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EZnet Scheduler's
Frequently Asked Questions and Help Center

Notifications

Notifications Overview

Under the Notifications Tab then Notifications Setup you can edit the company wide Notification settings. These are your default notification templates for Email, Text and Phone reminders (refer to tabs above). You can also set up Custom Notification Templates for specific Stations, Tasks or Resources. Go to Company Account -> Station, Task or Resource Management and edit individual record to set up custom individual notifications.

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notifications overview

Text Message Notifications

  1. Open Appointment Click on an appointment you would like to setup a notification for. Then go to the Notifications tab.
  2. Create Notification Select Text from the notification type list. Enter the clients phone number into the Mobile # field. Pick the Phone Carrier from the list. Then select when you would like this notification to go out from the Reminder Interval list. Immediate will send the notification immediately, the 15 min, 30min and 1-72 hours are reminders prior to the appointment. When done hit the Ann New Notification button to create the new notification.
  3. Track Notification The scheduled notifications will display up top in the Existing notification box. The Processed Notification History box will show you the Sent Notification History.
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text message notifications

Email Notifications

  1. Open Appointment Editor Click on an appointment you would like to setup a notification for. Then go to the Notifications tab.
  2. Create Notification Select Text from the notification type list. Enter the clients phone number into the Mobile # field. Pick the Phone Carrier from the list. Then select when you would like this notification to go out from the Reminder Interval list. Immediate will send the notification immediately, the 15 min, 30min and 1-72 hours are reminders prior to the appointment. When done hit the Ann New Notification button to create the new notification.
  3. Track Notification The scheduled notifications will display up top in the Existing notification box. The Processed Notification History box will show you the Sent Notification History.
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email notifications

Phone Notifications

  1. Open Appointment Editor Click on an appointment you would like to setup a notification for. Then go to the Notifications tab.
  2. Create Notification Select Phone from the notification type list. Enter the clients phone number into the Phone # field. Then select when you would like this notification to go out from the Reminder Interval list. Immediate will send the notification immediately, the 15 min, 30min and 1-72 hours are reminders prior to the appointment. When done hit the Ann New Notification button to create the new notification.
  3. Track Notification The scheduled notifications will display up top in the Existing notification box. The Processed Notification History box will show you the Sent Notification History.
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phone notifications

Editing Notification Templates

We offer multiple template setup options based on your needs. You can edit company wide templates. or create specific Station, Task or Resource related message templates.

  1. The Email body editor. Here you can edit the text, font, color add images and style your message.
  2. Inserting information You can insert useful information into your automatic message. Like Appointment Date, Appointment Time, Address, Phone numbers and so much more. The EZnet Fields can be found in a drop down list (3) and inserted into your message.
  3. EZ fields From this drop down list you can select a variety of information fields that will display the Appointment Information to your client. When you select one of the fields from the drop down, you will see for example [AppointmnetDate] added to your text. That field will enter the appropriate appointment date into your message when it is sent out.
  4. Other Setting Email Subject will dictate the subject line of the email that this message will be sent with. You can Auto Send Appointment Confirmation for Appointments. As well as set to Send Reminders for all Appointments at a particular time.

Text message templates are quite straightforward to modify as well. Since the nature of text message is text only, there is not much to do when styling your text message notifications. Enter your text in the box and the available EZnet Fields are listed on the right. These fields will insert the appointment information into your message, like date, time or phone number.

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edit template notifications step 1 edit template notifications step 2

iCal Notification

Go to Notifications Menu Tab and Click Notifications Setup.

  1. iCal Calendar Invitations This tool sends an automatic calendar invitation through email. The appointment then appears on the invitees calendar. This feature is universal and is integrated with most calendar providers. You can select a Plain Confirmation Email, which will feature a Text Only message. Or a Text Email with iCal Calendar invitation included. This invitation makes it easy for the user to add this appointment to their calendar of choice.
  2. Confirmation vs Reminder Emails Confirmation Emails go out immediately after the appointment is booked. The Reminder emails go out at a specified interval time prior to the appointment.
  3. Setting the Reminder Timeframe Select a specified time you would like your Reminder Notifications to go out prior to the appointment.

