Profile
Scheduling an appointment is a puzzle with four pieces: who is available, when the customer can make it, how long it takes and how far it is to drive.
That is exactly the kind of puzzle a person solves slowly, and slightly differently every time.
The Appointment Planner proposes appointments, takes travel time and requirements into account, and confirms once approved.
What it does, step by step
- Receive the requestFrom a customer, from an order or from a maintenance contract.
- Work out what is neededWhich qualification, how much time and which materials.
- Find optionsAvailability, travel time and clustering with other appointments nearby.
- Offer times to the customerTwo or three slots instead of emailing back and forth.
- Confirm and recordIn the calendars, with a reminder beforehand.
Works with these systems
- Microsoft 365
Google Calendar
Calendly
- Databases
- APIs
- ERP
Is your system not listed? We can connect any system, even if there is no standard integration. View all integrations.
What runs automatically and what does not
You stay in control.
Not every decision should be made automatically. For each workflow, we set out:
- What can happen automatically.
- What is put forward for approval first.
- When a person is brought in.
- What information is stored.
- How actions are logged.
Is this a fit for your organisation?
A good fit if
- Service and installation companies with on-site appointments.
- Organisations with advisers who travel.
- Situations with many appointments of varying length.
Less of a fit if
- Fixed consultation hours without variation.
- Appointments where the relationship determines who goes.
What it can deliver
- Less back and forth about dates.
- Less travel time through smarter clustering.
- Appointments that fit the work that needs doing.
Directions, not promises. As soon as there is evidence from a client project, it will appear here as a substantiated result.
Frequently asked questions
Does the planner take travel time into account?
Yes, and that is usually where the gain is. Scheduling two appointments in the same town back to back saves more than half an hour a day, and that is exactly what manual scheduling misses.
Can the customer choose a time themselves?
Yes. In practice, two or three suggested slots work better than an open calendar, because you keep control of the clustering and the travel time.
What if materials are needed that are not in stock?
It takes that into account when scheduling, as long as the stock is connected. Sending an engineer without the part costs more than scheduling a week later.
Does this work with Outlook or Google Calendar?
Yes, with both. Appointments go into the calendars your team already uses, so nobody has to check a second schedule.
How to put this to work
- 1A short callTogether we look at your process and your systems, and whether this task is the best place to start.
- 2Set up on your rulesIntegrations with your own systems, and agreeing what may run automatically and what a person approves.
- 3Measure and adjustFirst alongside your team, only then on its own. We look at what it delivers and adjust.