Friday, September 19, 2008

How can I put Genbook appointments into Outlook?

Your Customer

Any time a customer makes an appointment with you, they receive a confirmation email. This email arrives in your customer's inbox with a calendar attachment — that is, a file representing the appointment. If your customer uses Outlook they can just double-click the attachment, save it, and it's added to their Outlook calendar.

You

You will have noticed that each time a customer makes an appointment you also receive an email. We call this the appointment notification email. Starting now, you'll also receive a calendar attachment similar to the one your customer receives. You can follow the same process as above to add this to your Outlook calendar.

Have a great weekend from the team at Genbook!

15 comments:

Bevin Keely said...

This does not work for me. I tried loading the iCal thing from the confirmation email I got, and what it tells me is that I have an appointment scheduled with myself! I need to know who the client is, not just that it is booked. I have a Mac and use iCal, so there should be no compatibility issues.

Cornelia said...

Hi Bevin, you're right. We had some kinks with the ics files, but they should now be working for your in iCal. We apologize for the delay.

IslesFanInCA said...

Can GenBook sync directly to MS Outlook? Is there a software download?

Thank you.

Greg - PitchingDoc@msn.com

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Phil said...

My confirmation emails from appointments made online by my clients have an iCal link in the bottom left hand corner of the email. However, the confirmation emails made by my receptionist in our office for our clients do not have an iCal link. This would be a really great thing to fix... Thank you.

Cornelia said...

Greg, take a look at the our blog post regarding the calendar synchronization feature: http://genbook.blogspot.com/2008/12/what-does-calendar-synchronization-do.html

Cornelia said...

Phil, if you'd like all appointments to sync with your calendar, you should use the Calendar Synchronization feature on your Staff Details page. The iCal attachments are only sent when there's an online appointment.

Here's more on the calendar sync: http://genbook.blogspot.com/2008/12/what-does-calendar-synchronization-do.html

M.B. said...

Is there a way to disable this function on my end only? I find it annoying especially since there are no automatic updates as in cancellations.

Cornelia said...

M.B., there's no way to disable the attachment. You can choose not to receive business-wide email notifications of new appointments, under Settings and Appointment Notifications. However, the attachments themselves can't be removed from the notification.

Gil said...

MANY of my patients are reporting that when they get the confirmation email and sync it into their calendar, the appointment time changes. Their confirmation email will say 1:00pm (the right time) and their calendar will say 1:30 or 2:00.

Cornelia said...

Gil, please contact our Customer Care Team, via the Support tab in your account, with more details about this problem, so that we can thoroughly investigate each case.

Jeni said...

I am also finding that my genbook appointments are scheduled at the correct time but my clients are receiving a notification of either 30min before or after the time that was allocated.

Please advise how to correct this
Thanks

Cornelia said...

Jeni, please contact our Customer Care Team (from within your account) with details of the appointments that are prompting confirmations with the wrong times, so that we can investigate the issue.

lmtgina said...

When I click to export my client list, it doesnt format it into a spreadsheet. Am I doing something wrong?

Cornelia said...

lmtgina, the format of the exported file will be .csv, which is compatible with Excel, although it is not an .xls file. You should be able to open it in Excel and then save it as an .xls file. If you continue having issues, contact our Customer Care Team from the Support tab of your account.