10 Features Your Online Appointment-Booking Tool Must Have
10 essential features your booking tool must have
- Book meetings in different time zones
- Cancel or reschedule meetings
- Automated confirmation and reminder emails
- Customise automated emails
- Customise branding info
- Customise availability
- Customise appointment types
- Customise client intake forms
- Customise meeting links
- Shareable meeting links
These days it is common for your prospect to want to speak with you directly. They are too busy to fill out the forms on your site and wait for your email response. There are tons of Free and paid online appointment booking tools at your disposal. But there are few essentials to keep in mind before you decide to go for an appointment booking tool.
A booking tool asking for your prospect’s name and email is not enough. You need much more than that. You need to make sure that your calendar is booked by prospects who are genuinely interested to talk to you. That means avoiding scammers, spammers, troublemakers and ‘no-show’ types.
You need to make sure the leads coming in through your booking tool are qualified and worth your time. The booking tool you use should be able to make it easier for your prospect too.
1. Book meetings in different time zones
Your prospects should be able to see your availability in their time zone. This is the most essential feature of your booking tool. You do not need to set your availability in different time zones. You can set your availability in your time zone. The tool will convert it based on the geographical location of your prospect.
2. Cancel or reschedule meetings
Your prospects should be able to cancel or reschedule their appointment if needed. This saves you from wasting your time waiting for no-shows. Cancelling or rescheduling should be a click away for your prospects. They shouldn’t go through the trouble of sending you an email to cancel or reschedule.
3. Automated confirmation and reminder emails
The moment your prospect books an appointment, they should receive a confirmation email. The tool should send automated email reminders before your meeting.
4. Customise automated emails
This is another essential feature that the tool needs to provide. Tools that provide this feature will have default templates. But you will need to add some information in the email for your prospects that they need to know before the call.
For e.g. I would like to add my Google meet link in the email. This would save me time and effort. I don’t have to send a separate email to provide this information.
5. Customise branding info
The booking page should have your brand logo and/or business name. You should also be able to choose the colors and overall look of the booking page.
6. Customise availability
Your tool should be able to provide customisation to set your available timings. You might not be available 9-5, Mon to Fri. For e.g. in my case I do not take calls on Mondays and close early on Fridays. I want to choose different timings for different days, depending on my priorities.
7. Customise appointment types
This comes in handy if you have more than one service category. Let’s say you are a coach. You provide free consultation for 15 minutes. But your client strategy calls last for 45 mins. You should be able to set two appointment types – free consultation for 15 mins and and strategy for 45 mins.
8. Customise client intake forms
This addresses the point I was making in the beginning of this post. You need to prevent scammers, spammers, troublemakers and ‘no-show’ types from blocking your calendar. An interested prospect will be more than happy to fill out a few details for you. This also helps you to research and qualify them.
For e.g. your intake form asks for name and email address. In such cases you won’t always be able to verify if your prospect is for real. Your appointment-booking tool should be able to let you customise your intake form. I ask for full name, business name, email, and 3-4 questions that help me understand if my prospect is for real.
9. Customise meeting links
You will need different meeting links for different appointment types. The url of your meeting link should show your brand name and not a combination of random letters.
10. Shareable meeting links
It is not just your website where you want your meeting link embedded. You might attract prospects from different marketing channels. For e.g. you will want to insert a shareable link in your email signature and your social media profiles.
You appointment booking tool should make it easy for everyone. Make sure it meets most of the requirements above before you decide to go for one.