In 2012 for the 2011 Tax Filing Season we operated a digital appointment calendar along-side our old manual paper schedule. In 2013 we abandoned the manual system entirely for our new online system. The digital calendar has so many features, but the number one advantage is CLIENT CONVENIENCE.
Today, If a client calls our receptionist to schedule an appointment, the receptionist actually just completes the same online process for the client.
The Online Appointment Scheduler is very simple. The client clicks on the service, for example "Income Tax Preparation", selects the Agent with whom they want the appointment at which point they will be presented with five of the soonest available options or can select the date and time of their choosing. The system will acknowledge if their requested day and time is available and if so, advise the client that they will receive an email acknowledgement confirming the appointment.
Other options available to the client when they schedule the appointment online are to receive a text message reminder (in addition to the standard email reminder) the day before their appointment on their cell phone and the ability to return later to reschedule in the event something comes up. Other advantages include the option of changing accountants without the need to discuss it with the Receptionist, the process is much faster due to the fact that the client can quickly browse openings without the Receptionist paging through multiple pages to locate openings.
The digital Appointment Calendar has other advantages over the old manual process as well. This system will prevent "double booking" any Agent on the same time slot. In the past a double booking error was possible if the Receptionist inadvertantly recorded an appointment in the wrong space. So the client can be assured that the given time is blocked-out for them and them alone. When a client makes an appointment with our system, that appointment is visible only to the client and us. All others only see that a particular time slot is unavailable.