Option selections will be slightly different if the individual user is using their PSA calendar or Outlook as their primary calendar. This guide will break it down using both methods.
Step 1: Calendar Settings
Review the user's calendar settings to ensure the settings below are ideal for the intended users.
Users > Configure > Calendar
PSA is the Primary Calendar (Autotask, ConnectWise, or HaloPSA)
Microsoft 365 is the Primary Calendar
For more information: Scheduling with Microsoft 365 | TimeZest Help Center
Step 2: Appointment Type Setup
Generally, for signature block links, tickets are not needed for these appointments. Especially if you are setting this up to be used for Users who have Microsoft 365 as their primary calendar.
Go to your PSA Options within the Appointment Type and choose to create an Activity (ConnectWise) or To-Do (Autotask).
HaloPSA users will see their Appointment Types in Workflow mode, and the only action available for TimeZest to write appointments is the action "Create an appointment in HaloPSA."
Step 3: Check Microsoft 365 Options
Ensure that your calendar entries in Outlook will display as Busy.
Step 4: Shareable URL Setup
Below are the recommended settings for using a Shareable URL for a resource that is set up as Microsoft 365 being their primary calendar, where a ticket is not desired. You may need to make different selections based on your specific use case.
Select to Allow clients to schedule this Appointment Type, but do not create a ticket.
Use Require the client to provide a description of their issue to gather an understanding of what the meeting is about.
NOTE: HaloPSA users will see their Appointment Types in Workflow mode and thus will not see a section for "Shareable URLs". To achieve the same setup, HaloPSA users will need to remove the action "Create a ticket in in HaloPSA" from the workflow following the trigger "When the client schedules their appointment":
To edit the verbiage of the Summary question, locate Fields > Issue Description
ie: "What is the topic of this meeting?", "How can we assist?", or "Short description of the meeting topic.":
NOTE: HaloPSA users will need to ensure the "Ask end user if not known" option is selected for the Issue Description setting.
For more information: Shareable URLs | TimeZest Help Center
Step 6: Copy Shareable URL and Embed in Outlook Signature
Go to the Appointment Types screen
Select the user you are wanting to create the Shareable URL for.
Copy the Shareable URL link.
Open your Email settings and locate Signature blocks. Type in the verbiage you want to use for your link. Highlight the text. ie: Schedule a meeting with me!
Select the insert hyperlink icon.
6. Paste the Shareable URL within the Address bar.
7. Double check the Text to display, to ensure this is correct.
You will now have a link straight to your calendar for clients to schedule.
If you have any questions, please feel free to reach out by clicking on the chatbox to the right or at [email protected].