Using the Appointments Feature

The Appointments feature allows Index subscribers to link their business calendar to the app to schedule and manage their appointments & send automated appointment reminders.

Once you've set up the feature on mobile, you have the following options with Index mobile or Web (iOS users only):

• Share your booking link - send your unique booking link to your clients so they can schedule an appointment directly from the calendar you linked during setup. 
• Book a client appointment - book an appointment on behalf of the client.

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• iOS
• Android
• Web

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Index Mobile (iOS)

After you've set up Appointments, you can share your calendar booking link (to allow clients to book an appointment) or book an appointment on behalf of your client. 

Share Booking Link

This option allows you to send your calendar (via your direct booking link) to your clients. They can then view your calendar and book an appointment without your assistance. 

Tip: You can customize your booking link message if you prefer. To do so, visit Index Settings > Appointments > Edit Message then enter your custom message (up to 500 characters allowed) 

To share your booking link:

From Settings: 

1. Index Settings.
2. Tap Appointments.
3. Under the specific appointment, select "Share"
4. Send the message which includes your booking link and custom message. 

From within the conversation:

1. Tap on the (Appointments icon) within the conversation (or in the compose message screen).
2. Select Share.

Book Client Appointment

Use this action when you need to book an appointment on behalf of your client. Here's how:

1. Tap on the (Appointments icon) within the conversation (or in the compose message screen).
2. Select Book Client Appointment.
3. Choose the appointment type, select the date and time and select Confirm.
4. From there, you can either manually enter the required booking details (seen below), or use the 'AutoFill' feature (optional) to auto-fill the contact information you have stored in your address book.

Required booking details:

The following contact details are required for booking:

• Name
• Number
• Email

However, you can require additional contact booking details by editing an existing appointment.

Using iPhone's AutoFill Feature

Note: Apple's 'AutoFill' setting needs to be set up/enabled prior to using the feature in Index.

Once enabled, to auto-fill contact information into the booking details when scheduling an appointment:

1. Follow steps 1-3 seen above, then on the booking details screen:
2. Select the 'Auto-Fill Contact' option (located above the keyboard). 
3. Select 'Other Contact' to choose the contact you want to populate the details for. 
4. Search and tap the contact name. The contact details will display. 
   • Select (or deselect) the contact info you want to auto-fill. 
5. Select AutoFill (top-right).
6. Select Submit when done. 

FYI: When an appointment is booked, both the Index business user and the client will receive a confirmation email with details of the booking. The client will also receive a confirmation text to the number they provided when booking.

View your Appointments

This option lets you view your existing Appointments as a list or on your calendar.

To view your Appointments:

From Settings:

1. Index Settings.
2. Tap Appointments.
3. To access calendar view, tap on the name of the month that you want to view.

From within the conversation:

1. Tap on the (Appointments icon) within the conversation (or in the compose message screen).
2. Select View Appointments
3. To access calendar view, tap on the name of the month that you want to view.

Appointment Reminders

If you're using Index's scheduling solution and you link a supported calendar, we will automatically send two text message reminders; one 7 days before, and one 24 hours before the appointment letting the client know of their upcoming appointment. 

Please note: If an appointment is booked less than 24 hours in advance, your client will NOT receive a reminder; only the booking confirmation email.

Questions? Submit a request.

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--Tab 2 Start--

After you've set up Appointments, you can share your calendar booking link (to allow clients to book an appointment) or book an appointment on behalf of your client. 

Share Booking Link

This option allows you to send your calendar (via your direct booking link) to your clients. They can then view your calendar and book an appointment without your assistance. 

Tip: You can customize your booking link message if you prefer. To do so, visit Index Settings > Appointments > Edit Message then enter your custom message (up to 500 characters allowed) 

To share your booking link:

From Settings: 

1. Index Settings.
2. Tap Appointments.
3. Under the specific appointment, select "Share"
4. Send the message which includes your booking link and custom message. 

From within the conversation:

1. Tap on the (Appointments icon) within the conversation (or in the compose message screen).
2. Select Share.

Book Client Appointment

Use this action when you need to book an appointment on behalf of your client. Here's how:

1. Tap on the (Appointments icon) within the conversation (or in the compose message screen).
2. Select Book Client Appointment.
3. Choose the appointment type, select the date and time, and select Confirm.
4. From there, you can manually enter the required booking details on behalf of your client (seen below)

The following contact details are required for booking:

• Name
• Number
• Email

However, you can require additional contact booking details by editing an existing appointment. 

FYI: When an appointment is booked, both the Index business user and the client will receive a confirmation email with details of the booking. The client will also receive a confirmation text to the number they provided when booking.

View your Appointments

This option lets you view your existing Appointments as a list or on your calendar.

To view your Appointments:

From Settings:

1. Index Settings.
2. Tap Appointments.
3. To access calendar view, tap on the name of the month that you want to view.

From within the conversation:

1. Tap on the (Appointments icon) within the conversation (or in the compose message screen).
2. Select View Appointments
3. To access calendar view, tap on the name of the month that you want to view.

Appointment Reminders

If you're using Index's scheduling solution and you link a supported calendar, we will automatically send two text message reminders; one 7 days before, and one 24 hours before the appointment letting the client know of their upcoming appointment. 

Items to note:

• If an appointment is booked less than 24 hours in advance, the client will NOT receive a reminder; only the booking confirmation email. 
• If you aren't using Index's scheduling solution and are using a 3rd party calendaring tool (e.g. Calendly) with Appointments, we will NOT send reminders as those are handled by them (and we have no control over when/if those reminders are sent).

Questions? Submit a request.

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Index Web  

Index subscribers can use Index Web to share their booking link or book a client appointment. Simply click the (Appointments icon) in the toolbar within the 1:1 conversation to see the two options. For additional instructions on how to use this feature, please follow the steps seen above.

FYI: The Appointments feature cannot be set up via Index Web at this time; please first use the mobile app to connect your calendar, then you can create & manage your appointments via Web. 

Questions? Submit a request.

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