How to Guide - Scheduler
Edit an already Scheduled consultation
Head to the Schedule tab. If the appointment is not arranged for today, select the date via the 'Month/Year' calendar field displayed. From the scheduled appointments listed, select the pencil icon or 'edit' button in the row of icons.
From here you can amend the consultation or caller details.
When finished, choose 'Update' . This generates an amended email and/or SMS invite to your Service user.
Schedule a consultation in the future
Head to the Schedule tab.
- Select 'Schedule a new consultation'.
- Enter the call details including the call date, time, duration, and interpreter /language requirements.
- Enter caller details including full name, contact telephone number, email address, and date of birth.
Once fields are completed, selecting ‘Create’. Your consultation will be scheduled for the date and time chosen. Your Service user will receive an email and/or SMS (if chosen) with the appointment URL to click or paste into their browser to access their appointment.
Nb. To see a scheduled appointment for a future date, ensure that when viewing your list of scheduled appointments, you have selected the date from the Month/Year calendar field displayed.
Send a reminder message to the Service user
Navigate to your Scheduled consultations list. Select the 'open envelope' icon from those offered above the consultation listed. This generates a 'send an invite' box from where a message can be customised, with a reminder of the date, time and any preparatory requirements.
Simply send by SMS or email. This feature can be utilised as many times as required in the lead up to an appointment. Your Service users invite will arrive by email and/or text and is displayed in a standard, clear format indicating appointment details and any additional pre-call preparation / bespoke information. Content in this template may be customised by a Customer Administrator.
Join a Scheduled consultation
Head to the Schedule tab and find the Service user within your scheduled call list. The appointment will be labelled 'Scheduled'. Select the grey handset icon which, when hovered over, changes to red and displays 'Start' to join your consultation.
If this is your first consultation of the day, you will be offered the 'Test your equipment' feature. For subsequent video appointments on the same day, you can choose to test or skip. Refer to the Test Your Equipment section.
The final screen presented, prior to joining, will be your camera image, your microphone muted by default, and an option to amend camera and audio settings for the start of the appointment, depending on requirement. Your Service user will then be brought into the call.
Cancel a Scheduled consultation
To cancel, simply head to the Schedule tab and find the appointment to be cancelled . If today, this is viewed on the current screen, if in the future search via the Month/Year calendar. Next select the red handset icon. A 'Cancel this consultation' pop up field displays. The call details will present, along with a free text box allowing a bespoke cancellation message to be included . Simply select 'Cancel Call.'
A 'call cancelled' notification will appear on screen and subsequently your Service user will receive an email and/or SMS confirming the call has been cancelled plus any additional customised information you may have entered.
Join a Scheduled consultation with a colleague
To join a colleague and participate in a three-way call, simply head to the Schedule tab, check the appointment you are intending to join has started - the 'Being Seen' status will be displayed - and select the handset icon to 'Join Call'. Before entering the video call, you will be asked once more to 'Join meeting'. Select this and you will enter the consultation.
Message a Service user waiting for a Scheduled consultation
SQOD offers the ability to send a one-way waiting room message, enabling a Service user to be notified in advance of joining a call. Helpful if you are delayed for appointments for example.
Head to the Schedule tab and find the appointment listed. If the Service user has clicked on the invite link and is 'Waiting', this will be indicated by 'Waiting' displayed on screen.
Simply select the '+' icon from the row of icons, which generates a message box for you to add your message to. To send, simply click the green arrow, located to the end of message. Your Service user will receive your message. There is not an option for them to message back while they are waiting. Two way messaging is available in a live call.
Leave a Scheduled consultation
When you are ready to leave the consultation, simply select the 'Leave' icon at the bottom right hand side of the call screen and choose 'End Meeting for all'. A prompt will appear asking if you are sure you want to end meeting for all. Choosing 'End meeting' will close the consultation.
End.