Set a Description for a Resource

Setting a description for a resource (e.g. a tutor, clinician, etc...) can be helpful to give your customers more information when asked to select between multiple resources.

For example, use this feature to display your resources' credentials, training, and formal education.

Instructions

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1. Select the Setup Services button in the main navigation bar.

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2. Select the Resources tab.

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3. Select the resource for which you want to set or update this feature.

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4. Set a description for this resource.

Remember to save your changes.

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5. When customers are presented the option of selecting between resources (e.g. therapists, equipment), customers can view the description that you have set for each resource.

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Group Resources

When multiple resources offer the same service, by default, customers are provided the option of selecting among each individual resource.

Resources may also be grouped together into one or more Resource Groups, so that customers can view when any member of the group is available, and be automatically assigned to any available member of the group.

For example, a tutoring agency may group together different tutors who can tutor different subjects, or a health clinic may group together male physicians and female physicians, to enable patients to select from any available male or female physician.

Instructions

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1. Select the Setup Services button in the main navigation bar.

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2. Select the Resources tab, then select the Create Resource Group button.

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3. Complete the form that is presented:

• Enter a name for this group. This name will be visible to customers.

• Optionally, enter a description for the group.

• Select the member(s) of the group

• Select the service(s) that this group applies to

• Select whether to hide group members on the booking request form

Remember to click the Create button

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4. When customers are presented the option of selecting between resources (e.g. tutors, therapists), the applicable resource groups will be available options.

In this example, the option to hide group members on the booking request form was not selected, and so the individual resources remain visible.

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5. In this example, the option to hide group members on the booking request form was selected, and so the individual resources have been hidden; only the resource groups are visible.

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6. Within the Resources tab, resources and resource groups can be readily distinguished by the label (resource group).

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Share Access to Your Account

It is oftentimes useful to share limited access to your account with others. For example, a business with multiple staff may have a main administrator with full access, but it may be helpful to share limited access with user accounts accessible by other staff members.

Once access is so shared, these other staff members can login using their own personal username and password, set their own working hours, manage their own bookings and registrations, and receive email notifications related to only themselves. Access can also be revoked at any time, such as when there is staff turnover.

This feature is most oftentimes used by businesses with multiple independent staff who need to manage and control their own schedule, such as tutoring agencies, health clinics, and professional offices.

Instructions

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1. Ensure you know the username or email address of the user you are sharing access to.

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2. Sign into your own account, then select the Setup Services button in the main navigation bar.

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3. Select the Resources tab.

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4. Select the Share Access icon corresponding to the resource for which you want to set or update this feature.

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5. Select the Grant Access button.

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6. Enter the email address or username of the user account with which you wish to share access to this resource, and select at least one service as well.

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7. If the email address is not currently associated with a user account, you will be provided the option of creating an account for them. You will need to provide a username and password for them, then convey this information to them directly.

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8. This user account will now have access to bookings and registrations associated with this particular resource and service(s).

You can repeat this process to share access to this resource with additional user accounts.

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9. If you'd like to confirm this configuration, first log out of your current account by select the Log out option.

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10. Click the Login option, and sign into the account with which you shared access.

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11. Select the Calendar button in the main navigation bar.

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12. Within the Working Hours and Bookings tabs within the calendar, the shared resource will be visible in the list of Resource Calendars.

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13. The resource will have access to only the services selected above, in Step 5.

For example, working hours can be added only in association with the selected services.

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Revoke Access to Your Account

It is oftentimes useful to share limited access to your account with others. For example, a business with multiple staff may have a main administrator with full access, but it may be helpful to share limited access with user accounts accessible by other staff members.

Once shared, there are also situations where this access must be revoked, most commonly when there is staff turnover.

Instructions

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1. Select the Setup Services button in the main navigation bar.

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2. Select the Resources tab.

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3. Select the Share Access icon corresponding to the resource for which you want to set or update this feature.

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4. Check off the user account(s) that you wish to revoke the access of, and select the Revoke Access button.

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5. Confirm this revokation by selecting the Yes button

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6. Access to this resource will have been revoked.

If applicable, remember to repeat this process for any other resources to which this user account has been granted access.

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Configure Resources to Accept Simultaneous Bookings

By default, resources (e.g. staff members) accept at most one appointment at a time. You are also able to configure individual resources to accept multiple appointments simultaneously, for any service that it is configured to be available for.

For example, a tutoring center with ten interchangeable tutors on staff at all times might choose to configure 1 resource that accepts 10 simultaneous appointments, as opposed to 10 resources that each accept 1 appointment at a time.

As compared to creating multiple resources and using a resource group, this features makes it easier to configure multiple identical schedules, although this approach is less flexible in that only one schedule can be set.

Instructions

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1. Select the Setup Services button in the main navigation bar.

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2. Select the Resources tab.

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3. Select the resource for which you want to set or update this feature.

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4. Configure the Resource can accept the following number of simultaneous bookings: option.

Remember to save your changes.

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This particular resource will now be configured to accept multiple simultaneous bookings.

Create a New Resource for Shared Access

Sometimes you need to add resources for a new user who has not yet created a Veribook account. You can do this as a part of the Share Access to Your Account workflow.

Instructions

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1. Enter the email address of the user with whom you wish to share access to this resource, and select at least one service as well.

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2. A prompt will ask you if you would like to create a new user account for the email address. Click ‘Yes’.

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3. The Create User Tool will prompt you to enter a username and temporary password. Ensure that both check boxes are selected and choose the correct time zone. .

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4. Ensure that you have shared the credentials with the new user so that they are able to log in.