Appointment Booking with Sibme allows you to create availability for yourself that other Participants of your Huddles can use to book meetings with you. If you've also integrated Sibme with your Outlook or Google calendar, your availability for Appointment Booking will block times already used by other events in your calendar. Events can be in-person or in Zoom (if you've set up the Zoom integration). Easily host, record, and keep track of your appointments with this feature.
Who is this article for?
Based on the default user settings in the Sibme platform, you should have permission to complete this task if you are one of the user levels listed below. If you do not see the screens in this article, you can ask your Sibme account administrator if you have permission.
Steps to accomplish the task:
Please Note: In order to use Appointment Booking, you must be sure that Events is enabled in your account and connect your calendar in your User Settings. If you would like Users to be able to connect via Zoom, then you will also need to add the necessary Zoom information via the Integrations page.
Step 1: Set availability
In your User Settings, click on the Events Tab. Below your calendar connection, you will see options to set your available hours either for your entire account or for specific Huddles. Huddle Available times will override your Account Available Times. If you are a member of several Sibme accounts, you can also set different Availability for different Accounts. In order to use Appointment Booking, you must at least set Account Available Times for that Account.
Available Times Settings
Click Add Hours to begin. This will open a window where you can add available times for each day you wish to be bookable. Select which accounts you want to set times for in the first drop-down box. Then make the following choices:
Click the blue Add Hours button to add a new day and time option.
Select the length of time you wish to allow people to book meetings with you in the Slot Duration drop-down (you can check as many as you'd like).
Choose whether people can book appointments with you over a period of rolling weeks or for a specific date range.
Choose the Minimum Notice Time, Buffer Time, and Start Time Increment
Minimum Notice Time- Minimum amount of time before a meeting can be booked
Buffer Time - The amount of time between meetings that can be booked
Start Time Increment - Set the frequency of your meeting's start times.
Click Done to save your changes
If you are a Coach, Assessor, or Owner of a Huddle, these settings will make it possible for Coachees, Assessees, or Huddle Participants to book meetings with you.
Step 2: Turn Booking Appointments on for the Huddle
Once you have set up your availability, you need to turn on Booking Appointments for the Huddles you would like Users to be able to book appointments with you. To do this, click on the More Huddle Settings button, either when creating or editing the Huddle.
After clicking the More Huddle Setting button, then you will need to turn on 2 settings for that Huddle so appointments can be booked:
First toggle on the “Turn on Events” option.
Then toggle on the “Appointment Booking” option.
Be sure to click Save on both the More Huddle Settings and the Huddle Settings pages. Once you have turned Appointment Booking on, Users will be able to book appointments in that Huddle.
Please Note: You will need to do this for all Huddles that you would like Appointment Bookings to be available for.
Step 3: Booking Meetings
Once availability is set, Coachees, Assessees, and Huddle Participants can book meetings in Huddles by clicking the Book Meeting button in the Events Tab.
This will open a window where the Coach/Assessor/Owner can be chosen (if there are multiple in the Huddle) and an appointment can be booked. Once this window is saved, the event will automatically be created in the Huddle and invites will be sent to any attendee who has connected their Outlook or Google Calendar.
Appointments booked and recorded in Sibme will be automatically available for access in the Huddle. Attendance for these events is tracked automatically. This is a great way to stay connected without having to send available times back and forth.