Creating Customer Appointments

This policy explains how to use and administer appointments via our website.

Creating a Standard Appointment

1. Go to https://universitypccare.com/make-an-appointment/
2. Select Location, Category and Service Requested
   1. Location: Where the device will be serviced. If setting up a remote, choose your store location.
   2. Category: What type of service will be provided (ie Remote, OnSite)
   3. Store Location: the store service will be performed at, or the store closest to the customer’s address if service is not being performed at the store
3. Select a specific Employee or select Any for an auto assignment
4. Use the Calendar picker to select a date and time
   4. If the date is not clickable the date has no time available.
   5. You can schedule about for about 30 days from the current date
5. Fill out requested information.
   6. If customer does not have an email simply put refused@universitypc.care. Do not put your email as it will auto create an invite on your calendar blocking off your availability.
6. Click Next to book appointment. The customer and service provider will receive an email confirming appointment.
   7. The email will contain appointment details, service provider details and a cancel link

Creating an Urgent Appointment

1. Before creating any urgent appointment verify with provider they are available to handle request, and that the customer is aware of and authorizes the urgent fee ($60).
   1. Communicate this to the customer clearly by saying something along the lines of “I believe we have a technician available but let me verify with them and give you a call back. What is the best number to reach you at?”
   2. Once you have verified that a technician will be available, continue booking the appointment
2. Go to https://universitypccare.com/admin
3. Login with your provided username and password.
   3. If you forgot your password use the reset password option.
4. On the left side navigate to Bookly > Appointments and select the appointment in question.
5. Select New Appointment
6. Fill out details
   4. Select either Urgent OnSite or Urgent Remote.

Changing an Appointment Detail

This is how to change the date, time, service, provider, etc. of a previously booked appointment.

1. Go to https://universitypccare.com/admin
2. Login with your provided username and password.
   1. If you forgot your password use the reset password option.
3. On the left side navigate to Bookly → Appointments and select the appointment in question.
4. Edit details of the appointment and click Save.
   2. If you are changing the time, it is crucial to make sure the time slot is available as you can overbook through this interface. Verify via Google Calendar this time, date and provider are available.
   3. This will update the Google Calendar as well and notify customer if option is selected.

Canceling an Appointment

5. Go to https://universitypccare.com/admin
6. Login with your provided username and password.
   4. If you forgot your password use the reset password option.
7. On the left side navigate to Bookly → Appointments and select the appointment in question.
8. Click the Trash icon to the right to delete the appointment.
   5. This will update the Google Calendar as well and notify customer if option is selected.

Additional Information

Blocking off Employee Time

Saturday Schedule - Employee

If you work on Saturday leave your calendar Open. If you do not work on Saturday add an appointment from 10-2 labelled Off.

Half Day Scheduling - Employee

If you need to block off your half day during the week do so by adding an appointment from 9-2 labelled Half Day.

Shared Store Calendar

Only use the shared Store Calendar for events that impact the entire store, for example - Closed for a Holiday.

Notes about Google Calendar

Editing via Google Calendar

If you create an appointment via Google Calendar it must be edited there. The system only pulls time information about these appointments which cannot be modified via web interface.

Google Calendar Sync

The website automatically pulls updated calendar for selected provider every time you hit Next. This prevents double booking but can add a slight delay to page load.