Set Arrival Windows for Appointments and Services in vcita

Take control of your scheduling efficiency by learning how to benefit from arrival windows that set clear expectations for your customers.

An Arrival Window is a pre-determined time slot that differs from the appointment time, indicating when you or a technician might arrive. This feature provides a more predictable experience when arrival times are flexible.

Global Arrival Windows

You can set an arrival window that applies to all appointments by default.

1. Open the platform.
2. Navigate to Settings > Booking Options.
3. Click the Booking Policies tab.
4. Locate the "Arrival Window" section.
5. Use the drop-down menu to select your arrival window time.
6. To set a specific duration not listed, select "Custom" from the drop-down menu.
7. Use the additional drop-down menus to select the hours and minutes for your custom arrival window.

Arrival Windows for a Specific Service

You can override the global setting by creating an arrival window for a specific service.

1. Open the platform.
2. Click Settings.
3. Click Services.
4. Click the Edit icon next to the specific service.
5. Scroll down to the "Arrival Window" section.
6. Use the drop-down menu to set the arrival window for this service.
7. To set a specific duration, select "Custom" from the drop-down menu and enter the hours and minutes.
8. Click Save.

Arrival Window for a Specific Appointment

You can set a one-time arrival window during the appointment creation process.

1. Open the platform.
2. On the menu, click + Quick Actions.
3. Click New Appointment.
4. Search and select client or enter New Client details.
5. Select a service that has an arrival window or add a custom service.
6. In the Arrival Window dropdown, adjust the time.
7. Adjust other appointment settings as needed.
8. Click Schedule appointment.

Online Booking and Calendar View

Customers view the arrival window during the online booking process when they confirm their appointment time. The window also appears on all confirmation emails and reminders sent to the client.

On your calendar, the platform only displays the actual appointment time block.

To view the arrival window on the calendar:

• Hover your cursor over the appointment block.
• Click into the appointment to view the full details.

Frequently Asked Questions

Q: What happens if I set a service arrival window that is different from my global window?

The arrival window set within the specific service settings will override the global arrival window for that service only.

Q: Does the arrival window block out extra time on my calendar?

No, the calendar only blocks the actual appointment time. The arrival window can overlap with other appointments, even when customers book online.

Q: Can I change the arrival window for an appointment I already scheduled?

No. You must cancel and re-schedule the appointment to apply or change an arrival window.

Q: How can I see the arrival window if it does not show on the calendar block?

You can see the arrival window by hovering your cursor over the appointment or by clicking the appointment to open the details view.

Q: Will my clients see the arrival window on their mobile devices?

Yes. If your clients use the client portal or receive email notifications on their mobile devices, the arrival window will be clearly displayed alongside the appointment start time.

Q: Can I disable arrival windows for specific services only?

Yes. You can set the arrival window to "None" within the settings of a specific service to ensure no window is displayed for that particular offering, even if a global window is active.

Q: Does the arrival window affect the buffer time between appointments?

No. Arrival windows and buffer times are separate settings. Buffer times ensure you have a gap between appointments, while arrival windows simply communicate a flexible start time to the client.