Objective
Designed for branches with shared meeting rooms or where there are more advisors than private meeting areas, Meeting Spaces (Room Bookings) ensures staff and clients can be confident that, when visiting the branch, there will be a private space for their appointment.
NOTE: Meeting Spaces (Room Bookings) is an add-on feature. Please connect with your Customer Success Manager to get started.
Before you begin
If Meeting Spaces is enabled at your organization, some or all services at each location may require a meeting space be available at the time of the appointment in order to successfully book that appointment. If your organization also uses Lobby, meeting space availability is factored into a client/member’s estimated wait time.
Read on for steps and helpful hints for adding a meeting space when scheduling an appointment.
Steps
Add a meeting space either when creating a new appointment or editing an existing appointment. To add a meeting space when creating an appointment:
From the navigation menu, click Schedule
Click +New
Click Appointment
From Details, select the service
If the service requires a meeting space for the appointment, a Meeting Space dropdown displays
From the Meeting Space dropdown, select your desired meeting space
Complete the other required and optional fields for the appointment as needed
Click Save
The appointment is saved and the meeting space is associated with the appointment.
NOTE: If a client reschedules the appointment and the meeting space associated with the appointment is not available at that time, the system will automatically select another available meeting space.
Why isn’t the appointment saving?
If your organization requires meeting spaces when scheduling appointments (whether for all appointments at a specific location or a subsection of services), you must include a meeting space prior to saving the appointment. To resolve this, from the appointment details, click the Meeting Space dropdown and make your selection.
Furthermore, if your organization requires meeting spaces when scheduling appointments, you will be unable to add a new appointment for a time when no meeting space is available. To resolve this, update the date/time of the appointment and, from the appointment details, click the Meeting Space dropdown and make your selection.
If a meeting space is required for the appointment and none is available, modify the date/time of the appointment and re-select a meeting space
A note on access and visibility
Admin users, managers, and staff users can add a meeting space to a meeting if Meeting Spaces add-on is part of your Coconut package.