Setting Up Appointment Providers

What Is a Provider?

A provider is any person or resource that customers can book time with. This could be a sales agent, a support specialist, a doctor, or a meeting room.

Adding a Provider

1. Go to Settings → Appointments → Providers.
2. Click New Provider.
3. Fill in:
   • Name — The provider's display name.
   • Email — Used to sync with their calendar.
   • Linked Agent — Associate with a Voxys Connect agent account (optional).
   • Calendar Integration — Connect Google Calendar or Outlook.
4. Click Save.

Setting Availability

Open the provider's profile and go to the Availability tab:

1. Toggle on the days they are available (e.g. Mon–Fri).
2. Set start and end times for each day.
3. Set the Slot Duration (e.g. 30 minutes, 1 hour).
4. Set a Buffer Time between appointments to avoid back-to-back bookings.
5. Add Break Times (e.g. lunch 13:00–14:00).

Services

Services define the type of appointment. For example, "15-Minute Intro Call" or "60-Minute Consultation".

1. Go to Settings → Appointments → Services.
2. Click New Service.
3. Set name, duration, and optionally link to a specific provider or allow any available provider.

Calendar Integration

Connecting a calendar ensures the provider's booked appointments block their availability and existing calendar events prevent double-booking.

Google Calendar:

1. Go to the provider profile → Integrations.
2. Click Connect Google Calendar.
3. Authorise with the provider's Google account.
4. Select which calendar to sync.

Outlook (Microsoft 365): Same flow via Connect Outlook Calendar.

WhatsApp Confirmation Templates

Go to Settings → Appointments → Templates to set which WhatsApp template is sent as a booking confirmation. The template must be approved and should include variables like {{customer_name}}, {{service_name}}, {{appointment_date}}, and {{appointment_time}}.