How to Configure Booking Template Durations and Intervals

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We hope the below article will assist you. Based on your questions, it looks like you are trying to configure booking template durations and intervals.

Permissions required: 
Access to Workflow

Please follow the steps below:

1. To begin, login to your Qtrac homepage and click the Manage button in the top right corner
    
2. Click on Workflow
   
    
3. Click Edit on your Workflow
   
    
4. Click on Booking Templates
   
    
5. Click the pencil icon to edit your Booking Template or click to Add a new Template
   
    
6. Select an Interval of 15 minutes, 30 minutes, or Custom.
   
   Please note: These options are only available to Resource enabled Workflows. To learn about Resources on your workflow, visit our help articles on Resources.
   • Introducing Resource Allocation for Appointment Services
   • How to Create a Resource Template

7. Here are some examples of different Scenarios you might use:

   Example Scenarios

   Scenario 1

   Slot Duration: 60 minutes

   Slot Interval: 45 minutes

   Resources: 1
   

   Hours: 9:00 AM – 12:00 PM

   Calendar Slots: 9:00 AM, 9:45 AM, 10:30 AM, 11:15 AM

   If a customer books at 9:00 AM, the next available slot is 10:30 AM (duration is longer than the slot interval).

   
   Scenario 2

   Slot Duration: 45 minutes

   Slot Interval: 60 minutes

   Resources: 1
   

   Hours: 9:00 AM – 12:00 PM

   Calendar Slots: 9:00 AM, 10:00 AM, 11:00 AM

   If a customer books at 9:00 AM, the next available slot is 10:00 AM.

    

   Scenario 3

   Slot Duration: 60 minutes

   Slot Interval: 45 minutes

   Resources: 2
   

   Hours: 9:00 AM – 12:00 PM

   Calendar Slots: 9:00 AM, 9:45 AM, 10:30 AM, 11:15 AM

   If a customer books at 9:00 AM, the next available slot is still 9:00 AM (a second resource is available).

    

   Scenario 4

   Slot Duration: 45 minutes

   Slot Interval: 60 minutes

   Resources: 2
   

   Hours: 9:00 AM – 12:00 PM

   Calendar Slots: 9:00 AM, 10:00 AM, 11:00 AM

   If a customer books at 9:00 AM, the next available slot is still 9:00 AM (a second resource is available).
    

8. Next, assign a Booking Lead Time. This will block off an amount of days, hours, or minutes before the first available time slot.
   If it is 10am today and the lead time is 1 day, the first available slot will be after 10am the following day.
   
    
9. The Scheduling Window can also be assigned by days, hours, or minutes and limits how far in advance you may book a time slot.
   If it is Sept 1st and the window is 30 days, you will not be able to book past Oct 1st.
   
    
10. The Check-in Window dictates how early and how late you may check-in from your booking time.
    If your booking is at 11am and early check-in is 15 minutes and late check-in is 10 minutes, you may check-in as early as 10:45am but no later than 11:10am.
    
     
11. Next, configure your Email and SMS communications. Select any communication updates you would like to send to yours visitors who have created a booking. Communications involve the following:
    • Booking Confirmation - Sent when a visitor submits a new booking
    • Booking Updated - When a visitor reschedules their booking
    • Booking Cancelled - When a visitor cancels their booking
    • Booking Reminder - Schedules to send at certain times prior to the booking date. Can schedule to send X minutes, hours, days, or months prior to the booking time.
      
       
12. When you're finished, click Create or Update
    

If you still have any questions, please feel free to get in touch with our Qtrac Help Desk.