📅 Schedule Management Guide

📊 Schedule Dashboard Overview

Your schedule dashboard provides a comprehensive view of all bookings across your business numbers, with AI-powered booking capabilities and manual scheduling tools.

📋 Understanding Your Schedule Metrics

• 🏢 Meetings: Scheduled appointments and consultations
• 📞 Callbacks: Scheduled return calls to customers
• 💰 Quotes: Quote appointments and pricing discussions
• 📊 This Week: Total new bookings for the current week
• ● AI-Powered: Indicates AI can automatically book appointments during calls

🤖 AI-Powered Booking System

Your AI assistant can automatically handle booking requests during phone calls, checking availability and scheduling appointments without human intervention.

🎯 How AI Bookings Work

1. Customer Requests Appointment: During a call, customer asks to schedule a meeting, callback, or quote
2. AI Checks Availability: AI accesses your calendar and checks available time slots
3. Proposes Options: AI offers suitable dates and times based on your availability
4. Confirms Booking: Once customer agrees, AI creates the appointment automatically
5. Sends Confirmation: AI can send SMS confirmation with booking details
6. Updates Calendar: Appointment appears in your schedule dashboard immediately

⚙️ Setting Up AI Booking Capabilities

📅 Calendar Integration

• Connect Your Calendar: Link Google Calendar, Outlook, or use built-in calendar
• Set Availability: Define working hours and available time slots
• Block Busy Times: Mark unavailable periods for personal time or existing commitments
• Buffer Times: Set time between appointments for travel or preparation

🤖 AI Configuration

• Booking Permissions: Define what types of appointments AI can schedule
• Time Restrictions: Set limits on how far in advance AI can book
• Customer Information: Configure what details AI should collect
• Confirmation Process: Set up automatic confirmations via SMS or email

📋 Booking Types Configuration

Configure different types of appointments your AI can schedule:

🏢 Meetings

• Duration: 30-120 minutes typically
• Purpose: Consultations, project discussions, initial meetings
• Location: Can be in-person, phone, or video calls
• Preparation: AI can ask for meeting agenda or specific requirements

📞 Callbacks

• Duration: 15-30 minutes usually
• Purpose: Follow-up calls, quote discussions, project updates
• Urgency: Can be same-day or scheduled for later
• Context: AI records reason for callback and customer preferences

💰 Quotes

• Duration: 45-90 minutes for site visits
• Purpose: Pricing discussions, site surveys, detailed estimates
• Requirements: AI collects project details and access requirements
• Preparation: Can schedule with specific tools or materials needed

➕ Manual Booking Management

While AI handles most bookings automatically, you can also manually create, edit, and manage appointments through the schedule interface.

📝 Creating Manual Bookings

1. Click "Add Booking": Use the prominent add booking button on your dashboard
2. Select Booking Type: Choose meeting, callback, or quote appointment
3. Enter Customer Details: Add name, phone number, and contact information
4. Choose Date & Time: Select from available slots or override for special cases
5. Add Notes & Requirements: Include project details, preparation notes, or special requests
6. Set Reminders: Configure automatic reminders for you and the customer
7. Save & Confirm: Create the appointment and send confirmations if needed

✏️ Editing Existing Bookings

• Click on Appointment: Select any booking from calendar or list view
• Update Details: Modify time, date, customer information, or notes
• Reschedule: Move to different time slot with automatic conflict checking
• Cancel/Reschedule: Handle cancellations with optional customer notifications
• Add Follow-ups: Create related appointments or callback reminders

📤 Export & Integration

Export your schedule data for external use:

• 📅 Calendar Export: Export to Google Calendar, Outlook, or iCal format
• 📊 Spreadsheet Export: Download as CSV or Excel for analysis
• 📧 Email Reports: Send schedule summaries to team members
• 🔗 API Access: Integrate with your existing business management systems

📋 Understanding Booking Types

Team Connect supports different appointment types, each optimized for specific business interactions and customer needs.

🏢 Meeting Appointments

Purpose: Face-to-face consultations, project planning, client presentations

⚙️ Meeting Configuration

• Duration Options: 30 min, 60 min, 90 min, 2+ hours
• Location Types: Your office, customer location, video call, phone
• Preparation Time: Buffer before/after for setup and notes
• Attendee Limits: Single customer or group meetings
• Required Information: Project details, budget range, timeline

📞 Callback Appointments

Purpose: Follow-up discussions, quote presentations, project updates

⚙️ Callback Configuration

• Response Times: Same day, next day, within week
• Priority Levels: Urgent, standard, low priority
• Context Capture: Reason for callback, customer preferences
• Number Preferences: Which phone number customer prefers
• Best Times: Customer's preferred calling times

💰 Quote Appointments

Purpose: Site surveys, detailed estimates, pricing discussions

⚙️ Quote Configuration

• Site Access: Keys, access codes, parking information
• Project Scope: Detailed requirements and expectations
• Measurement Needs: Areas to measure, technical specifications
• Timeline Discussion: When work could start and finish
• Decision Makers: Who needs to be present for approval

🎯 Custom Booking Types

Create specialized appointment types for your specific business needs:

• Maintenance Visits: Regular service appointments
• Emergency Calls: Urgent response appointments
• Training Sessions: Customer education meetings
• Delivery Appointments: Equipment or material delivery
• Inspection Visits: Quality checks and sign-offs

📅 Calendar Management System

View and manage all your appointments through an intuitive calendar interface with multiple viewing options and smart scheduling features.

