TABLE OF CONTENTS

You can offer applicants a selection of timeslots and let applicants book an appointment themselves. Applicants see those slots that are available for all participants and that are within a time period from the next day and up to 32 days in the future.


Prerequisites


Creating an Appointment Booking / Applicant selects appointment

Proceed as follows:

  1. Open the desired Application.
  2. Click the Change Status button.
  3. Select an Application Status that enables booking an appointment.
    Alternatively, click one of the shortcut icons, if these have been configured in your d.vinci.
  4. Select Yes as the answer to the option: Applicant selects appointment.
  5. Select the participants who are to participate in the appointment with the applicant.

    Attention

    The selected participants require calendars connected to d.vinci.

  6. Fill in the Duration and Time Zone.
  7. Select the Location.
  8. If you need to book a room for an on-site appointment, select Yes as the answer to the option: Room required.
    After the applicant has booked an appointment, the first available room for the selected location will be automatically occupied for that appointment.
  9. Select the Time Period.
    The appointment can take place at the earliest the next day and at the latest in 32 days.
  10. Select a Correspondence Template containing a booking link.
    Read more on this here: Get Started with: Calendar Integration Plus.
  11. To check your message, click the Preview button.
  12. Once satisfied with your Appointment Booking by Applicant, click the Change Status button.

The application atatus of the application has been changed and the page Application is displayed.

Checking an Appointment Booking

Please check whether the applicant can select a slot withing the determined time period.

Should no date be available here, adjust the list of participants in the appointment booking or ask the participants to edit their availability.


In the Activities tab of the Application

Proceed as follows:

  1. In the Application, click the Activities tab.
  2. Click the icon next to the appointment. A new page opens, displaying the appointment booking to you in the same manner as to the applicant.


In the History tab of the Application

Proceed as follows:

  1. In the Application, click the History tab.
  2. Click Email next to the status change entry.
  3. Highlight the link, copy it and open it in your web browser. You can now see the appointment booking in the same manner as the applicant.

Applicants select an appointment over phone

Should applicants inform you about a suitable appointment over the phone, you can book this appointment yourself.


In the Activities tab of the Application

Proceed as follows:

  1. In the application, click the Activities tab.
  2. Click the icon next to the appointment. A new page opens, displaying the appointment booking to you in the same manner as to the applicant.
  3. Select the desired slot.


In the History tab of the Application

Proceed as follows:

  1. In the Application, click the History tab.
  2. Click Email next to the status change entry.
  3. Highlight the link, copy it and open it in your web browser. You can now see the appointment booking in the same manner as the applicant.
  4. Select the desired slot.

Applicants are unavailable

If an applicant clicks the option I am not available on these days after opening the appointment booking page by clicking the link, the applicant will be prompted to suggest his/her/their dates by replying to the original email. The following entry also appears in the history of the application: Appointment proposals have been rejected by applicant.

Confirmation of an Appointment Booking

Once the application booking by applicant (   ) has been completed, you can see in the Activities tab of the application that the booking has changed to an appointment (   ). All participants and the applicant now have the corresponding date saved saved in their calendars. The organizer of the appointment does not receive a confirmation email. Other participants receive an invitation to the appointment, which they can accept or decline.

An applicant did not receive the link or probably deleted the email? You can send the link again.


To do this, postpone the appointment and leave the appointment period as previously selected.

or

Call up the Activities tab in the application and either left-click on the icon (booking link) - the page opens - or right-click and select "Copy address of link" from the selection.