Getting Started

• Requirements:

  In order for Appointly module Email Notifications, SMS Notifications and Pusher live push notifications to work note that:

  • Perfex CRM Cron Job must be configured in order reminders to be sent: Read more...
  Note: If cron job is not set reminder will not be sent for appointments
  • Perfex CRM SMS provider must be configured in order SMS messages to be sent: Read more...
  Note: If SMS provider is not set SMS notification will not be sent for appointments to contacts

Introduction

Introduction to Appointly - Appointments module for Perfex CRM

Appointly fits perfectly for any type of appointment with ability to integrate a form on your websites.

Appointly is a module for Perfex CRM that you can schedule appointments to your CRM and from external form and manage your Appointments with ease, also the module is designed for fast creating appointments to ease your communication with your contacts and also you can include staff as attendees, subject, description, date and time and many other features. Appointly offers users to add request appointment form to any of your websites and clients can directly ask for an appointment.Appointments can be created with a specific start time and location with option to include Internal, External Contact or Lead and also include staff as attendees. The module is flexbile with simple nice looking design and easy to use. Offers options as External Form can be embed(added) to any website, Internal, Internal Contact, External Contact, Lead, Email and SMS Notifications, Name, Email, Location, Approve Appointment, Cancel Appointment (Reason), Confirm as Finished and many more other features to come.Appoinly also includes extra option Callbacks that is new feature in Appointly where external clients or internal can request a callback from your company, because not all clients are located in the same country as we work in. Callbacks can be managed from admins or responsible person for callbacks callbacks assignee’s can be assigned to manage an individual callbacks and take notes. This option can be enabled / disabled per your needs. Custom Fields, Email Tracking, and Feedbacks are also available for Appointment from version 1.1.4 which also support live notification and email templates.

Installation

Installation and upgrade guide for Appointly - Appointments module for Perfex CRM

• Option 1: Installation time (1-2 min)
  • Extract downloaded zip contents from CodeCanyon. Navigate in Setup->Modules in sidebar menu upload appointly.zip to modules section and click install. Navigate to your module and click Activate. If database upgrade is required click Upgrade Database and you are set to go. If database upgrade is required click Upgrade Database and you are set to go.
• Option 2: Installation time (1-2 min)
  • Open your downloaded zip fodler from CodeCanyon and unzip appointly.zip directly into your modules folder on your server eg. it should be unzipped inside your modules folder like this modules/appointly/[other folders] and reload your browser. Navigate to your module and click Activate. If database upgrade is required click Upgrade Database and you are set to go.
• IMPORTANT: Always clear your browser cache after installing or upgrading
  Depending on your operating system all you need to do is the following key combination:
  Windows: ctrl + F5
  Mac/Apple: Apple + R or command + R
  Linux: F5

Features

• Google Calendar API
• Request a Callback
• Callbacks
• Callbacks assignees
• Callbacks notes
• Custom Fields
• Email Tracking
• Convert to task (can be related to Project, Invoice, Customer, Estimate, Contract, Ticket, Expense, Lead and Proposal)
• Convert to lead
• Appointment Feedacks. Clients with finished appointments can add feedback rating and comment. Staff can request a feedback.
• Embed (iFrame) form to any of your websites (can be added to multiple websites)
• Staff permissions ( View-Global, View-Own, Edit, Delete )
• Live push notifications (Reminders, New Appointment, Appointment Cancelled, Request Cancellation, Updated, Fedback notifications, Callbacks notifications)
• Dashboard Widget
• Google Calendar API
• Today's Appointments Calendar sync
• Option to Edit Appointment
• Option to Delete Appointment
• Option to Cancel appointment
• Option set default table filter
• Option set clients to book appointments logged in or before login
• Calendar type events
• Appointment Notes
• Appointment Types
• Calendar type color events in staff and clients area
• Books appointments directly from customers area
• General appointment view
• General appointment view separate for external public client url client (hashed and unique)
• General appointment view separate for internal staff private CRM url attendee
• Assign Multiple Staff Attendees
• Internal Appointment (Contacts)
• Internal Appointment (Leads)
• External Appointment
• External iFrame Form (Contact)
• SMS Notifications and Notification reminders
• Email Notifications and email reminders
• Reminder Notifications
• Send Early Reminder
• Access Logs
• Reschedule appointment (Mark as Ongoing)
• Email Templates
  • Appointment Approved to (Staff and Attendees)
  • Appointment Cancelled to (Staff and Attendees)
  • Appointment Approved to (Contact)
  • Appointment Cancelled to (Contact)
  • Appointment reminder to (Staff and Attendees)
  • Appointment reminder to (Contact)
  • Callbacks Assigned to (Staff)
  • New Callback to (Staff)
  • Feedback recieved to (Staff)
  • Feedback updated to (Staff)
  