How to edit notification templates.

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setting up iCal notifications

Tasks

What is a Task

Under the Notifications Tab then Notifications Setup you can edit the company wide Notification settings. These are your default notification templates for Email, Text and Phone reminders (refer to tabs above). You can also set up Custom Notification Templates for specific Stations, Tasks or Resources. Go to Company Account -> Station, Task or Resource Management and edit individual record to set up custom individual notifications.

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what is a task

How to Add a Task

Mouse over Company Account on the menu of your scheduler and select Task Management, on the upper left hand side of the menu click on Add new record and fill out the information.

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add a task

How to Edit a Task

Mouse over Company Account on the menu of your scheduler and select Task Management, Click on the edit link on the task that you would like to edit change the information that you would like to change then click on the save link.

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edit a task

Change Task Color

Mouse over Company Account on the menu of your scheduler and select Task Management, Click on the edit link on the task that you would like to Change the color for. Go to the bottom of the task screen Change the background to what you would like. Then Change the Text color to what you would like as well (Make sure that they are not both the same color or you will not be able to see the task). Once you are done click on the save link.

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change task color

Assign time limits to tasks

Mouse over Company Account on the menu of your scheduler and select Task Management, Click on the edit link on the task that you would like to change the duration for then go down to the Duration box fill the time in (example 1 hour would be 1:00 a half hour would be 0:30) after you have made you changes click on the save link.

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time limits to tasks

Assign a price to a task

Mouse over Company Account on the menu of your scheduler and select Task Management, Click on the edit link on the task that you would like to change the price for then go down to the price box fill the price that you would like to assign to the task (example $50.00 hour would be 50.00) after you have made you changes click on the save link.

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task prices

Tasks Visibility Limits

Mouse over Company Account on the menu of your scheduler and select Task Management, Click on the edit link on the task that you would like to change.

Visibility Options. This section will allow you to set visibility limitations to Internal Calendar Only if you don't want your clients to see a particular Task on the External Calendar. External Calendar Only if you want this to be offered as online booking service only. Both Calendars this will show the Task on both calendars or Neither Calendars in case you want to hide the Task, but possibly reopen it in the future.

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tasks visibility

User Management

How to Add Users

To add Users, simply click on "Company Account" in the top menu and select the "User Management" option.

Click on "Add new record" and fill out the information for your new User. Then click on the "Insert New User" button to save your new User.

  1. Add new user. Click on the Plus to add a new User.
  2. Search panel. This section will allow you to Search the Users based on criteria. You can also group your search by dragging and dropping it into the Drag-and-Drop section up-top.
  3. Information list. This is how all your Users will be listed, Click on the Edit button to change the information.
  4. General information. This section will allow you to edit the resource general information, set a price and limitations.
  5. Reset password. Reset a specific user password.
  6. Station view restrictions. This section will allow you to restrict certain users to see particular stations.
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add user management add new user record add user management step 1 add user management step 3 add user management step 5

Change Password

Mouse over Company Account on the menu of your scheduler and select Password Reset. Next type in your new password twice then click the "Change Password" button.

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change password

Resources

What is a Resource

Resources could be set as your office rooms, trucks, or other service elements. While setting up your companies resources you can also provide time duration for that resource, for example clean up after a patient takes 15 minutes.

Resources appear in your Appointment Tip when you mouse over an appointment in your scheduler view.

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what is a resource what is a resource extended

Manage Resources

Mouse over Company Account on the menu of your scheduler and select Task Management, on the upper left hand side of the menu click on Add new record and fill out the information.

Resources appear in your Appointment Tip when you mouse over an appointment in your scheduler view.

