Detailed Instructions: Setting Up YouCanBookMe Accounts for Scheduling

Modified on Mon, 12 Feb 2024 at 09:47 AM

Engagement Rx (ERx) provides various places in the admin website to use scheduling components, which can be inserted into flows and automations to easily enable members to book appointments with coaches. Scheduling components can be used as initial bookings, follow-up bookings, and reschedule missed bookings.


In this article, you can find:



  • How to configure the different settings for your YCBM account.

  • How to set up the Booking Scheduled notifications.

  • How to set up the Booking Rescheduled notifications.

  • How to set up the Booking Cancelled notifications.


Preparatory Info for this Article


ERx integrates with the scheduling service YouCanBook.me, so to be able to use the scheduling components in ERx, clients need to first configure their settings in the YouCanBook.me system.


Before continuing in this article, it should be noted that you need to get an API key from ERx support to integrate with YCBM. You will also need your portal ID, which you can find yourself by going into your portal in ERx’s admin website and locating it in the URL—it is the digits that are at the end of the string when you are in the portal.


Once you have your YCBM profile all set up, you can easily use the scheduling components in the ERx admin website. Note that there are a couple of places where your accounts in YCBM and ERx must match in order to successfully use scheduling components in automations and flows.


 


Key Terms and Definitions


Booking Profile ID in ERx = “bookingprofileId” in YCBM



  • This is the indicator used by ERx to trigger automations. The booking profile is entered into the automation and into the JSON payload in YCBM (we’ve detailed where it goes later in this article). Note that the booking profile ID is case sensitive and must be entered for booking actions to trigger.


Booking Page Link in ERx = Booking page link in YCBM



  • Note: When copy/pasting this link from YCBM into the field for ERx, check to see whether there is a slash added to the end of the URL. If there is, remove it before saving.


Booking ID is the URL for the booking page.


 


Configuring YouCanBook.me for use in ERx


Login to YCBM and choose the booking profile you want to integrate. On the left, you’ll see a column with all the configuration categories:


 


ycbm_4.jpg


 


Click into each setting as you progress in this article and follow the steps.


General Settings


ycbm_5.jpg


 



  1. Here, you can set the title for the booking.

  2. Enter your booking link name. This can be copy-pasted into the Booking Page Link field in the ERx admin website when you’re using scheduling components in a flow.

  3. Enter the text for the “Booking page intro,” which is what members will see when they are given the chance to schedule an appointment.


Calendar & Teams


ycbm_6.jpg


 


Add the team members you want and add the calendars. Once you add a calendar, it syncs quickly and sends a confirmation email.


Time & Availability


The window that you set here is the timespan that you are setting as available for booking.


Choosing the “Repeating” option provides the same availability across all calendars while “Calendar Managed” sets the booking page availability to an individual calendar.


When using “Calendar Managed”: Put a title in for your event. It doesn’t matter what you choose here, but please note: Coaches have to set their individual calendar for availability for this event and the title in this YCBM field MUST MATCH the entry that the member puts on their calendar. To be sure it matches identically, we recommend copying and pasting. If the Event title doesn’t match the title of the calendar block in Outlook, the calendar will not show availability. Also, be sure to set the block to “free.”


 


Booking Form


ycbm_7.jpg


 


Questions: Here you see a list of data already populated, which you can leave as is. The only thing you need to do is to add a selection by clicking on “Add question,” choosing hidden question, and typing in “MEMBERID” in the field (make sure you type it in all caps, as MEMBERID).


 


ycbm_8.jpg


 


You can include additional YouCanBook.me booking form fields in the booking task.


When creating a portal in ERx, a custom field can be added to collect more member information—this is done in the Fields section of the portal management module. When a custom field is in the ERx admin website and in the YCBM page (in the Booking Form Questions list and the JSON payload), the data is pulled into ERx.


For example, in the image below, we've added two custom questions to our YouCanBook.me booking profile:



  1. "What is the purpose of the meeting?" with shorthand code Q4

  2. "How are you feeling today?" with shorthand code Q5


questions_1.jpg


 


If you want to include the responses to these questions in the ERx booking task, you can add the questions to the custom fields section of the payload. Simply add the text for the name :


 


"customFields": {
  "Purpose": "{Q4}",
  "HowAreYouFeeling": "{Q5}"
}


 


You can enter your desired text for the name on the left (e.g. "Purpose" and "HowAreYouFeeling"). In the booking task, this name will appear before the user's response. The value on the right needs to match the YouCanBook.me shorthand code for the corresponding question.   


