New Meeting Scheduler

An introductory walkthrough of the two paths the New Meeting Schedule can use to get contacts into your list.

ClientTether Meeting Scheduler Feature Documentation

Overview

ClientTether’s meeting scheduler is designed to optimize your daily schedule by grouping appointments within a reasonable drive time. This ensures that your appointments are efficiently managed, minimizing travel time and maximizing productivity.

Setting Up the Meeting Scheduler

1. Accessing the Meeting Scheduler
   • Navigate to the “Hosted Page – Add/Edit ” section in your ClientTether Settings.
   • You can either create a new meeting schedule or edit an existing one.
2. Meeting Details
   • Meeting Name: Enter the name of the meeting.
   • Description: Provide a brief description of the meeting.
   • Appointment Length: Set the duration of the appointment.
   • Wrap-up/Drive Time: Specify the time required to wrap up after the meeting and Drive to the next.
   • Advance Notice: Choose how much notice you need before the meeting.
   • Users: Select the users involved in the meeting.
   • Type: Choose the type of meeting location:
     • At my office location – Enter an Office Address
     • At contact’s location – Enter a Default Address and Zip Code
     • At phone-click to call
     • Video conference – Enter a Video Conference URL
   • Notes Label: Add any specific notes related to the meeting.
   • Appointment Theme Color: Select a theme color for the appointment.
   • Appointment Font Color: Select a font color for the appointment.
3. Optimizing the Schedule
   • Drive Time Calculation: The scheduler computes the drive time between appointments to keep them grouped by geolocation. This helps in avoiding long travel times between meetings.
   • Wrap-up/Drive Time: Set the wrap-up and drive time to ensure there is enough time between appointments for travel.
   • Default Address: Specify your starting address for the day. The first appointment scheduled on a day sets the geolocation for that day, and all subsequent appointments will be arranged around this location.
4. Configuring Days and Time Slots
   • Expand the “Available Days/Time of Day” section to restrict the days and times offered for appointments.
   • This ensures that potential site opportunities are only offered within your available time slots.

Example Scenario

Imagine you are managing a territory in the Denver Metro area, with appointments that could range from Fort Collins to Colorado Springs. The drive time from one end to the other can be over 2 hours. By using ClientTether’s schedule optimizer, you can ensure that your appointments are grouped by location, minimizing travel time and optimizing your schedule.

Basics to Remember

• The first appointment scheduled on a day sets the geolocation for that day.
• All subsequent appointments must work around the initial location.
• Control the drive time by setting the appropriate wrap-up/drive time and default address.

Both the Main Appointment and the Wrap-up/Drive Time will be shown on the Calendar