Introducing arrival windows to your service appointments is a game-changer in the world of customer convenience and scheduling efficiency. Gone are the days of vague appointment times, leaving your customers frustrated with uncertainty. An Arrival Window is a pre-determined time slot that is different than your appointment time, indicating to your customer when you or your technician might arrive. The purpose of arrival windows is to set a more clear expectation for your customers of when you can be expected to arrive, in the case where the arrival time is flexible.

Now, with arrival windows, both your and your clients can enjoy the benefits of precise scheduling, reduced waiting times, and a smoother, more predictable experience. In this article, we'll show you how to set up service arrival windows in your Business Center calendar, making appointment management a breeze for everyone involved.

Article Contents:

• Global Arrival Windows
• Arrival Windows for a Specific Service
• Arrival Window for a Specific Appointment
• Online Booking with Arrival Windows
• Arrival Windows on your Business Center Calendar
• FAQ

Global Arrival Windows

To set an arrival window that will apply to all of your appointments, start by navigating to Settings>Booking Options>Booking Policies

From here, locate the Arrival Window section, and use the drop-down to select your arrival window time. Note that this time will begin at the Start Time of the appointment.

Example: A 2:00 PM appointment time with a 2 hour arrival window will have an arrival window of 2:00 PM - 4:00 PM

You are also able to set a custom arrival window. To do so, select custom from the drop-down. Another set of drop-downs will appear allowing you to select the hours and minutes for your custom arrival window.

The arrival window set here will be applied as a default to all services. Next we'll go over how to set an arrival window for a specific service only.

Arrival Windows for a Specific Service

To create an arrival window that only applies to a specific service, navigate to Settings>My Services>Edit the specific service

Once you've selected your service, scroll down or use the quick navigation to locate Arrival Window

Then, use the drop-down to set your arrival window. Note that if you have a global arrival window set, it will always be the first option. If you set an arrival window here that is different than your global arrival window, the one set here will override your global arrival window.

You also are able to set a custom arrival window. To do so, select custom from the drop-down. Another set of drop-downs will appear allowing you to select the hours and minutes for your custom arrival window.

If you have multiple services you wish to set a specific arrival, you will need to repeat this process for each service.

Arrival Window For A Specific Appointment

You are also able to set a one-time arrival window for a specific appointment. This can be done during the appointment creation process. 

To start, create your appointment as normal. For a full guide to scheduling an appointment, Click Here!

When you select your service, if there is an arrival window associated that service it will populate the arrival window field automatically. You can use the drop-down to change the arrival window, or add one if none was there before.

If you select an arrival window that is different than the default for that service, a checkbox will appear, allowing you to use this arrival window as the new default for every time this service is scheduled going forward. If this is just a one-time arrival window, leave this box unchecked.

You also are able to set a custom arrival window. To do so, select custom from the drop-down. Another set of drop-downs will appear allowing you to select the hours and minutes for your custom arrival window.

Online Booking with Arrival Windows

Your customers will also be able to see the arrival window when they book with you online. This will make clear to them that while they are able to select a time, the actual arrival time will vary.

When an arrival window is specified for a service, the arrival window will appear when the client is confirming the time for the appointment.

The arrival window will also be displayed on any confirmations or reminders sent to your client.

Arrival Windows on your Business Center Calendar

When an appointment with an arrival window appears on your calendar, the calendar block will only display the actual appointment time. You are able to hover your cursor over the appointment to see the arrival window.

In addition, when you click into the appointment to see the details, the arrival window will be there as well.

FAQ

When an appointment with an arrival window is booked, will my calendar be blocked for the entire arrival window if it's longer or just the appointment time?

Your calendar will only be blocked for the time of the appointment, regardless of the arrival window. An arrival window can overlap with a different appointment, even when booked online.

I don't see the arrival window on my calendar. Where can I see it?

The calendar only displays the block for the appointment time. To see the arrival window, either hover your cursor over the appointment or click into it. 

Can I apply an arrival window to a single appointment?

Yes, you are able to create a one-time arrival window during appointment creation. If you did not apply an arrival window during appointment creation and wish to do so, you must cancel and re-schedule the appointment.
Can I edit an arrival window?

No, arrival windows can not be edited. If you wish to change an arrival window, you must cancel and re-schedule the appointment, or otherwise notify your customer.