Available in SUMO 21
Yes, you will be able to edit and create single appointments in the past.
This feature will be disabled by default when you upgrade to SUMO 21, to enable this feature naviugate to:
Available in SUMO Version 18.11
You can add just email address to an appointment to add someone who is not a record in Salesforce. To enable this feature you would Navigate to SUMO Admin Settings – General Settings – Enable Participant Scheduling.
This setting will allow you to add a Participant to an appointment using just their email address. You will still need to have the SUMO User (Host) and a Primary Participant (Contact, Lead, or Person Account).
Q: What SUMO Modules is this available in?
A: You can add a Non Salesforce email address to the New Appointment and the Email an Invite Modules.
Q: Why would I need to do this?
A: If you would like to add a spouse, child or a friend of the primary participant to the appointment you can now easily do this without having to create a new Lead, Contact, or Person Account.
Q: Can I add just an host and just a non Salesforce record?
A: At this time you have to add a Contact, Lead, or Person account to every appointment. Adding a non Salesforce record will give you the ability to add additional participants to an appointment.
Q: Does everyone receive the emails about the appointment?
A: Yes, everyone included in the appointment will receive the emails.
If you are using the Online Scheduler and it is set to User Choose you may want to have the images of the hosts show.
You can achieve this by
You asked we delivered!! – Keep those ideas coming
SUMO Users can now set their availability by service. Defining your availability by service is optional. If you do not define a specific service or services then you are available to host all service types you are authorized to host.
Navigate to:
Example: You would have the ability to only offer consultations on Monday and Tuesday and then all other services the rest of the week.
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You can now limit the number of appointments that are scheduled with Email an Invite or with the Appt Links. You can limit this by the link itself or by the participant.
Limit the total number of appointments that can be booked using the link or limit the total number that can be booked per participant.
Example: If you select link and define 2, this would mean that a total of 2 appointments can be scheduled from this link. If you select participants and define 2, this would mean that a total of 2 appointments can be booked from this link per participant.
You can use Microsoft Teams with SUMO by following the below steps:
Once your Teams account is connected you can create appointments in SUMO that will generate a Teams Meeting URL
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Yes, the “Cancel Reason” popup appears anytime you cancel an Appointment or Event/Course.
IMPORTANT: If you “Delete” an Appointment or Event/Course, everyone will not be notified. The Delete function is typically best if you created an appointment or event/course by accident and have not added anyone to it. If you have participants or attendees already, then you should “Cancel”.
If the user selects other another field will populate allowing free text.
If you would like to change the values you can Navigate to:
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Yes, the “Update Reason” popup appears anytime you edit any of the following fields on an Appointment or Event/Course:
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Yes, users can mark an Attendee of an event or course as a No-Show.
STEP 1: Click on the Event or Course on the Multi-Calendar. Then click the Edit button.
STEP 2: Find the Attendee you would like to No-Show and click on the Edit option on the right.
STEP 3: Click on the “No-Show” toggle.
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Yes, users can mark the “primary participant” of an appointment as a No-Show.
STEP 1: Click on an Appointment on the Multi-Calendar. Here you may see if the “No-Show” has been selected.
STEP 2: Click the “Edit” button on the View Popup to Edit the Appointment. Next to the Primary Participant you will find the “No-Show” toggle.
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By default, SUMO’s availability engine maximize’s user bookings and will not double book any given time slot.
However, if you purchase the “Time Slot Capacity” feature, then you may configure SUMO to allow double booking (or more) on a per user basis, by increasing this “Time Slot Capacity” setting.
This may be useful for organizations that get a lot of no-shows or if you plan to allow scheduling into “service queues” as opposed to with specific people. Service Queue configurations tend to be more popular in the health care and retail industries.
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By enabling this field SUMO will allow the user to choose available slots on the calendar that are outside the users availability, to support after hours availability.
Instant Booker
For example, perhaps you want to use the Instant Booker to schedule an appointment with a customer on a weekend, you may enable the Anytime feature, which will then allow you to choose a weekend time slot to book.