• SMS Templates
  • Note: Make sure that all your SMS templates in Setup->Setting->SMS are filled with some content as given in the example below or SMS will not be sent if your SMS templae is empty.
  • Appointment Approved to (Contact)
  • Appointment Cancelled to (Contact)
  • Appointment Reminder to (Contact)
  
• Dashboard Todays Appointments Widget
  • Add today's appointments widget to your dashboard
• All your appointments are shown and synced with your calendar
  • Directly open appointment from calendar
  • Calendar colored events
• Flexible date and time manipulation
  • Busy hours and dates indicator
  • Also available in external form
• Email and SMS notifications :
  • Send Email and SMS notifications to contact / attendees on creation, approval or editing existing appointment
  • Email Templates for Appointments (translate ready)
  • Custom content and subject
  • Custom Fields
  • Feedbacks
  • Callbacks
  • Custom admin email templates and SMS
  • Appointment Confirmation
  • Appointment Cancellation
  • HTML content via TinyMCE editor in Email Templates
  • Custom statuses for different status of appointments : pending, approved, cancelled, confirmed, upcoming
  • Template merge fields, in SMS and Email templates
  • Action Hooks
• Table Filters
  • All
  • Approved
  • Not Approved
  • Cancelled
  • Finished
• Live Search, Live Search Leads
• Source: eg. Internal (Contact) / External / Lead (Can be marked as External from Inside CRM or External Contact from any website you added Appointly embed form)
• Appointment due date pointers
• Appointment busy dates pointers (can be disabled)
• Responsive Bootstrap Layout
• Available languages: English, German, French, Italian, Portuguese Brazil and Polish
• Translate ready

Additional Information

• When new appointment is created from outside External Form (iFrame) if you have not selected any attendees and click Approve appointment, you will be set as default appointment attendee. Notification for approval will be sent to all attendees and contact.
• If you edit and existing External Appointment and change current contact, when new contact is added email and SMS will be sent to the newly added contact, also if staff attendees are added they will recieve notifications also.
• Date and time are fetched automatically directly from your CRM setup in Setup->Setting->Localization
• Appointment can be created internally from inside CRM.
  • Internal (Lead)
  • Internal (Contact)
  • External (Contact)
• External appointment
  • External Client from embed form added to any of your websites. See in Setup->Setting->Appointments
• Adding action hook to external form, this is (Optional)

    If you still haven't created my_function_helper.php file, you need to create it and insert your code inside.
    Example:

    hooks()->add_action('appointly_form_header','my_custom_header_and_logo');

    function my_custom_header_and_logo()
    {
      echo get_company_name();
      echo get_company_logo();
    }

    Now in your external iFrame form you will have a new header.

     Read more here...
  

• Overwriting default language
  • 1. Navigate in your modules folder and into appointly folder
  • 2. Navigate in languages folder and copy and paste english folder
  • 3. Rename english folder copy to your language eg. french (must starts with small letters)
  • 4. File inside french folder appointly_lang.php now can be overwriten with your translations.
  • 5. After your change Perfex CRM default language to eg. French, Appointly module language will be automatically changed to French.
  • This is just an example how language folders should look.
    

