Appointment Scheduling in OrgSync Forms

Since my last post on integrating your OrgSync calendar was an unexpected success, I thought I’d pass along another tip I’ve discovered recently.

One of the things my coworkers have wished they could do with OrgSync has to do with officer applications and interviews. Right now, OrgSync makes it really easy to make an application but if your process also involves interviews, there’s no way to have people schedule their interview time as part of their application.

Until now.

One of my favorite productivity tools is a site called Calendly. While they do have paid versions, I’ve found the free version to be more than sufficient for my current needs. If you’re looking for a way to get your applications and interview scheduling all in one place, this may be a solution for you!

There’s a few different ways to do this, but this is by far the best looking and most user-friendly experience of any service I’ve seen. If you get stuck on one of the steps below, go ahead and leave me a comment at the bottom of the page. I’ll respond and try to help as much as I can!

What you’ll need:

  • A Google account (any gmail account works perfectly, though if you’re on a campus that uses google apps you can use that account as well!)
  • Ability to make/edit forms on OrgSync
  • About 30 minutes (though if you’re mildly tech savvy you may be able to do this quicker)
  • I’ll provide the code you’ll need, you’ll just need to replace the links with your own
Calendly Homepage
First thing you’re going to need to do is go to www.calendly.com and click the green “Signup Free” button. This is where you will need to sign in with your Google account.
After you sign in and authorize it to use your google account, it will ask to verify your time zone and choose a Calendly URL. I chose my name and added my schools initials afterwards because I used my campus email (which is Google Apps enabled). Hit the blue “Confirm” button
Yay! Your account is created! Click on the box with your URL in the top right corner. This will bring up a dropdown menu. We’re going to configure your calendar connection first. Click on the “Calendar Connection” option in the dropdown menu.
At this point you should still be signed into your Google account, so when you click the “Calendar Connection” option its going to ask you to authorize to manage your calendars. What this will allow it to do is check for conflicts with events you’ve already scheduled AND post a calendar entry for you whenever someone schedules an appointment (we’ll get to that in the next step). Click the blue “Accept” button.
You will now see your currently connected calendar account. At the bottom there’s two options: Check google Calendar for Conflits” and “Add new events to Google Calendar.” You can select the calendars you want it monitor for conflicts and on the right it will allow you to select the calendar where it can create calendar entries. I have a calendar called “appointments” so I chose that. You can choose whatever calendar you want. When you’re done, click the blue “Save Changes” at the bottom center of the page.
It should take you back to your dashboard at this point. If not, its okay. Go up to the dropdown on the top right and select “Event Type Settings” this time.
Calendly automatically creates three different event types. I disabled all but the first one. This is the one we’ll edit for our interview times. Click the blue circle with “Edit” next to it on the top right of the event type.
I’ve changed the name from “15 Minute Interviews” to “Exec Team Interviews” and changed the Event Link and color. You can customize these to whatever you like
Right below this is the availability selector. This is very important. It’s set up to allow recurring appointments but I want to make it so that appointments are limited to the time and days I have scheduled.
For this example, I know my interviews will be held in 15 minute increments on Monday and Tuesday, February 23-24, 2015 from 3-5 PM. Click the edit button next to Monday and input the increment time and schedule. Because I know that my interviews will follow the same schedule the next day, click the “Apply to…” button and select “Monday and Tuesday”
Scrolling down, you’ll select the dates available to schedule. I know my interviews are going to be on the 23rd and 24th, so I select that date range. The options below allow you to add custom questions to when people schedule a time. The default is Name and email address. We won’t deal with custom questions links or email notifications for this tutorial but feel free to use them if you need them. Note that some of the options (like customized messaging and automated notifications will eventually require a paid subscription).
You can adjust any advanced settings here. I changed the minimum scheduling notice to 2 hours instead of 24.
I also turned off the schedule another event button. Make your adjustments and click the “Save Changes” button at the bottom of the page.
Scroll back up to the top and click the blue “Copy event link” button. It will turn green when it’s copied. Open up your OrgSync Form/Application and we’ll get ready to embed your scheduling calendar at the bottom of the application. Keep this Calendly window open just in case you need to come back to it.

Here’s where the magic happens. At the bottom of your form, after all the questions and things you’ve already created add a new text block. Click the “Source button. Paste the link you copied from Calendly over any text in the box. Add an https:// before the beginning of the link. Press return twice to go to a new line.

Type the following code and paste it into the source box (wordpress won’t allow me to post HTML code snippets… sorry!). Be sure to add a space between where the line breaks are located:

code snippet

 

Your box should look something like this one below:

Now, highlight the link at the top cut/paste it to replace the INSERT LINK HERE” part of the code. It should now look something like this:

If you want to add any text above or below the scheduling box, simply type it before the beginning of the code and hit return to put the code on it’s own line (or at the end of the code on a new line). I would recommend adding text above the box explaining that the widget below is for scheduling an interview time and some text afterwards to tell them to click the green “continue” button to submit the form.

Hit the green DONE button. Look how pretty it is! If everything is right it should look something like this in the form editor:

Screen Shot 2015-02-11 at 9.44.36 PM

The scheduler is fully responsive and will adjust beautifully to any size screen, including mobile. If you authorized Calendly to post to your calendar, it should automatically add any interviews scheduled to your google calendar. If that’s not working, you can log back into your calendly account and it will show any scheduled appointments. You can go back and adjust the interview times or slots if you need to add more or change it for a different interview process.

VIDEO DEMO


What do you think? Is this helpful to you? Questions? Let me know in the comments below!

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