The Calendar Module has been upgraded to include new features for better availability management, appointment scheduling, and workflow automation. Users can now set their general availability, define time slots for appointments in forms, and integrate calendar events within Flows to automate notifications and reminders.

Key Features:

1. Full-Day Availability in User Profile: Users can define their full-day availability (e.g., 9:00 AM to 5:00 PM) directly from the User Profile. This ensures that others can easily see when you are available for appointments without needing to specify individual time slots. It provides an efficient, clear overview of when users are free for scheduling.
2. Calendar Control in Forms for Slot-based Scheduling: The Calendar Control in forms allows you to define appointment slots (e.g., 15-minute or 30-minute intervals) that users or visitors can select when booking an appointment. These selected slots are automatically added to your calendar, ensuring no conflicts and keeping your schedule up-to-date.
3. Integration with Flows: You can now use the Calendar Module in Flows to set up automated workflows that trigger calendar events. For example, you can create a flow that sends an email notification with the appointment details, automatically blocking time in the user’s calendar and updating both the user’s and visitor’s schedules. This creates a seamless workflow for managing appointments, including calendar updates and notifications.
4. Reminder Notifications with Wait Nodes: Wait Nodes in Flows can be used to create automated reminders for upcoming appointments. Set up a wait node for a specific time before an appointment (e.g., 30 minutes before the scheduled time), triggering an automatic email or SMS reminder to the user or visitor. This feature helps ensure that everyone is prepared for the appointment and reduces no-shows.
5. Seamless Calendar Sync: When an appointment is booked via the Calendar Control, the scheduled time is automatically reflected in your calendar. The Calendar Module also integrates with your internal calendar to block out times when you are unavailable, making it easier to manage your time and avoid scheduling conflicts.
6. Flexible Time Slot Management: You can define custom time slots, such as 15-minute, 30-minute, or 1-hour intervals, providing flexibility in how appointments are scheduled. Whether it's for brief consultations or longer sessions, the calendar control adapts to your needs.

Use Case Examples:

1. Appointment Booking with Email Notification: Scenario: A sales representative has set their availability for 30-minute time slots in their user profile. A client fills out an appointment form, selecting a time slot. The system automatically adds the appointment to the sales rep’s calendar and sends an email notification to both the sales rep and the client, confirming the appointment.
2. Benefit: This reduces manual scheduling and ensures both parties receive timely reminders and calendar updates, reducing the risk of missed meetings.
3. Automated Reminders with Wait Nodes:
4. Scenario: A customer schedules an appointment via the form, and a Wait Node in the associated Flow is set to trigger an email reminder 30 minutes before the meeting. This notification ensures the customer is reminded of the upcoming session, leading to fewer no-shows.
5. Benefit: Automating reminders helps improve attendance and preparation for scheduled meetings.
6. Blocking Calendar Time Automatically:
7. Scenario: After a team member books an appointment with a client, the appointment time is automatically blocked in their calendar. The system integrates with the User Profile availability, ensuring that once a time slot is booked, the user’s availability is updated across all systems.
8. Benefit: This minimizes the risk of double-booking and helps streamline scheduling for both internal and external appointments.
9. Appointment Scheduling with Internal Teams:
10. Scenario: A manager schedules a team meeting by creating appointments in the calendar directly for internal users. The time slots are reflected in everyone’s calendars, and an email notification is sent out to all participants with the meeting details.
11. Benefit: This ensures efficient coordination of internal meetings and provides clarity for all team members about scheduled appointments.
12. Visitor Appointment Booking with Automated Email Confirmation:
13. Scenario: A company offers consultation slots to external visitors via an online form with available time slots (15-minute intervals). When a visitor selects a slot, a confirmation email is sent, and the appointment is automatically added to the internal team’s calendar.
14. Benefit: This streamlines external booking and ensures internal staff are notified and prepared for upcoming appointments.

Impact:

1. Simplified Scheduling: The Calendar Module automates appointment scheduling, updates, and reminders, saving time for users and ensuring accurate calendar management.
2. Increased Efficiency with Flows: Integrating calendar events with Flows allows for automated actions, such as sending notifications or setting reminders, ensuring that users stay organized and appointments run smoothly.
3. Enhanced User Experience: Offering the flexibility to set full-day availability, create custom appointment slots, and integrate reminders through wait nodes provides a seamless and user-friendly scheduling process for both users and visitors.

This powerful Calendar Module integration with Flows empowers users to manage their appointments and availability more effectively, while automating essential tasks such as reminders and notifications, ensuring a smooth and efficient workflow.