Google Calendar Setup Guide

NOTE: This feature does not sync your Perfex CRM calendar events with your Google Calendar. Gooogle Calendar feature will not fetch your current added events to your Google Calendar and implement them into appointments. Google Calendar feature will fetch all busy appointment date / times and add them to your current appointments busy hours internally and externally even when external clients are booking from Perfex CRM external form your Google Calendar busy dates that are already taken will be available and displayed in Calendar datetime picker.

Google calendar feature allows you to choose (checked by default) when you are creating an appointment to add this appointment also to your Google Calendar. Same applies if you delete the appointment previously created in your CRM and it is added to your Google Calendar and if is enabled in Setup->Settings->Appointment (Before appointment is deleted also delete created appointment in your Google Calendar) is set to Yes appointment (event) will be removed from your Google Calendar also and all emails from google connected with your current appointment their event will be deleted from theire Google Calendar also because your appointment is not existing anymore in your Google Calendar. When editing the appointmenet it will be also updated in your Google Calendar

When external appointment is approved before approving if you want to sync / add this appointment to your Google Calendar you can click edit appointment assign more attendees perhaps and click save, appointment will be auto added to your Google Calendar.

Infomation: Every staff member will be able to sync their Google Calendar with Appointly separately and manage their events / appointments with their Google Calendar. All of the above will be applied if you are only CONNECTED to your Google Calendar API

If any of the above doesent apply for you then you should follow these steps to setup your Google Calendar

First you will need to create a project that will be associated with your Google Calendar API open Google Developers Console

Enter your project name and click create.

After your project is created succsessfully you will be redirected to APIS & Services. Now you need to enable the Google Calendar API library in the application project you created, to achieve this, click on the top left menu toggle then APIs & Services->Library and search for Google Calendar API, click on the library and then click Enable.

Now your Google Calendar API is enabled, next step will be to create OAuth consent screen for Google Calendar API, in menu sidebar click on OAuth consent screen and click Create.

Now you will need to setup your OAuth consent screen by entering your application name and authorized domains.

After you are all done with OAuth consent screen now you need to navigate to create credentials for you newly created app.

Now your credentials are created but you need to add authorization and redirect urls for Google Calendar API. Authorization login url can be found in your CRM in Setup->Settings->Appointments

Click on Credentials and click the edit icon on your newly created OAuth Client ID

You will need to enter your authorized redirect URIs, this is important make sure that you enter these urls CORRECTLY

Connecting to Google Calendar API

Firstly navigate in your CRM in Setup->Settings->Appointments and fillout the fields Google Calendar API Client Id and Google Calendar API Secret and click save Now you can click on Appointments and Dashboard in your sidebar menu.

After you click Sign In in your appointments dashboard if you setup your Google Calendar correctly and inserted your credentials correctly you should get something like this. A new popup will be shown to choose your Google account that you will grant access for the application.

After you select your account, probably you will see a message “This app isn’t verified“, it’s your responsibility to ensure that the Project/App you created is verified, you can click here to read more how to verify your application, otherwise click on Advanced then Go to [App Name] (unsafe) just to test this feature for your own account.

The verification process is clearly explained by Google and all the steps how you can verify your app, as Perfex CRM does not hold any data for your company, you will need to verify this on your own as you will use the Google Calendar API.

You are all done and ready to use Google Calendar API, congratulation.

Some additional informations to consider

Known errors: { "error": "invalid_grant", "error_description": "Token has been expired or revoked." }. About this refer to No.1

