Online Appointment Set Up for Office 365

Wendy Claypool -

Please follow the steps below to sync your Outlook Web App for Office 365 Small Business Calendar with the ClientWhys Online Appointment Calendar.

STEP 1 - Enable Calendar Sharing

  1. Sign in to Office 365.
  2. Go to the Office 365 admin center.
  3. Select External sharing > Calendar
  4. Check Let people in your organization use a public URL to share their calendars to enable calendar sharing.
  5. Check Share calendar via web link for anonymous users.  

    Depending on whether you share your calendar with other users in addition to the ClientWhys Appointment Calendar, you will need to decide what type of calendar information to make available to anonymous users. Choices range from a limited view of free/busy information to full details of each item on a user’s calendar. The option you choose will determine what options are available to users. You can specify the amount of information to show on a case-by-case basis.

    Choices are:
    o Calendar free/busy information with time only
    o Calendar of free/busy information with time, subject, and location
    o All calendar appointment information, including time, subject, location, and title

  6. Select save

STEP 2 - Share my calendar with people outside my organization

  1. Sign in to the Office 365 portal. 
  2. Click Calendar >Share.
  3. In the Share with box, type the email address, help@clientwhys.com
  4. After you add who you want to share your calendar with, choose Limited Availability 
  5. Choose Send.

ClientWhys will receive an invitation in an email message telling them that you’ve shared your calendar. The invitation in the email message includes a URL to access the calendar.

NOTE Calendar items marked Private are always protected. Anyone you share your calendar with outside your organization sees only the time of items marked Private, and not the subject, location, or other details.

In the email sent to Clientwhys we will add the ICS file to your account for you. This link is listed as the 2nd link in the system generated email. See the example email below.

 

 ClientWhys will receive an email with the following information - 


NOTE - You must change webcal:// to https:// before adding to the Microsoft Sync field in the portal.

Example - change webcal://

webcal://outlook.office365.com/owa/calendar/8e3dc91a6ef940c3a063aeecb659196b@wisnetcom.onmicrosoft.com/3e216f72000e404186b24e8cf19b21378348951294890863324/S-1-8-3444876406-1988474445-328053649-1188442090/reachcalendar.ics

Change to https://

https://outlook.office365.com/owa/calendar/8e3dc91a6ef940c3a063aeecb659196b@wisnetcom.onmicrosoft.com/3e216f72000e404186b24e8cf19b21378348951294890863324/S-1-8-3444876406-1988474445-328053649-1188442090/reachcalendar.ics

STEP 3 - Set up the Office 365 Calendar parameters within the ClientWhys Portal Editor.

Login to your ClientWhys admin at portal.clientwhys.com
Click on the gear settings icon located to the right of your business name.

gearsettings.png

Click on Reminders

Click on Calendar Sync - Copy and paste the ISC link from the email into the ClientWhys Editor.  

 

 

Important Note - The Calendar Sync will only sync to one calendar at a time. If you have entered both a Google iCal link and an Office 365 link, The system will default to the Google iCal link.

 

STEP 4. Set up your preferences

Login to your ClientWhys admin at portal.clientwhys.com
Click on the gear settings icon located to the right of your business name.

gearsettings.png

Click on Reminders

  • Services - Add your services and time allocated to those services. 

  • Hours – Enter your hours of operation

  • Reminder Preferences - Use the dropdowns to set the number of days before the appointment that the reminders should be sent.

  • Reminder Voice Gender – Select a male or female voice for reminders sent via telephone.

  • Confirmation Message - This will be sent to the client via email when a meeting has been confirmed. Edit your appointment confirmation message or leave as is. Leave the bracketed words exactly as shown if you would like to auto-populate this information.

  • Email Reminder Subject – Enter your custom email subject line here.

  • Email Reminder Message - This reminder message will be sent to the client via email based upon the lead time you have set under Reminder Preferences. Edit your reminder message or leave as is. Leave the bracketed words exactly as shown if you would like to auto-populate this information.

  • Phone Reminder Message - This reminder message will be sent to the client via the telephone based upon the lead time you have set under Reminder Preferences. Edit your reminder message or leave as is. Leave the bracketed words exactly as shown if you would like to auto-populate this information.

  • Text Reminder Message - This reminder message will be sent to the client via text based upon the lead time you have set under Reminder Preferences. Edit your reminder message or leave as is. Leave the bracketed words exactly as shown if you would like to auto-populate this information. Note there is a 140 character limit.


Your Set Up is Complete


Once the Office 365 Calendar has synced with the ClientWhys online appointments calendar, the calendar will immediately identify when you're busy.  Any appointments made through the online appointment calendar will be sent by email to your email account for approval.  These emails will need to be both confirmed and saved to the calendar.  Once you confirm an appointment and save it to the Calendar, the client will receive an email confirmation.

For Multiple Preparers – You can set up additional online appointment calendars for multiple preparers within your office. 

Under the gear settings tab select Users and Access Levels and add the preparer. Next complete each of the set up screens including services, hours and the Office 365 link.  Note each preparer must have their own Calendar and unique ICS link.

Please feel free email help@clientwhys.com if you need assistance setting up the online appointments.  

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