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managing resources managing resources step 2 managing resources step 3

Company Account

Company Administration

  1. General Information. This section will allow you to edit the general account information, as well as set Custom Attachment Names which is an important tool in customizing your Scheduler. Please refer to Point 7.
  2. Working Hours. This section will allow you to set your company's hours. This will predetermine your day schedule time slots.
  3. Appointment Options. Here you can specify which information in Required on the Appointment Scheduling form.
  4. Payment Info. You can see your Payment and Package information here.
  5. Point of Sale. Selections of different payment options available to you.
  6. Customize Attachment Names. Stations, Tasks and Resources can be called different names. For example:

This changes the Attachments Names throughout your Scheduler. Now your Online Scheduling Page will look like this:

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company accounts overview company accounts customize attachements company accounts external page

Stations

What is a Station

Stations are the columns of your scheduler view. They can be defined as the user, location, equipment, or staff member being used to complete the task. In the example below the Stations are Forrest Smith, Juan, Keali, Marcos, Michael.

To manage Stations go to Company Account and select Station Management.

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what is a station station management

Create a Station

Mouse over Company Account on the menu of your scheduler and select Station Management, on the upper left hand side of the menu click on Add new record and fill out the information.

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create a station

How to Edit a Station

Mouse over Company Account on the menu of your scheduler and select Station Management, Click on the edit link on the Station that you would like to edit change the information that you would like to change then click on the save link.

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edit a station

How to Customize a Station

From the Station Editor you can Customize your stations to have Visibility and Task Restrictions, Reminder notifications and custom notifications. Here is how it works:

  1. General Information. This section will allow you to edit the stations general information, set a price and limitations.
  2. How Many Tmes Can This be Assigned. You can limit the amount of appointments each Station can receive if you want to split appointments evenly between your employees.
  3. Visibility Opitions. This section will allow you to set visibility limitations to Internal Calendar Only if you don't want your clients to see a particular station on the External Calendar. External Calendar Only if you want this to be offered as online booking service only. Both Calendars this will show the station on both calendars or Neither Calendars in case you want to hide a station, but possibly reopen in the future for booking.
  4. Hours You can set time restrictions on each station from here.
  5. Attachment Restrictions From here you can set task restrictions for certain stations. If particular employees are not qualified to perform certain task, you can set that restriction here. Example: Rob is qualified to color hair, but Sam is not, he can only do haircuts and blow-dry.
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customize station 1 customize station 2 customize station 3

Station Contact Center

From the Contact Center you can create stations notifications. Here is how it works:

  1. Reminder Management. This section will allow you to edit the stations general notification information and create new reminders. Basically these reminders are for your employees and management, remind them of an upcoming event or meeting.
  2. Notification Hours. This section will allow you to set time and day limitations.
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station contact center

Station Notifications

Go to Station Management and click on Edit one of your stations. This way every one of your stations can have custom notification setup. Once the Editor window comes up select the Notifications tab. Here is how it works:

  1. Create a Notification. Select whether you would like to create a Email, Text or Phone notification from the Type list on the left hand side. Enter the necessary information like email, phone number etc and hit the Add New Notification button. Your new notification will appear in the top Existing Notifications box.
  2. Notification Restrictions. Here you can set from what time to what time are the notifications allowed to be sent out. You would not want our system to be calling your client in the middle of the night.

Custom Templates - Company/Client

We have multiple templates that you can customize for your clients and your company/employees. Company Templates are used for notifications/reminders that will go out to the company/employee. Customer Templates will go out to the client that schedules with this particular station. Lets say your station represents an employee named Rachel. When an appointment is scheduled with Rachel, you can send her a custom message at a particular time to remind her of her appointment. Also you can create a custom message that will be sent to the client coming to see Rachel.

Templates There are Immediate Template and Reminder Templates. Immediate templates will go out with the immediate notifications as soon as an appointment is scheduled. They could carry a confirmation message. Reminder Templates will go out with a reminder notification at a set time prior to the appointment. You can create separate Immediate and Reminder templates for Text and/or Email notifications for both Company and Client recipients.

