The CoachAccountable Blog

What's new with the CA platform, tutorials on using it, and customer spotlights.

Delightful Collaboration VIII – Setting Location and Description for Appointments

Here is a great example of where CoachAccountable gets better through me being exposed to a style of doing things other than my own.

The calendar feed of appointments is a lovely thing, allowing both coaches and clients to have appointments [set within CoachAccountable] appear right within their usual calendars (like Google Calendars, iCal, and Outlook).

Beyond the what and when, calendar software aficionados know that it’s handy to have location and descriptive information about a calendar event be right there as well.

For my sake when it comes to coaching appointments there’s nothing to it: “where” is invariably on the phone, and there are no access or dial-in details to speak of, or really anything else–I call them and that’s that.

Liz HeimanBut last Thursday I had a great call with Liz Heiman of Percio Strategies.  We went over a bevy of great questions of how to setup and do this or that within CA, and Liz made a great case for how useful it would be to have location and description information about an appointment appear right along side appointments within people’s calendars: vital for coordination of meeting locations and a great boon to timely attendance to have dial in information right there for attendees.

I.e. CoachAccountable really should have location and description information settable for appointments, and that information should appear right in people’s calendars.

I was sold.  I spent the afternoon adding this to CoachAccountable.  Let’s see how this works!


Adding location and/or descriptive information to your CoachAccountable Appointments starts with your setup of Appointment Types.

When adding or editing any Appointment Type, you’ll see a new line, “Extra:”, with a link to click:

Tucked away towards the bottom. Unobtrusive if you don't need it, there if you do!

Tucked away towards the bottom. Unobtrusive if you don’t need it, there if you do!

Give it a click and you’ll be presented with places to type in your extra information:

In this example we have web and dial-in access information for a web-based meeting.

In this example we have web and dial-in access information for an online meeting.

Once setup for a given Appointment Type, you’ll have this information pre-filled in for any appointments you schedule of this type.  If you’d like to modify this information (or even just give it a peek) you can by clicking the “Modify location/description information…” link when scheduling:

Again, tucked away nicely but easy to access.

Again, tucked away nicely but easy to access.

This is nice if, say, the dial-in information varies sometimes, or you want to add a little note for your clients to see in their calendars:

SUPER fun. Worth noting for sure.

SUPER fun. Worth noting for sure.

Once this is set, where can this be seen by coach and client?

First off it’s visible to both parties within CoachAccountable in the widget listing of upcoming appointments.  Simply hover over an appointment that has either or both a location and description set, and it will appear:

Handily found if you need it by hovering over the appointment.

Handily found if you need it by hovering over the appointment.  During writing this I made those URLs display as clickable links, but feel content to skip redoing the screenshot.

But the real fun of this is having this information appear right in your calendar system of choice, provided you’ve done the one-time setup to make your CoachAccountable appointments appear there.  Here’s how that appointment shows up when viewed in Google Calendar:

No affiliation with Google, etc. etc.

No affiliation with Google, etc. etc.  They do seem quite keen on making your calendaring experiences more groovy, though, so I reckon they won’t mind me giving them a named shout out in this space.

And there you have it!  You can put key location and descriptive information in your appointment types if it’s standard and consistent, customize it when scheduling specific appointments in case it’s not, and ultimately have this information appear right in yours and your client’s calendars automatically.

My thanks again to Liz for her insightful glimpse into the world of relying upon calendar scheduling and integration for more than just the what and when, CoachAccountable is better for its expanded support of calendar integration!

More recently:

Previously:

Leave a Comment