After Booking: Here you can choose where to redirect the member after they’ve scheduled their appointment—enter the URL for the landing page. If nothing is entered here, the member will not be redirected anywhere.


 


Notifications


This section involves the most input from you, and there are slight differences for each of the three main booking types.


 


Booking Scheduled


Note: If you want to set up reminders, that can be done in this section before moving on to .


Click on the “After new booking made” option so it expands. Click on the plus sign and click on “Webhook” which will open up the settings for the webhook.


 


ycbm_1.jpg


 



  1. Enter this URL: https://api.engagementrx.com/5/[apiKey]/portal/[portalId]/booking

    Now, replace the highlighted sections with your API key (which must be given to you by ERx support) and your portal ID.



  2. Click into this field and choose POST, which opens the payload field below.



  3. Replace the JSON text in this field with this:

    {
    "bookingId": "{REF}",
    "created": "{CREATED}",
    "start": "{START-ISO-8601}",
    "duration": "{DURATION}",
    "title": "{BOOKING-PAGE-TITLE}",
    "location": "{LOCATION}",
    "bookingPageLink": "{BOOKING-PAGE-LINK}",
    "rescheduleLink": "{OWNER-RESCHEDULE-LINK}",
    "cancellationLink": "{OWNER-CANCEL-LINK}",
    "adminEmail": "{TEAM-EMAIL}",
    "memberId": "{MEMBERID}",
    "email": "{EMAIL}",
    "customFields": {
    },
    "bookingProfileId": "Enter your Profile ID here"
    }




*This “bookingProfileID” is what will link to ERx account when you are making automations. What you enter here in YCBM should match what you put into the “Booking Profile ID” field in ERx.
Now click on “Save all changes.”


 


Booking Reminder


Still in the Notifications section, open the section "Reminders before the booking" and click the plus sign:


 


reminder 1.jpg


 


Select the "webhook" option again and enter in the URL you used for booking but replace "booking" at the end with "reminder":




  • https://api.engagementrx.com/5/[apiKey]/portal/[portalId]/reminder


Now the the HTTP method to POST (like you did for the booking notification) and copy paste into the payload field:


{
"BookingId": "{REF}", 
"BookingProfileId": "Enter your Profile ID here"
}


 


Note: At the top of the screen, you can edit when this reminder will be sent:


 


reminders 2.jpg


 


The other two types of booking—rescheduled and cancelled—are very similar in setting up, with a couple of important differences.


 


Booking Rescheduled


Click the Notifications tile and this time click on the “If booking rescheduled” option to expand it. Click on the plus sign under the right half of the page in the “By the booker” section. Then click on “Webhook.”


Now, we need to add the URL and set the HTTP method:


 


ycbm_2.jpg


 



  1. Enter this URL: https://api.engagementrx.com/5/[apiKey]/portal/[portalId]/booking/{REF}

    NOTE: Unlike the URL for booking scheduled, this one ends with {REF}—be sure to include it! Now, replace the highlighted sections with your API key (which must be given to you by ERx support) and your portal ID.



  2. Click in this field and select PUT, which opens the payload field below.



  3. Replace the JSON text in this field with this:

    {
    "bookingId": "{REF}",
    "start": "{START-ISO-8601}",
    "adminEmail": "{TEAM-EMAIL}"
    }



Now click on "Save all changes."


 


Booking Cancelled


Click the Notifications tile and this time click on the “If booking rescheduled” option to expand it. Click on the plus sign under the right half of the page in the “By the booker” section. Then click on “Webhook.”


Now, we need to add the URL and set the HTTP method:


 


ycbm_3.jpg


 



  1. Enter this URL: https://api.engagementrx.com/5/[apiKey]/portal/[portalId]/booking/{REF}

    NOTE: This one ends with {REF}—be sure to include it! Now, replace the highlighted sections with your API key (which must be given to you by ERx support) and your portal ID.



  2. Click in this field and select PATCH, which opens the payload field below.



  3. Replace the JSON text in this field with this:

    {
    "bookingId": "{REF}",
    "cancelledBy": "{CANCELLED-BY}",
    "cancelledReason": "{CANCELLATION-REASON}"
    }





Now click on “Save all changes.”


 

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