📊 Calendar View Options

• 📅 Month View: Overview of entire month with appointment indicators
• 📋 Week View: Detailed weekly schedule with hourly time slots
• 📄 Day View: Detailed daily schedule with full appointment information
• 📊 List View: Chronological list of all upcoming appointments
• 🏢 Business View: Separate calendars for each business/phone number

🎨 Calendar Features

• Color Coding: Different colors for meetings, callbacks, and quotes
• Drag & Drop: Move appointments between time slots easily
• Quick Add: Click any time slot to create new appointment
• Conflict Detection: Automatic warning for overlapping bookings
• Time Zone Support: Handle appointments across different time zones
• Recurring Events: Set up weekly/monthly recurring appointments

👥 Customer & Appointment Management

Track customer information, appointment history, and manage ongoing relationships through the integrated customer management system.

🔍 Search & Filter Options

• 📝 Text Search: Find appointments by customer name, phone number, or notes
• 📊 Status Filter: View confirmed, pending, completed, or cancelled appointments
• 📋 Type Filter: Filter by meetings, callbacks, quotes, or custom types
• 📅 Date Range: Show appointments for specific time periods
• 👤 Customer History: View all appointments for a specific customer

📊 Appointment Information

Each appointment record includes comprehensive information:

• 📋 Type: Meeting, callback, quote, or custom appointment type
• 👤 Customer: Full name and contact information
• 📞 Phone: Primary contact number for the appointment
• 📅 Date & Time: Scheduled date and time with timezone
• 📊 Status: Confirmed, pending, completed, or cancelled
• 📝 Notes: Project details, requirements, and special instructions
• 🤖 Source: Whether booked by AI during call or manually created
• ⚡ Actions: Edit, reschedule, cancel, or complete appointment

👥 Customer Relationship Management

• 📞 Call History: Link appointments to previous phone conversations
• 📋 Project Tracking: Follow customer projects through multiple appointments
• 💰 Quote Follow-up: Track quotes from initial call to final approval
• 🔄 Recurring Customers: Identify and prioritize repeat customers
• 📊 Customer Value: Track appointment frequency and business value

⚡ Schedule Automation & Intelligence

Leverage AI-powered automation to streamline your scheduling process, reduce no-shows, and optimize your calendar management.

🤖 AI Scheduling Intelligence

• Smart Availability: AI learns your preferences and suggests optimal appointment times
• Buffer Management: Automatically adds travel time and preparation buffers
• Conflict Prevention: Prevents double bookings and scheduling conflicts
• Customer Preferences: Remembers and applies individual customer scheduling preferences
• Seasonal Adjustments: Adapts to busy periods and seasonal demand patterns

📧 Automated Communications

• Booking Confirmations: Instant SMS/email confirmations with appointment details
• Reminder Notifications: Automated reminders 24 hours and 2 hours before appointments
• Follow-up Messages: Post-appointment follow-up for feedback and next steps
• Rescheduling Requests: Automated handling of customer rescheduling requests
• Cancellation Management: Professional cancellation notifications and rebooking offers

📊 Schedule Optimization

• Route Optimization: Group appointments by location to minimize travel time
• Time Block Suggestions: AI suggests efficient daily schedules
• Capacity Management: Automatically adjusts availability based on workload
• Priority Scheduling: Prioritizes high-value customers and urgent requests
• Gap Analysis: Identifies and suggests how to fill schedule gaps

🔄 Integration Capabilities

• 📅 Calendar Sync: Two-way sync with Google Calendar, Outlook, Apple Calendar
• 📱 CRM Integration: Connect with customer relationship management systems
• 💼 Business Tools: Integration with invoicing, project management tools
• 📞 Call System: Automatic call logging and appointment creation from conversations
• 🔗 API Access: Custom integrations with your existing business systems

📈 Analytics & Reporting

• Booking Trends: Track appointment volumes and seasonal patterns
• No-Show Rates: Monitor and improve appointment attendance
• Customer Satisfaction: Track feedback and service quality metrics
• Revenue Impact: Measure how scheduling affects business revenue
• AI Performance: Monitor AI booking accuracy and customer acceptance rates

🚀 Quick Actions

Ready to optimize your schedule management? Use these direct links: