Allow clients to book an appointment from your custom Intake Form

Streamline the scheduling experience for your clients by adding an Appointment component to your custom intake form.

The Appointment component lets clients book specific staff members at designated times. The available staff and times can be configured to prevent double-booking. Scheduled appointments also sync with your staff members' Smokeball calendars for easy tracking.

Adding an Appointment component to the intake form

To add the Appointment component:

1. Open your list of intake forms.
   • In the Smokeball desktop app, select File from the top-left corner and select Intake Forms.
     
   • In the Smokeball Web App, select the Settings icon and select Intake Forms.
     
2. Click on your custom intake form to open the editor.
   
   • Learn how to create a custom intake form.
3. Drag the Appointment component from the list of components on the right-hand side to your form.
   
4. (Optional) Rename the component name by hovering over the title and selecting the Pencil icon.
   
5. Use the drop-down menu to select one or more staff members. 
   
6. Choose the booking duration from the drop-down menu.
   
7. (Optional) Set a Buffer time before or after the meeting. For example, your meeting is 60 minutes with a buffer of 15 minutes. If a client books you in for 2:00 pm, the next available timeslot is at 3:15 pm.
   
8. (Optional) Set a minimum notice period, which is when clients cannot book a meeting with less than 1/4/8/24 hours' notice.
   
9. Tick the available days of the week and choose the time period when clients can book appointments. 
   
10. Confirm the time zone and select whether the meeting is to be held in-person or over the phone.
    
    
    • If Telephone consult is selected, you must add a Phone number component or a Cell mapped field so you have a record of the clients' phone number.
      
11. Select Preview Form to view how the component looks like for your clients.
    

How appointments appear in Smokeball

When a client books an appointment via your intake form, the booking will appear in your Smokeball calendar.

When you open the event, all details regarding the date and time are automatically filled in. The relevant matter or lead is also automatically linked to this event.

Important Note

Only the first 10 available days will appear for selection in the form.