It is possible to offer applicants appointment options via a link in an email and let them book these appointments. The possible appointments shown to the applicants are those that are available for all participants and fall within a period from tomorrow to 32 days from now.
Requirements
- The license for the paid Plus version has been activated by the colleagues at d.vinci Support
- The calendar integration is activated
- New automated status changes have been created
- New correspondence templates have been created
- The rooms for room booking have been created
- The calendars of your users are connected to d.vinci
- After changing the calendar integration from the Basic version to the Plus version, all your calendars were reconnected
Create Appointment Booking / Applicant Selects Appointment
Follow these steps:
- Open the desired application.
- Click the Change Status button.
- Select an application status that allows for scheduling an appointment.
Alternatively, click on a shortcut icon if these are configured in your d.vinci system. - Enable Applicant Selects Appointment: Yes.
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Select the participantswho should attend the appointment with the applicant.
Attention
The selected participants need to have calendars connected to d.vinci. - Select the duration and time zone.
- Select the location
- If you need to book a room for an on-site appointment, enable Room needed: Yes.
Once the applicant has booked an appointment, the first available room at the selected location will be automatically reserved for this appointment. - Select the time period .
The appointment can take place no sooner than the next day and no later than 32 days from now.
- Select a correspondence template with a booking link.
Read more here: Getting Started with Calendar Integration Plus - To review your message, click the Preview button.
- Once you are satisfied with the applicant's appointment booking, click the Execute Status Change button.
The application status of the application has changed, and the Application page is displayed.
An email is now triggered to the applicants. The email contains all appointments that fit within the time frame, and they can select exactly one. Once they confirm the appointment, it will be recorded in your system as a scheduled appointment. See the section Confirmation of appointment booking on this page.
Check Appointment Booking
Please check if the applicant can choose an appointment within the booking period.
If no appointment is available, adjust the participants of the appointment or ask the participants to update their availability.
Applicants Provide an Appointment by Phone
If applicants inform you of a suitable appointment by phone, you can trigger the appointment booking yourself.
Via the Activities Tab of the Application
Follow these steps:
- Click the Activities tab in the application.
- Click the icon next to the appointment . A new page will open, and you will see the appointment view for the applicant.
- Select the desired appointment.
Via the History Tab of the Application
Follow these steps:
- Click the History tab in the application.
- Click on the Email entry for the status change.
- Select the link, copy it, and open it in your browser. You will now see the appointment view for the applicant.
- Select the desired appointment.
Applicants are Unavailable
If applicants, after opening the link, click the option I am not available on these days, they will be prompted to provide their own appointment suggestions by replying to the original email. The application history will show the note: Applicant declined appointment suggestions.
Appointment Booking Confirmation
After the appointment booking ( ) has been completed by the applicant, you can see in the application’s Activities tab that the booking has turned into an appointment ( ). All participants and the applicant now have the corresponding appointment in their calendars. The organizer of the appointment does not receive a confirmation email. The other participants receive an invitation to the appointment, which they can accept or decline.
Rescheduling an Appointment
It can sometimes happen that a scheduled appointment needs to be rescheduled.
If you click on the pencil icon behind the appointment in the Activities tab of the respective application, you will be taken to the rescheduling form. Reactivate Applicant Selects Appointment. The person will receive an email, and the newly booked appointment will also be listed in the Activities tab. Rescheduling usually requires a corresponding correspondence template to notify the applicant that the appointment had to be rescheduled again.
Learn more about rescheduling in general here: Reschedule Appointment
Resend Appointment Booking Link
An applicant did not receive the link or likely deleted the email? You can resend the link.
Reschedule the appointment, keeping the original time period as previously selected.
or
Open the Activities tab in the application and either left-click on the icon (booking link) - the page will open - or right-click and select "Copy Link Address" from the options.