Difficult times require extraordinary measures, which is why Calenso is developing new functions to optimize the tool for the Corona crisis. This article has therefore been created to give you tips on what you need to consider in connection with Calenso and how new functions can provide you with support during this time. This page will be continuously updated with the latest functions.

Brief overview:

  • Smart Action: Mass cancelation
  • Customize availabilities
  • Online location
  • Conference URL
  • Booking question Skype names etc.

Smart Action: Mass cancellation of appointments and events

Suitability: Companies that have to cancel many appointments and / or group events

The federal government bans events and most companies have to keep their sites closed. Cancellations and reorganization of appointments are the order of the day. That's why Calenso has developed a new function. It is designed to help you cancel appointments and events. The Smart Action has the following functions:

  • Automatic cancellation of all events / dates (depending on selection) during a specific period (user-definable)
  • Removing appointments from your external calendar
  • Compose your own cover letter and notify the customer (standard text with reason coronavirus already implemented, customizable)
  • Payments already made will be refunded
  • The cancelation webhook is executed (if webhooks are activated)

We strongly recommend that you include your booking link in the cover letter. This will allow your customers to make an online appointment (see tip 3) or make an appointment after the coronavirus crisis. As soon as you click on "Initiate cancellation", all appointments and/or events will be canceled. You can find the Smart Action in your dashboard under More > Smart Action. Further information and detailed instructions for this Smart Action can be found here.

Customize availabilities

Suitability: Companies that have to close their stationary business completely, can no longer offer appointments or individual employees are absent
Examples: Hairdressers, beauty salons, restaurants, etc.

No one can say how long this crisis will last. It is therefore particularly difficult to say when you and your employees will be available at a location again. To prevent your customers from making appointments during the lockdown, we recommend adjusting your availability. If an employee is absent or absent due to the provisions of the FOPH, we recommend the third point in particular. There are three options:

  • Customization via Calenso: Add absences for your employees. Be aware, however, that this means that appointments can no longer be made - not even online appointments (tip 3). You can find instructions for adding absences here.
  • Customization via external calendars: Block days in your calendar on which you and your employees are available. Simply add a new appointment, e.g. blocker, for the entire period. Calenso recognizes this period as absent, which means that no more appointments can be booked.
  • Customization via employee settings: Simply deactivate your employee for online bookings.

Offer online branch and online appointments

Suitability: Your company works from home or can offer services online
Examples: Consulting, meetings, etc.

The world is highly digitized. Companies are benefiting from this, especially these days. See it as an advantage: you can continue to offer consultations, your employees are busy, you don't have to leave the house and it's easy. This is how it works:

  • Add an online location as a branch
  • Edit your employees and add the new location
  • Edit your employee's skills and delete individual services from the skills (ATTENTION: Only from the skills, otherwise you will have to enter all services again after the crisis!)
  • Add new services that correspond to the online offer. Then supplement the skills of your employees.

You can now make your appointments online! Don't forget to let your customers know.

Conference URL

This new function from Calenso is designed to provide you with additional support for your online appointments. For your online appointments, you are usually dependent on an additional tool that facilitates online communication. Examples include Skype, Zoom, Google Hangouts Meet or Microsoft Teams. They make it easier for you to communicate with your customers and enable video conferences and meetings. We have expanded this function so that you don't need a phone call or additional emails to clarify the link or name of the respective tool after making an appointment for an online meeting. You can now add a conference URL for your employees. This will be sent to your customer after the booking confirmation has been adjusted. This ensures direct contact at the relevant appointment time and your customers can join the online appointment with you directly. You can find more information on setting up conference URLs here.

Add booking questions

If you are new to offering online meetings, we recommend that you add an important booking question. Before concluding the online meeting appointment, be sure to ask your customers which tool they prefer to be contacted via, e.g. Skype. Then add the booking question for the name query. This means you can contact them directly at the appointment itself and have all the necessary information together. You can find instructions on how to set up booking questions for certain services here.

The Calenso team is there for you if you have any questions or need support. You can reach us via the following channels:

Because: Together we can do it!

If you have any ideas on how to use Calenso during this time, please send them to us. This way we can expand this article and help others.

Further information on the situation from the BAG: https://www.bag.admin.ch/bag/de/home.html

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