In this article we will explain how to setup your availability to ensure that your profile and services are displayed correctly in our Wellbeing Hubs.
To setup your availability and to display your times and dates for clients on our Wellbeing Hub program, please follow these steps:
Note: The more availability you have, the more views and choices you offer to potential clients.
This may result in more bookings, engagements, and choices for those clients. It is recommended to provide availability and flexibility, as this will help drive more potential engagement.
Pro Tip: We recorded this "Video Tutorial" below which describes all the steps written in this article.
If you would prefer to read the step-by-step guide, please keep reading below.
Step-by-Step Availability Settings
There are three parts you need to setup. If you have already setup your working hours before, you can keep them as they are.
1. Client Access (For Administrators in the account)
2. Working Hours
3. Wellbeing Hub Availability
Steps to setup your Availability and Working Hours
1. Client Access (Calendar Visibility)
Please note that only Administrators of the Kara Connect Workstation have access to these settings.
- Go to Settings -> Client Access.
- Toggle “On” the following button “in Client Access:
- Request service from a clinic.
2. Setting up your working hours
1. Go to Settings (in the top-right corner) and click Calendar and Schedule.
2.0 Ensure you have set up the Right Time Zone for your Account. Click Edit and find the right time zone in the list.
2.1 Go to the Working Hours section and hover over the box and click Edit.
3. Setup your schedule by toggling on days & times of your working schedule.
This section will show your team what your working hours are. We suggest using a regular schedule (such as 8:00 to 18:00).
Bookable Period: This is the number of weeks your calendar will be open for bookings. This means that clients will be able to book sessions with you for X number of weeks in advance.
For example: If your bookable period is 4 weeks, I will be able to make a booking in your calendar in any open slot between today and the next 4 weeks.
Pro Tip: We recommend having a bookable period of 4-6 weeks as this will open availability for potential clients and give your profile more exposure.
Notice Period: Notice period is the minimum amount of time that a professional needs between the moment when the booking is made and the session happens.
For example: If your notice period is 24 hours and right now it is 3pm on Thursday 25th May, then the earliest booking time that is visible on the Wellbeing Hub is 3pm on Friday 26th May (provided that the slot is free and available).
Pro Tip: We recommend having a Notice Period of 24 hours or less, as this will enable clients to find a suitable time for them in your calendar to book a session. This will also help to drive exposure of your profile and more potential bookings.
5. Click Confirm to save your settings.
3. Setting up your Wellbeing Hub Availability and Schedules
Recommendation: If you are participating and connected to multiple wellbeing hubs, we recommend having only One Schedule, with multiple connections, as opposed to having multiple availabilities. If you see an existing schedule then you can "Edit" and "Add more hubs" but note you will have been invited by our Customer Success Team to join multiple hubs.
- Please click Settings -> Calendar and Schedule.
- Under Wellbeing hub availability, click Add new+.
Please note: If you can't see the section Wellbeing hub availability, this means that your profile has NOT been connected yet to a Wellbeing Hub.
In this case, please wait for your Customer Success Manager to connect your profile or contact us at support@karaconnect.com
2.1 If you see under Wellbeing Hub Availability something like the image below it means you are already connected to a Wellbeing hub.
- Our recommendation is to Click Edit and add the additional Wellbeing Hub that you are connecting with.
Setting up your Custom Calendar
In either case (Creating a New Schedule or Adding to the Existing Schedule) now you can either edit or set up your schedule as per below explained.
- Set up your Availability Name: This is the name of your custom schedule as there may be instances that you are connected to multiple wellbeing hubs and you are able to set up different availability times and days across different Hubs.
Pro tip: You can name a generic availability such as "Wellbeing Hubs Availability" in case you want to use the same availability across multiple Wellbeing Hubs. (This naming is only for you; clients can't see it).
- Select the Wellbeing Hubs that will show that specific availability.
Caution: If you remove a wellbeing hub from the selected list, your profile will be moved to On Request, provided that under Client Access, the Request service from a clinic setting is toggled to on. This may cause a drop in visibility and bookings.
If this toggle is not switched to on, your profile will show as No availability (Please refer to section 1 of this article).
- Select the Service that you will be displaying for the Wellbeing Hub. To learn more about Services or how to set up a Service, please see here.
Pro Tip: You can select one service or multiple services for clients to choose from.
Please note that if you don't see any services, this means that you haven't configured them yet. To do this, you can simply follow these steps.
- Finally, select the times and dates that you will have open availability and Click Confirm.
Pro Tip: The more days and times for which you open your calendar, the higher visibility and bookability chances you will have.
We recommend having a full open schedule to provide clients choice.
Please note that clients won't be able to book you outside your predefined working hours or at a time slot that has already been taken.
- Once you have successfully setup your availability, you will see your availability display and the services that are connected to that availability as shown below.
Pro Tip: If you are connected to multiple Wellbeing Hubs and you want to use the same availability for multiple hubs, you can simply add the new hub to that same schedule under Visible on selected Wellbeing Hubs.
Creating Multiple Availability Schedules for Multiple Wellbeing Hubs
If you are invited to multiple Wellbeing Hubs, you can setup the same availability across multiple hubs or create new availability. Please follow these steps to set this up.
Recommendation: Client Registration Requirements
Before your clients book sessions with you, there may be certain additional pieces of information that you would like to have from them in advance of the session taking place.
This is called Client Registration Requirements. When a Client is booking a session with you, they will be prompted to add some additional information before processing the booking.
Please note: Anything you add to the booking flow will impact or create additional friction for the Client when booking a session with you, so we recommend using only what you really need to run your session.
To learn more about this feature or check out how to set this up, please go here.
Recommendation: Connect your Kara Connect calendar to Google or Outlook calendar.
You can connect your Kara Connect calendar to an external calendar.
Select which option applies by clicking on either Connect to Google Calendar or Connect to Outlook Calendar.
Please note that currently the calendar sync is manually triggered when accessing your Kara Connect workstation. For more information about calendar sync, please click here.
Pro Tip: To learn about all the settings to setup the perfect profile on Wellbeing Hubs, please go here.