As busy entrepreneurs and event pros, consolidating all of your business and client management tools onto one platform and behind one login is the first step in streamlining business processes and getting more time back in your day.
The Scheduling Assistant in Aisle Planner allows you to set up multiple event types, integrate your third-party calendar, and directly share links with your client to schedule meetings, consultation calls, and other types of appointments.
You can create any amount of event types each with its own set of details, like durations, availability windows, pre-meeting questions, and more, ensuring that you have all the information you need to stay on top of meetings and ensure you are prepared for they 'why' behind the session.
Getting Started with the Scheduling Assistant
To start utilizing the Aisle Planner Scheduling Assistant, you must first integrate your third-party calendar with your Aisle Planner Account through AP Connect. Go here for instructions if you have not already taken this step!
Calendar syncing is currently available with Google Calendar, Apple iCloud Calendar (iCal) or Microsoft Calendar.
Finding your Scheduling Assistant in your Aisle Planner account
Once you've connected your external account, head to your Scheduling Assistant manager to create your event types and scheduling pages.
You can access your scheduler in two ways:
From the Integrations tab in your business settings, click the gold 'manage' link from the calendar integration card
From your main calendar in the top navigation bar, click on the "Scheduling" tab (please note, this tab will NOT be visible until users have set up their integration.
Creating Event Types and Scheduling Pages
The "Scheduling" tab in your master calendar will serve as your main hub for your Scheduling Assistant, where you can see all of the scheduling pages you've created. It also serves as an easy jumping-off point to grab scheduling links, preview scheduling pages, make further edits to existing scheduling pages, copy your scheduling page URL, delete and create new scheduling pages. You can create as many scheduling pages as needed based on the types of appointments and meetings you offer.
Creating a New Scheduling Page
Click on 'Create New' Button and follow the prompts to customize your scheduling page.
Step 1: Determine the Scheduling Pages you'd like to create
Each scheduling page will have its customizable set of details, including:
Duration of the session
How the session will take place: in-person vs. video call, for example
Session availability: the days and windows of time you have open for that particular session type
Session instructions: clarifying any remaining details for your invitees
Step 2: Give your meeting a Title
Examples: '30 Minute Initial Consultation' or 'Two Hour Engagement Photo Session'
You can also customize the title to include smart fields such as Invitee's Name, Email, or Meeting Duration.
To insert a smart field in the event title, type $(dollar sign) and select the smart field you would like to include
Pro Tip: we recommend including a spacer or dash between the Static Event Title and smart fields to create delineation and clarity for the invitee
Step 3: Complete Event Information
Set the duration of the event
Set meeting location:
None: This is if there is not 'standard' way this type of meeting takes place
Custom Location: If you choose custom location you can enter any information - Phone Call | Physical Location and Address, etc
Video Meet: The option here will change depending on the type of calendar you have integrated - Google Meet, Teams, or FaceTime
Once you have completed duration and location information, press 'Create' and the scheduling page will be created. You will now be moved forward to input all of the stipulations of this particular event type.
Event Description: This is the description that will indicate what the event is typically used for and what the Invitee should expect
Step 4: Availability
This availability will be for this Event Type ONLY. Each different event that you create can have a different set of parameters for availability.
Booking Calendar - select the calendar you would like the event to be scheduled TO. Your connected calendar will be your default, but if you have multiple calendars connected to your main calendar you can choose here and the event will be added to that calendar.
Connected Calendars - if you have multiple calendars, you may want the scheduler to search ALL connected calendars to determine availability.
Default Available Days/Hours - select the timezone you are scheduling in (this will auto-populate to your timezone) and days / times that you are available for this type of meeting
Note: you can add different time blocks during the day by hitting the plus sign next to a day/time row
SAVE CHANGES
Step 5: Participants and Booking Options
Participants - If there are multiple team members who need to be on the call, you can add additional participants here and the scheduler will only allow meetings to be scheduled during times when ALL participants are free and available.
Booking Options -
Custom Booking Flow - by default, a 'your meeting has been booked' confirmation message will be displayed after the client hits 'schedule' via your event link. However, you can redirect to another URL if preferred, such as your website 'about us' page or any other URL you enter
Buffer Times - enter the amount of time you would like to ensure is available before or after the event so that events don't schedule on top of each other
Event Limits -
Minimum booking notice required to schedule a meeting (ex: minimum 24 hours notice to book an event)
Minimum amount of time required prior to previously booked event for rescheduling or cancellation
Limitation on bookings - max number of that type of event that can be scheduled in a given day|week|month
Cancellation Policy Message - custom message if preferred reiterating your cancellation policy, cancellation fees, etc.
Time Slot Settings - customize how much time needs to be available for this particular event.
Step 6: Booking Form
At this stage you will be able to create your custom questions for this event to type to gather additional information from the invitee. You can add as many additional fields as you'd like and determine if they are required optional inputs.
Step 7: Communication Settings and Custom Formatting
Communications
When someone has scheduled a meeting/call/event with you via this scheduling page, a confirmation email will automatically be sent to confirm the booking. You can customize your automatic confirmation email via this Communications tab.
Customize your logo (we'll automatically populate your logo from the branding tab in your business settings, but you can always further customize if needed.) Please note, we'll only populate your logo IF a logo was present in your branding at the time this scheduling page was created. If you change your branding in Aisle Planner or add your logo into Aisle Planner's branding tab AFTER this scheduling page has been created, you'll need to add your logo here.
You can further customize content to be included in your confirmation emails. This is a great way to share information on what to expect, how to prepare and any other important information you'd like to share in advance.
Page Styles
While the Page Styles tab currently only allows you to customize your page name, we'll be adding more styling options down the road.
By default, Scheduling Pages use your user name as the Page name. The Page name is displayed in the top-left corner of the calendar view.
Editing an Existing Scheduling Page
Click on the Scheduling tab in your Master Calendar tab and click on the Edit button. This will drop you back into your Scheduling Page editor.
You can also preview the scheduling link that your client will see from this view as well as copy the custom event URL to send to your client. Click on the 3 dots (...) to the right of the page you would like to view/share
Sharing your Scheduling Page / Event
Once you've created your scheduling pages, you will be able to COPY the link for each scheduling page to share, using the 3-dot more menu to the right of each scheduling page.
Disconnecting the Scheduler Integration
To disconnect the scheduling assistant integration, navigate to the Integrations tab under account settings and click the gold 'disconnect' link in the calendar integration card.
You will be asked to confirm that you would like to disconnect your calendar - click Disconnect to proceed with the removal.
Please Note: Once a scheduler is disconnected, any scheduling links you have previously sent to 3rd parties to allow them to schedule with you will no longer be available. You will need to reconnect your email to allow booking options to continue to be functional.
Don't see the option to integrate your calendar?
Reach out to your account owner and ask about integration permissions.
Additional Resources