Tip #278 - How to Use The Scheduler Link (Send an invitation to schedule an appointment on the SmartAdvocate Calendar)

The “Scheduler Link” is a feature that is available on the SmartAdvocate Calendar (both the Case and Office Calendars) that will allow a user to send a secure link to an external party for them to create an appointment on your calendar.

The “SHARE SCHEDULER LINK” is visible on the calendar (when the filters are displayed).

Here’s How To Use The Link:

Go to the Calendar (Case or Office Calendar, as appropriate).
Make sure the filters are displayed (you will see the current and next month on the right-hand side of the page). If the filters are not displayed, click the “Show Filters” button on the top left side of the page.
Click the “Share Schedule Link” button and the page will pop up.

The person creating/sending the link will be selected by default as the Attending Staff. You can change the attendee(s) as appropriate, if necessary.
Select the Recipient. You can choose from any contact in the database.
Set the Duration for the appointment or accept the default (a duration will be set by default based on the setting in your system).
Select the Activity Type, (i.e., the appointment type) from the drop-down list.
a. The blue “GENERATE” button will create a link and save it to the memory of your computer. You may want to use this option for an email platform other than Outlook, where you will need to paste the link to the body of your email or some other tool.

b. The “EMAIL” button will copy the link, open your email dialog box and paste the link in the body of the email.

The recipient will receive an email with the link.

Here’s an Example:

Here Are Steps The Recipient Will Follow On Their End, To Create The Appointment:

Click the link in the email to open a browser window and display available dates/time for the current week on the sender’s calendar. Unavailable dates/time will be shown in red. The person making the appointment can navigate to the date/time of their choice.

To schedule the appointment, click on a desired time slot. In the example below, we will select 10am on Friday, January 12, 2024. Once the slot is selected, the blue “+ New Appointment” button will appear in the bottom right corner of the page.

Once the New Appointment button is clicked, a confirmation dialog box will appear.

Click OK and the appointment will be added to the calendar in SmartAdvocate.