The Scheduling feature lets you connect your Microsoft Outlook Calendar with your Upfirst receptionist. By connecting your Outlook Calendar, your receptionist can see your available time slots, offer those times to callers, and book appointments directly into your calendar.
Begin by watching the introductory video, which provides a comprehensive overview of how to use the Scheduling feature and connect Outlook Calendar.
1. Click 'Integrations' to get started
Begin by navigating to the 'Integrations' section on the left-hand side of the screen. This page takes you to all the apps that Upfirst integrates with, and where you'll find the integration for Microsoft Outlook.
2. Click 'Enable' and sign in to Outlook Calendar
Click on 'Enable' to integrate your Outlook Calendar. You will be prompted on the next page to sign in to your Microsoft Outlook Calendar.
Follow the sign in instructions on the next page. Once you're signed in, your Outlook Calendar will be connected to Upfirst.
The next step will be to configure your appointments.
3. Go to Agent > Scheduling to set up appointment types
Next, configure your appointment settings and availability so your AI receptionist knows your time slots.
Click on "Configure Appointments" or navigate to Agent > Scheduling on the left-hand side.
4. Click 'Add appointment type'
Click on 'Add appointment type'. A window will pop up where you'll select your calendar and configure time slots.
5. Give the appointment type a name and select your calendar
Give your appointment type an applicable name. Examples might be "Initial consultation", "30-minute appointment", or "Inspection".
If you have multiple calendars under your Outlook calendar, be sure to pick the appropriate calendar in the dropdown for 'Calendar'. This will be the calendar that your AI receptionist books appointments to for this appointment type.
6. Configure your availability
Next, set your availability. Toggle off any days you are not available. You can also block out certain hours in the day you aren't available, such as your lunch hour.
If you need to create a buffer before or after your appointment, make sure to pick a buffer time. You can find this field above 'Availability'.
7. Input 'Event Details'
Once you've set your availability, put in your applicable information for 'Event Details'.
You might enter something like, "We'll call you at the number provided."
Other examples:
"We'll dispatch a technician to the address you provided."
"The consultation will take place at our office. You can find directions here: www.googlemaps.com/yourofficelocation"
8. Set directions for your AI receptionist
In the 'Additional instructions' field, this is where you give directions to your receptionist on when this type of appointment should be offered. You can get as specific as you need and set the conditions for when your receptionist offers that appointment type.
In the scenario below, we input "Only offer this appointment if the caller is looking to schedule an initial consultation."
Other examples:
"Only offer this appointment after you've asked our lead qualification questions and the caller matches our criteria."
"Only offer this appointment if the caller wants to book a nail appointment."
9. Click 'Create appointment type' to save appointment
Double-check that everything is entered in exactly how you want it.
Then, when everything looks good, click 'Create appointment type' to save your appointment.
If you have multiple appointment or services types that you need to create, you can add as many appointment types as you need.
10. Your receptionist is now ready to book appointments in your Outlook Calendar
You're done! That was easy, right?
Your AI receptionist will now start offering and booking appointments directly into your calendar. Watch as your receptionist schedules appointments in your calendar and keeps it full.
Extra notes: Please know that this feature is only for creating new appointments. Rescheduling is on our roadmap.