Multi License - Managers, Calendly Integration
Scheduling/Calendar provider credentials: There are software applications that have perfected the art of setting appointments. The two that integrate with CounselMore are Calendly and Acuity. This article is specifically about Calendly integration but the process is much the same for both.
This action is performed by the Account Manager "Administrator" role.
Additionally, you will need access to the Calendly account owner's credentials.
Both Calendly and Acuity allow for questions to be inserted into any event form. The answers to those questions will appear in your CounselMore account. However, this doesn't take the place of an intake form. If you would like to order a custom intake form please see this article.
Create a Calendly account here
Connect your business calendar to Calendly
Connecting your business calendar to Calendly can help you block off times that apply to all your counselors such as off business hours, weekends, holidays.
Creating Calendly Events for each of your Counselors
Many Multi Counselor offices often work in team Calendly accounts.
Team Calendly accounts can also be connected to CounselMore but it's important to note that the Admin of the Calendly account and the Admin of the CounselMore account is the one that must created the meeting events, at their level.
If the counselor creates an event, the admin can see it, but the CounselMore system cannot detect it.
1) Go to Calendly & setup a team of your Counselors. Click here for specific instructions.
2) Once your team has been created, locate that teams section in "Event Types" and click the button to " + New Event Type" 
- Choose Group in this new window
3) In the Next window the only thing to particularly note is the max invitees. Set it to 3 in case a contacts need to join.
4) Select which counselor to assign this event to and a location. This will check Aldo's integrated calendar (if connected) and show availability that way.
5) Adjust event availability for that specific Counselor
6) Setup your invitee questions
When a parent books a meeting, make sure the student's name and the student's email is entered for the first position, Name & Email fields in the Invitee Questions section.
These are the fields we use to populate your New Student.
Please see below for an example of a Calendly client reservation form.
Every question after name & email is a custom question created by the Counselor
Answers to these questions will auto-populate into the Confidential Notes section of your prospect Student's Bio Banner.
When you have completed making the event, share the event link with the Counselor
Each event you create is tied to a particular Counselor.
Events have their own descriptions, availability, and questions on the reservation form.
Share each event link with the corresponding Counselor. The counselor will then share that link with their students.
You as the Admin or Super user can view all students and can thus also view all appointments in each student record and in the dashboard.
Read Closely: Calendly is integrated with your CounselMore account. It has the capability to auto generate Prospective Clients to the top of your Quicklist. You will adjust your Calendly-CounselMore connection in your Settings menu
1) When setting up your events ask for the Student's Email address to be in the First Position and the Parent Email to be in the Second Position.
2) By putting the student email address in First Position, the students record will populate most effectively into your CounselMore account.
3) You will create different types of meetings in your Calendly account. You may not wish for all meeting types to auto-generate prospective students to the top of your quicklist. Choose which meeting types you would like this to occur with in your Settings menu.
Settings > Scheduling, and update your prospect creation settings.
Whatever event types are checked will produce a prospect student in your counselor portal.