in your calendar:
Within the Booking site, the recipient can see your availability according to the options you set.
- The recipient selects the date and time as per convenience.
Example:
- The recipient clicks Continue to set a meeting with you.
- The recipient fills in their contact details and then clicks Continue to proceed.
Example:
- The recipient reviews the appointment details and then clicks Continue to book the appointment.
Example:
- A confirmation message is displayed, prompting that the appointment has been successfully booked.
Example:
All details from the booking form are included in your calendar event, including the Teams meeting.
The appointment is also added to the appointment booker's calendar. The appointment booker and yourself will receive reminder emails near the appointment time.