Personal Meetings - rtCamp/frappe-appointment GitHub Wiki

Personal meetings allow you to schedule one-on-one sessions efficiently. Use the steps below to set up and share your personal scheduling link.

Steps to Set Up a Personal Meeting

1. User Appointment Availability

[!IMPORTANT] Before proceeding with these steps, ensure your Google Calendar is configured.

Steps:

1. Navigate to User Appointment Availability Doctype (Search User Appointment Availability in AwesomeBar / Search Bar).

2. Click on Add User Appointment Availability if not already created.

User Selection:

• Choose your user account.

Google Calendar:

• Select the Google Calendar you just set up.

Appointment Time Slot:

Click Add Rows and enter details for each weekday you're available:

• Weekday (e.g., Monday)
• Start Time
• End Time

Enable Personal Meetings:

• Check this field to enable personal meetings.

Slug:

• Add your personal scheduling link slug if available; update if needed.

Meeting Provider:

• Choose Google Meet or Zoom (ensure your Zoom account has a license for meeting creation).

Response Email Template:

• Select "Appointment Scheduled." email template.

Appointment Durations:

Click Add Rows (For a better experience, first click Add Rows to insert new entries, then use the Edit Icon to Expand Row, then make required modifications). For each appointment type, add:

• Title (e.g., Quick, Standard)
• Duration (e.g., 15 minutes, 1 hour)
• Minimum Buffer Time (optional, e.g., 15 minutes to ensure gaps between events)
• Availability Window (optional, limits the number of future available slots)
• Limit Booking Frequency (currently not working; leave at -1)
• Minimum Notice Before Event (ensures first available slot is at least x days from the current date)
• Save the document

View Personal Scheduling Page:

• Click Copy Scheduler Link button to copy the Personal Scheduling link (If the button is not visible, reload the page).

Once copied, paste the link into your browser. A page will open where others can schedule meetings with you.
This public page can now be shared for easy appointment booking.

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2. Scheduling a One-on-One Personal Meeting

Steps:

1. Click on the meeting type you want to schedule (e.g., Standard, Quick, etc.).

2. Select the desired date and time slot from the calendar UI.
3. Fill in the meeting form with:
   • Your Name
   • Your Email
   • (Optional) Add guests by entering email addresses (comma-separated).

4. Click Schedule Meeting.

Upon scheduling:

• A dialog box will display all meeting details (Calendar Event, Meet link, Date & Time).

• You will receive a calendar invitation via Gmail.

• Adding the event to your calendar ensures successful scheduling.

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3. Rescheduling a One-on-One Personal Meeting

Steps:

1. Navigate to User Appointment Availability Doctype.

2. Click on Personal Meeting and select View Past Meetings.
3. Click Copy Reschedule Link for the desired meeting.

4. Send the copied link to the user for rescheduling.

User-Initiated Rescheduling:

• After scheduling, users will see a Reschedule button in the success dialog box.
• Clicking it allows them to re-schedule a new time slot.

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Key Points To Remember:

Google Calendar Integration:

• Ensure Google Calendar is properly connected and authorized to sync appointments.

Appointment Availability:

• Configure your availability carefully to ensure accurate scheduling.

Personal Scheduling Link:

• Use the generated link to share your availability.

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Miscellaneous

Add 🌄 Banner to your Personal Meetings

Give your personal meetings a distinctive and professional touch by adding a custom banner.

Steps to Add a Banner:

1. Click on the Awesome Bar / Search Bar
2. Search for "User List" and click on it.

3. Find your User from the list view and open it.

4. Navigate to the Settings Tab and open Desk Settings.

5. Attach Your Preferred Banner Image in the Upload dialog box.
   • Ensure the image is not set to private; otherwise, it won’t be displayed to external users.

6. Enjoy Your Personalized Meeting Experience! 🎉