Email Invite
You may also use this feature when sending an email invite.
Customers can self-schedule appointments with SUMO users using the Online Scheduler, Email Invites, or Appointment Links. However, you may wish to introduce some limits, so your calendars do not get overbooked.
There are several ways that SUMO Admins and Users can impose limits to reduce the # of appointments that customers can self-schedule.
SUMO Users can impose their own limits in SUMO User Settings.
User Availability – Limit Availability Dates & Time Windows
First of all, typically SUMO User’s set their availability to a window that matches their work shift, such as Monday – Friday, 8am – 5pm. However, there is nothing preventing a user (or Admin) from setting availability to a smaller window of time, to limit when customers can self-schedule appointments with them. You may use both the Recurring and Specific Dates capability to limit the days and time windows, when customers can self-schedule with you. For example, perhaps Jane only wants customers to self-schedule appointments with her in her mornings. She would go to SUMO User Settings > User Availability> and set her Recurring Availability to be Mon-Fri 8am-12pm, in which case customers would never be able to schedule an afternoon meeting with her.
User Limits –
For more fine tuning of limits, SUMO Users may also set limits from receiving too many self-scheduled appointments per day. For example, you may set:
You can also send an email invite to a customer and use the “# of Appts” feature (shown in the screenshot). If you set this to 1, then the customer you send this email invite to, can only schedule 1 appointment with you using this email invite. This is a great way for SUMO Users to prevent customers from scheduling unlimited appointments with them.
Yes, of course, simply booking a block of time on your calendar is a very simple way to prevent people from self-scheduling appointments on your calendar. This is the most popular method for PTO (Paid Time Off), Vacation, Sick Days, etc… SUMO users simply schedule an appointment with only themselves on their connected calendar and title it “PTO” or anything you wish. Make sure the appointment is set to “Busy”.
SUMO Users generally have two ways to make availability exceptions:
There are several options:
Common Video Conference software, such as Zoom, Webex, Gotomeeting, and more give you a personal room link, which you may paste into SUMO. Your personal link will be auto-added to appointments that you are the host of, so the attendees may join your virtual meeting. It’s advised that you turn on Lobby Management (aka Waiting Rooms), so you may accept users as they enter the meeting, to avoid meeting collision.
If you prefer this Static Link approach, then simply:
You may read more here about the benefits of this approach.
NOTE: Additionally your Admin can set Appointment Types (Services) to have a Web Conference option, so self-scheduled appointments automatically get web conference details included.
If you have a Zoom account and would prefer SUMO to automatically generate a Zoom meeting and insert the Video Conference Link and details into the appointment, then read:
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Users can connect their Zoom Account to SUMO so that when appointments are scheduled with the User, their Zoom Account creates a unique meeting link for each individual appointment scheduled with SUMO.
To connect your Zoom Account, go to SUMO User Settings | General Settings | Connect ZOOM
NOTE: Your SUMO Administrator must first authorize the use of the SUMO Scheduler Zoom App for your Salesforce org.
You will then be directed to a page which will ask you to sign into your Zoom Account (if you aren’t already signed in from your browser).
You will be asked to authorize SUMO Scheduler to manage meetings on behalf of Zoom.
Once Zoom connects properly, you will be re-directed back to SUMO User Settings with a message stating that Zoom is now connected.
Now that your Zoom Account is connected, whenever you book a Virtual Appointment from SUMO, a Zoom Meeting link with all details will be generated and automatically included in the appointment details for all participants.
Anytime an appointment is booked with you as the Organizer, SUMO will communicate with your Zoom Account to automatically create the Meeting URL. A virtual appointment can be booked by using any of the following SUMO tools:
When an appointment is created and a Zoom Link is generated, SUMO will send an ICS file or create a Calendar Invitation on the Host’s Calendar and invite the additional Participants. This Calendar Invitation will contain a link to Cancel / Reschedule the Appointment. As displayed below:
This link will redirect you to the Appointment Details Page that is also accessible to the Customer. You can click the Reschedule button.
