Set up online Schedulers

What is an online Scheduler?

Relay's web Schedulers allow your Customers and agents to easily schedule trainings and remote activations. Customers simply need to access the Scheduler link to fill out a form with their information and select a time slot for the training/activation, which will then be added to an agent's calendar. The Scheduler will also automatically create an Issue of type Training in Relay. 

The directions below apply to both Training and Remote Activation Schedulers. An activation is a short introductory meeting with the Customer. A training is a longer, deep-dive experience.

How do I set up an online Scheduler for my Team?

NOTE: you need Group Admin permissions to use this functionality.

To set up an online Scheduler, you will first need to create a Scheduler Integration for your Team and enforce your Team availability periods. This will create a form for the Customers to fill out and a Scheduler link. You will then need to give the appropriate qualifications to the agents who will be conducting trainings/activations in order for the Customers to see and click on times available for the trainings/activations. 

Part 1 - Create a Scheduler Integration for your Team

1. Go to Organizations → Teams and search for your Team.
2. Double click on the Team or click the  (Pencil) icon next to it.
3. On the left navigation bar of the Org Teams modal, go to  (Integrations).
4. Select  to open the Integration Setup modal.
5. Fill out the following fields:
   

• Type: select Training/Remote Activation Scheduler from the dropdown.
  
• Name: type the name you want to be displayed in the list of your Team’s Integrations. For example, you may specify the device the training/activation is for, naming the Integration "Clover Mini Training Scheduler".
  
• Description: (optional) type the description of your Training/Remote Activation Scheduler.
• Status: select Enabled from the dropdown.
• Training/Remote Activation Scheduler Title: type the title that will be displayed to Customers when they access the Scheduler.
• Training/Remote Activation Scheduler Description: type the description that will be displayed to Customers when they access the Scheduler.

• Session Time Length: select the length of the training/activation from the dropdown.
• Owner Team: select the Team leading the training/activation. The Relay Issue created by the Scheduler will be assigned to this Team.
• Default Sales Representative: (optional) select the Team representative who will conduct the training/activation by default.
• Enforce Cancellation Fee: (optional) toggle on to set a fee for cancelling the training/activation. The cancellation fee information will be displayed as a warning to the Customer during the scheduling process.

• Enforce Availability Periods: toggle on to set the times your Team will be available to conduct the training/activation. Learn how to set Team availability periods here.
• Terms of Payment: select your terms from the dropdown. If you do not intend to collect a payment, leave this field to its default setting.
• ID: (auto-populated)
• Web Scheduler url: (auto-populated) view the URL Customers will use to access the Training/Remote Activation Scheduler. NOTE: In order to view the correct URL, you will first need to Save & Exit the Integration Setup window, then re-open the Scheduler and scroll down to the web scheduler url field.

6. Hit Save or Save & Exit. The Training/Remote Activation Scheduler will now show up as Enabled and Ready in your Team’s list of Integrations. You can close and reopen the Integration and follow the directions here to get the link for Customers to access the scheduling form. 

Part 2 - Set up qualifications for Relay agents 

Once you create the Scheduler Integration, Customers will be able to access and fill out Customer Details on the first page of the Scheduler form. This will create Issues of type Training in Relay. However, Customers will not be able to see and click on available time slots after they fill out their details until you set up the appropriate qualifications for your agents. 

NOTE: in order for the agents' availability to be shown, they need to first sync their Google Calendars with Relay. Only the agents themselves can perform this action. They can follow directions for authorizing their Google Calendar here. 

1. Go to System → Users and open the record of an agent who will be conducting trainings/activations.
2. Scroll down to the Google Calendar Token field and verify that it is filled in with the agent's Google Calendar access token. The token is auto-populated when the agent syncs their Google Calendar. If you do not see the token, ask the agent to authorize their Google Calendar to be used by Relay. 
3. Fill out the following fields:
   • Org Role: select Activation Specialist for remote activations and Software Specialist for trainings.
   • Qualified For: search for Org: [Team name]. The Team must be the one you created the Scheduler Integration for.
   • Specialist In: search for Org: [Team name]. The Team must be the one you created the Scheduler Integration for.
4. Hit Save or Save & Exit. Your Customers will now be able to see and select a date and time for their training/activation. Time slots when your agents are unavailable will be grayed out. Trainings/activations scheduled this way will be automatically pushed to the agents' authorized Google Calendars.