Wednesday, March 15, 2017

New: Scheduling Features

With the latest release of StudioCloud we have added a bunch of new automated features to calendar types to streamline your scheduling workflow

New Features
  • You can now have an overall default calendar type so that when a new appointment, session or event is being booked a calendar type is already pre-selected
  • You can now have employees, locations, or equipment automatically scheduled when an appointment, session or event is booked.
  • You can now have leads automatically converted to clients when an appointment, session or event is booked.
  • You can now have a client pipeline automatically marked as completed for clients when an appointment, session or event is booked.
When would you want to set a default calendar type?

If you find yourself selecting a specific calendar type the most then it would make sense to have that calendar type pre-selected for you.

For example, portrait photographers often will have a calendar type called "Sessions" and then they will have calendar sub-types such as "Portrait Session". By setting the "Sessions" calendar type as the default they can speed up their process they go through of selecting the specific type of session.

When would you automatically book employees, locations or equipment?

Often times an employee, location, or piece of equipment is only scheduled for certain types of appointments, sessions, or events. The new automated steps reduce the need to manually add those resources when booking those events. 

For example, if the same employee is always booked for all of the sales session with customers then the automated process would streamline scheduling this employee.

When would you not automatically book employees, locations or equipment?

The automated booking should only be used in situations where there are resources dedicated to a specific type of appointment, session or event. If multiple resources can be booked for the same resource then then automated booking shouldn't be used. 

For example, if multiple employees could be booked for a sales session with a customer then the automated scheduling shouldn't be used because a decision has to be made regarding which employee needs to be booked.

When would you want to automatically convert a lead to a client?

Many businesses consider a lead to be a client once the client has been scheduled for a session. This step is useful for those businesses.

This feature is especially useful if you want to be able to access the client in ProSelect after they are scheduled for a session. Only clients are visible in ProSelect.

When would I want to automatically close a client pipeline when a session is scheduled?

Many businesses use the lead tracking with the objective of getting the customer to schedule a session. Once the session is scheduled the client either is tracked using session tracking or is no longer tracked after that point. 

This new feature streamlines the workflow for businesses whose goal is to schedule a lead.

How do I set it up?

All of the above features are setup from the create or edit calendar type window. This means that each calendar type and calendar sub-type can use the new features in a unique way.

Pro-Tip: If you setup the actions for the calendar type they also apply to all of the calendar sub-types associated with the calendar type.

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