Resource booking in CRM forms

Author: Stacy Smith

Last update: March 10, 2023.

Resource booking option in a CRM form allows clients to reserve services. The form can be placed on the site, sent to the client in the chat, or posted on the social networking page.

Learn how to send a customized CRM form to the open channel chat from the article CRM form in Open Channel chat.

Configure a CRM form

Go to the form settings and open the Fields tab. Add a Resource booking field to the form.

Read more information in the articles: Resource booking: how to set up a CRM form and How to use resource booking option.

Go to the field settings in the form.

All of the field settings you make on a form apply only to that particular form.

Field name is not displayed in the form, so you do not need to change the name.

Rename the Resources to something more understandable to the client.

If you do not want to display resources or services in the form, uncheck the box.

The value in the list can be Not specified or Available resource. In the first case, there will be no preset value in the field. In the second case, the first free resource will be displayed.

In the list of resources, check the ones that the client will be able to select in the form.

Services can also be renamed, for example, into Rental Period.

In the list of services, check the ones that the client will be able to choose in the form.

If necessary, rename the field and select the appropriate calendar display option.

Services longer than 1 day can be booked in the CRM form only if you include a date without time in the field settings in the CRM. Read more in the article Resource booking: how to set up a CRM form.

How to configure time slots if I add services and duration

The number of time slots in the Book a resource field in your CRM form depends on the following parameters:

Working time parameters in General settings determine the period of time within which the time slots will be shown in the CRM form.
Appointment duration in CRM form settings sets out the frequency of the displayed time slots. For example, in our CRM form you can book a resource every 30 minutes.
Availability of employees has an impact on the display of available time slots only when using the Show only available option.

For example, we have a drum set in the music studio and want the clients to book the drums lessons online. The studio is open every day from 11 a.m. to 8 p.m. The drum set is considered a resource, and the drums lessons are the corresponding services. The trial drums lesson lasts 30 minutes, and the regular one is 1 hour. Clients can select a desired lesson type and book an appointment in our CRM form.

We don't want to bother our drum teacher Tom when he is busy, that's why we use the Show only available option for time slots in the CRM form. According to Tom's calendar, he always has lunch at 2 p.m., and also he won't be in the studio tomorrow evening as he is going to the music competition at 5 p.m.

In this case, clients will see only these time slots in CRM form. It is not possible to book a regular 1-hour lesson during Tom's lunch break and later than 4 p.m. because Tom won't be available after 5 p.m. on this day.

How to work with the form

In the CRM form, the customer fills in a name, a phone number, and other fields.

You can show the fields in a certain order. Read more in the article Field show rules.

Once the client has filled out the form, a lead or a deal (depending on the form settings) is created in CRM, which records the client's contact information and all the information about the booking. Managers will be able to contact the client and make an appointment.