Screenshots Overview

---

Appointment Dashboard Widget

---

Appointment Calendar

Appointment Clients Calendar

Table View

---

New Appointment

---

Leads included

---

Create Task from appointment and Lead

---

Appointment View

---

Custom Fields and Email Tracking

---

Appointment Send Early Reminders, Notes

---

Appointment Feedbacks

---

Edit Appointment

---

Logged In Contact Appointment Request

---

Appointment Settings, Filters, Types

---

Appointment External iFrame Form

---

Appointment Public URL

---

Appointment Cancelled

---

Appointment Cancelled

---

Client Appointment Cancelled

---

Callbacks

---

Mobile Ready

---

---

Changelog

Version 1.1.4

• New: Added Custom Fields support in admin and appointments external form area
• New: Added Email Tracking (is appointment email to client read or not read), applies for appointment approved email
• New: Added Feedback and comments for finished appointment
• New: Added Feedback custom statuses, total 7 min 1 (can be translated)
• New: Email templates for appointments feedbacks, New feedback Recieved, Existing feedback Updated, Request feedback from client
• New: Added option to Convert and relate appointment to Lead
• New: Added option to Convert and relate appointment Task from appointment (can be related to Project, Invoice, Customer, Estimate, Contract, Ticket, Expense, Lead and Proposal)
• Fixed: Appointments->Settings minor fix when there is no staff members added
• Fixed: Bug when updating internal appointment to Google Calendar attendees (was not updated properly)
• Fixed: Minor fix in when appointments are exported initiated by heading if created by admin name was shown in list
• Improved: Fully refactored responsible person permissions for Appointments, now responsible person will have full permissions over appointments, except delete permissons that will be require as added from permissions.

Version 1.1.3 03/01/2020

• New: Callbacks feature for Appointly
• New: Callbacks email templates and live notifications
• New: Callbacks assignee's
• New: Callbacks Responsible Person
• New: Callbacks notes
• New: Appointments reCAPTCHA
• New: Added option to disable / enable Appointments busy times
• New: Added new email template / feature so responsible person will receive email when new appointment is submitted via external form
• Fixed: Applied date time fix for specific date format time zones

---

Version 1.1.2 02/13/2020

• Fixed: minor fix with language files

---

Version 1.1.1 02/13/2020

• New: Google Calendar API Integration
• New: Options to add appointment to own Google Calendar (separete for each staff member) (Requires Google Authenticated)
• New: Options when appointment is updated or deleted will be also applied directly in your Google Calendar (Requires Google Authenticated)
• New: Google Calendar busy dates shown with yellowish color
• New: Option to add own booking hours (Admin)
• New: Option to disable weekends (Admin)
• New: Option to enable hours buffering (Admin)
• New: Option to auto approve external appointmnets (Admin)
• New: Appointment types (if any) are now shown in clients external form
• New: Feature if appointment is in my Google Calendar will be shown as icon link in dashboard (Only for own appointments, requires Google authenticated)
• New: Google busy date / time are now synced from Google Calendar API (Requires Google Authenticated)
• New: Added option to click SMS or Email and call or send sms in appointment single view appointment
• New: Added option to click client address and separately open in Google Maps in appointment single view
• Improved: UI / UX
• Changed: Reversed font back to Roboto
• Updated: French and Portuguese language to full translation
• Fixed: Busy hours not always shown minor bug
• Fixed: Reminders feature minor bug
• Fixed: Appointment cancellation description not included in staff view after client requested cancellation, fixed minor bug when client is trying to cancel an appointment there is no response

---

Version 1.1.0 01/22/2020

• New: Added busy dates (booked hours) lookup in clients external form and calendar language
• New: Customers can book appointments if not logged in from customers area (Admin can enable disable this option)
• New: Customers can book appointments when logged in from customers area (Admin can enable disable this option)
• New: Added meeting notes with WYSIWYG editor, option to upload images.
• New: Added new option to set default table filter (per user)
• New: Added new option Appointments Summary can be enabled or disabled (per user)
• New: Added staff roles in appointment external clients view
• New: Added new option Send Early Appointment reminders Email and SMS (Can be reused per your needs)
• New: Appointment Types (Option to create custom appointment types)
• New: Appointment types will be shown in staff and clients calendar (own if not Admin)
• New: Added new languages German, French, Italian, Portuguese Brazil and Polish
• Improved: Changed date format for all appointments according to default date format due to better and global readability for all clients.Date format is in Setup->Settings->Localization
• Improved: Added half hours to already existing booking hours
• Fixed: Notification not send always when creating internal meeting

---

Date published 01/13/2020

Initial release compatible with latest version of Perfex CRM 2.4.1 and PHP 7.X.X

---