# Introduction
Our friendly online Booking System will reduce the amount of Will Aid admin you need to do, making the campaign more streamlined for you. Simply put, you create appointments in your Diary on the Dashboard, they then appear as available appointments for clients to book directly on our website.
When you have added your Will Aid appointments to your Diary, you can turn it on via the Diary page or go to Settings and set the online Diary to ON. When activating the Diary, a ‘Book Now' button appears on your listing on our website, and Will Makers can book your available appointments right there and then.
People will only see the option to book the available appointments you have added to your online Diary when you appear on our website and you won’ receive enquiries in your Enquiry Inbox (although they will still be able to enquiry regarding other possible time slots).
A booked appointment will live both in your Appointments Inbox and in the Online Diary, and you will get an email notification from us when a Will Aid client has made a booking.
# Creating Appointments
To add an appointment, simply click 'Add Appointment' or click on the day you want to add the appointment. Now set the Date, Start Time, and End Time, when you are done, click Save. You can schedule appointments for whenever suits your capacity best, including outside of Will Aid month in November if you prefer to see people before then or after i.e. October or December or beyond.
To make it even easier for you, we’ve made it possible to automatically add a recurring appointment at the same time the day after or for the following five days.
# Setting Online Booking to ON and OFF
When you have added your available appointments, you can turn your Online Diary to ON or OFF for your branch at any time. You can do this via the Diary page or go to Settings and turn the toggle green.
When your Online Diary is set to ON, a 'Book Now' button appears on your listing on our website, by clicking there, Will Makers can book your available appointments. If you set the Online Booking-toggle it to Off, this simply removes the online booking function, and leaves Will Makers with the option to make an Enquiry with you.
Note: If you have synced your Will Aid Diary and set Online Booking to OFF, you will need to re-sync the Diary when switching it back to Live.
# Booked Appointments
When an appointment has been booked, it will go from red (available), to green (booked). You can view the client and Appointment details by clicking on the appointment in the Online Diary or in the Appointments Inbox. Cancelled appointments appear as grey.
# Editing Appointments
The Online Diary is a flexible tool that revolves around your schedule, and sometimes you might need to move an available appointment to another date or time. To do this, click on the appointment you need to move and then click ‘Edit’. You can then change the Date, Start Time, End time, Status, as well as add Notes. When you are done, click Save to finish editing and update the appointment.
Changing the Status of an appointment is useful if it has been cancelled or perhaps booked from outside of our system.
For example, if you have had a Will Maker phone or email you and they would like to book one of the online appointments you have listed, you can simply change the status to Booked, enter the client's details into the appointment, and hit Save.
# Synchronize your Online Diary with your calendar
Your Online Will Aid Diary can sync with Google Calendar, Microsoft Outlook, and more. This will enable you to see your Will Aid appointments with live updates in your regular calendar application.
To sync, go to Settings in the main menu and switch Calendar Sync to ON. This will display your Will Aid calendar subscription URL right underneath, which you need in order to Sync with your regular calendar.
See below how to add your Online Diary as a subscription to your calendar for the latest versions of some of the more popular calendar applications. For more detailed information on how to sync, consult the 'Help'-section in your chosen diary application. It's usually very straight-forward.
# Microsoft Outlook:
In the diary Home tab, click on +Add or Open Calendar, and select From Internet. Now paste the Online Diary Subscription URL into the address field in the window that opens up and click OK.
# Google Calendar:
In your Google Calendar, go to Settings and click Add Calendar, select From URL, now paste the Online Diary Subscription URL into the address field and click Add Calendar.
# Follow-Up Email
A useful function of using the Online Diary is that you can set up a Follow Up email to go out when an appointment is booked (you can do this in the Settings section). When a client books an online appointment, they receive an automatic email with all the details of the appointment. If you would like to follow this up with a more personalised email, switch Send a follow up on, complete the Subject and Message, and this email will be sent out by us 30 minutes after a booking has been made.
This is a great way to, for example, let Will Makers know that you are offering remote appointments, or linking them you your will questionnaire.
Please note that the Follow Up-email is sent from info@willaid.org.uk, and any replies to this email will come to us at Will Aid rather than yourselves. Make sure to include your contact details in your email.