How to edit templates.

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station notification 1 station notification 2

Status

Status Overview

Statuses are small icons that appear on your appointment to identify its progress.

To set a status Right click on an appointment and mouse over "Set Appointment Status" tab. You will see a list of appointment statuses fly out. ex Alert, Confirmed, Running Late, No Show and so on.

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status overview

Create Status

Statuses are small icons that appear on your appointment to identify its progress.

To set a status Right click on an appointment and mouse over "Set Appointment Status" tab. You will see a list of appointment statuses fly out. ex Alert, Confirmed, Running Late, No Show and so on.

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create custom status

Block Out Times

Block Out Times Overview

Block out times allow you to disable certain sections or days on the calendar. You can block out times for your regular office hours like for example for Lunch or a weekly meeting. Or you can block out times per station basis, for example if one of you employees is out that day.

Block out times - Company Wide Hours To block out times for your regular hours go to Company Account > Company Administration > Working hours. You will find the Block Out section on the right.

Block out times - Station Specific To block out times for a specific station go to Company Account > Station Management then click Edit on a desired station. You will find the Block Out section in the right bottom corner.

To set a status Right click on an appointment and mouse over "Set Appointment Status" tab. You will see a list of appointment statuses fly out. ex Alert, Confirmed, Running Late, No Show and so on.

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How to Block Out Time

To create a block out time: From your desired block out location (see above) click on the "Add A New Block Out or Exception" button in the bottom right corner.

You will be presented with three options on what type of block out you would like to create.

Option One: Regular Office Hours. Use this option to add a block out to your regular office hours. These block outs will always be applied. For example: your regular office hours are Monday to Friday from 9:00am to 5:00pm and you want to add a block out for lunch from 12:00pm to 1:00pm.

Option Two: Use this option to add a block out based on a specified date, a period between two dates, or a recurrence rule. For example: you want to add a block out for a holiday, several days of vacation time, or you are unavailable on Thursdays of every other week.

Option Three: Use this option to add an exception based on a specified date, a period between two dates, or a recurrence rule. For example: you have a block out for Thursdays of every other week, but you want to be available on one particular Thursday.

Once you have selected a block out you can give it a Name(Description) and specify the date and time of the block out. Hit Apply and don't forget to Save your Company Data.

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how to block out time block out time admin 1 block out time admin 2

Appointments

Drag And Drop Appointments

You can drag and drop appointments between Different time slots as well as different stations. You do this by putting your mouse over the appointment that you want to move click and hold it and drag it to the new time or new station that you want then let go of the mouse button. You will see that the appointment has been moved.

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drag and drop appointments

Booking More Than One Appointment

Click next to the appointment that you would like to double book fill out all you appointment details that you need to making sure that you don’t forget to enter a subject and a task. Than please click on the box that says validate and save.

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booking more than 1 appointment

Recurring Appointments

Go to your calendar view as if you were making a normal appointment, click on the time slot that you would like to book your appointment for fill out all you appointment details that you need to making sure that you don’t forget to enter a subject and a task, then click on the recurring tab, click the recurring event check box once you do that a new menu screen will populate fill out the necessary information for the recurring appointment and then click on the box that says Validate & Save.

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Charts & Graphs

Text Message Reminders

To send Text Message Reminders to your customers, simply click on the customer's appointment on your calendar. The "Edit Appointment" screen will pop up. Select the "Appt Reminders" Tab and mark the "Send Text Reminder" checkbox. Enter the customer's cell phone number and select the name of their cell phone carrier. Then select their Reminder Time and click the "Validate & Save Appointment" button to save your settings.

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appointment text message reminders appointment text message reminders 2

EZnet SCHEDULER IS HERE FOR YOU

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Although our customers don't often experience issues with our appointment scheduling software, we're still here for you—to answer your questions, solve issues when they arise and support your business goals. Just give us a call, email us or click/tap the button below to initiate a chat (with a real person, not a bot).