This will re-direct you to a page where you can choose a new date / time for the Appointment.
At the bottom of this page will be a Schedule Meeting button. Clicking this button will trigger SUMO to update the date and time of this appointment, including auto-generating a new Zoom Link and updating the appointment.
When an appointment is created and a Zoom Link is generated, SUMO will send an ICS file or create a Calendar Invitation on the Host’s Calendar and invite the additional Participants. This Calendar Invitation will contain the Zoom Meeting URL. Any participant, including the host can click this link to launch the Zoom Meeting.
When an appointment is created and a Zoom Link is generated, SUMO will send an ICS file or create a Calendar Invitation on the Host’s Calendar and invite the additional Participants. This Calendar Invitation will contain a link to Cancel / Reschedule the Appointment. As displayed below:
This link will redirect you to the Appointment Details Page that is also accessible to the Customer. You can click the Cancel Meeting button.
You will be prompted to enter a reason for Cancellation, then click Cancel Meeting.
Once the Appointment is canceled, SUMO will communicate with your Zoom Account to delete the Zoom Meeting.
Go to SUMO User Settings | General Settings
Then, click the Disconnect button.
A pop-up will appear asking if you would like to disconnect the Zoom Connection.
Clicking Cancel will stop the process and keep your Zoom Account connected. If you click the Delete button, Zoom will be disconnected and SUMO User Settings will refresh to reflect the change.
Once Disconnected, you can follow the steps mentioned below to Deauthorize the access token through the Zoom App Marketplace.
You can uninstall the Zoom Connector by following the steps below:
| Have you connected your calendar to SUMO? If not, you should do this first and you can learn about it here. |
Your availability is typically equivalent to your working hours. You simply need to tell SUMO when you are available to host appointments or events, such as Monday through Friday 8am to 5pm.
Follow the instructions below:
If the location you work at does not seem to be selectable, then notify your SUMO Administrator, so they can provide you the required access.
As a SUMO User, you must first connect your personal calendar to SUMO, so it can do the magic of appointment automation. SUMO connects to:
Follow the instructions below:
Yes, you do need to manually check the “View and Edit Events” checkbox, or the connection will fail.
The very next important step is to define your availability for SUMO to schedule appointments for you, which is essentially your work shift. You can learn more about this here.
No, you will only be giving SUMO the ability to do the following.
In the Online Scheduler or Invite Manager process you may enable the ability for customers to cancel and reschedule appointments.
There you will have the ability to turn this feature on or off. The customer will see these buttons on the confirmation page and will also receive a link to cancel or reschedule in the email they receive.
There is a status field on the SUMO event that will change from Booked to Cancelled or Rescheduled.
When the customer cancels the appointment they are prompted to enter a cancelation reason. After they have cancelled this information is available in the SUMO event.
Read the SUMO CEP Overview article for a detailed summary.
SUMO includes a Buffer Time feature, that may be used in the Instant Booker or Email Invite. The Buffer Time feature will create a pre-meeting and/or a post-meeting to give you (the Organizer) a gap.
Buffer Time appointments can be great to give you time to drive to and back from an offsite appointment, or to give you prep or debrief time before and after an appointment. For example, if you plan to drive 30 mins to an appointment, then you might set the Buffer Time “pre” to 60 minutes… which will block your calendar for the 60 mins prior to your appointment. If you need drive back, then you might also set post to 60 minutes also.
Another example, would be if you need 15 mins to prep for a meeting, you could set Buffer Time “pre” to 30 mins… which will block your calendar for 30 mins prior to a specific appointment.
If you set both a pre and post buffer, SUMO will create three appointments as follows:
Where is this feature available?
This feature is available virtually everywhere in the SUMO Appointment Scheduler.
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Look for this setting at: SUMO Admin Settings > General Settings
No. Every SUMO user license can install Salesforce mobile (iphone, android, tablet), which gives you full access to all accounts, contacts, activities, social feed, and more.
Read the “Static Video Conference Link” section here.
Yes, SUMO offers video conference connector capability as well, which you can learn more about here.