The Booking form tab

The Booking form tab allows you to set up your calendar to ask your customers questions after they have scheduled with you, so that you can prepare for your meeting. The options available help you to gather basic information from your customers. Information collected in the booking form will be relayed to the user in the meeting confirmation email.

The booking form will only be displayed to your visitors if your booking calendar is shared directly, i.e., when embedded on a website, or shared with a link. The booking form won't be displayed when the booking calendar is used within a chatbot or routing form, because those tools allow you to add qualifying questions before offering a booking, and define the experience and workflows after a customer schedules

When configuring a booking calendar, the Booking form tab is located along the upper menu. (Figure 1)

Figure 1: The location of the Booking form tab

Default fields

The default questions, which are required to make the booking, are the customer's full name and email address. In the sidebar of the boking form tab, you can add multiple types of questions to customize the information you gather from your customers. 

Contact full name: 

Although you can't remove this question or alter the contact field, you can edit the text that is shown to customers. To do this:

1. Click on the interaction, and in the column on the right, type in the box below the heading Question text to add your own text.
2. Remember that the information entered by the customer in this field will be used in all further interactions as their name, so be sure to communicate that to your customer if you alter the question text. 
3. Click Save at the bottom of the column.

Contact email:

You can't remove this question or alter the contact field. You can edit the text of the question. To do this:

1. Click on the interaction, and in the column on the right, type in the box below the heading Question text to add your own text. 
2. Remember that the information entered by the customer in this field has to be their valid email address, so be sure to communicate that to your customer if you alter the question text. 
3. Click Save at the bottom of the column.

You have the option here to allow your customers to add up to 10 additional guests. To do this:

1. Click on the Contact email interaction.
2. In the column on the right, click the Allow additional guests toggle on.
3. This will display a field to your customer in which they can add additional email addresses. These email addresses will be sent an invitation to the scheduled meeting, and will be kept updated on relevant meeting lifecycle updates.
4. Add text that will be displayed to your customer under the heading Question text.
5. Below, you can choose whether to save any additional email addresses the customer may add in the meeting only, or as a new contact profile.
6. Click Save at the bottom of the column when you're happy with your settings.

Conditional fields

Conditional fields are displayed by default if you have configured your booking calendar in certain ways. 

Location: This field displays the virtual conferencing options available to the customer based on what the user has connected to. For example, if the user has connected to Zoom and Google Meet, then one of those two options can be selected by the customer. If the user is not connected to any video conferencing apps, or just one, then this field is not displayed. 

Mobile phone number: If the user selects SMS within customer notification options, then the 'mobile number field' will be displayed to the customer after they select a date and time. A checkbox which asks the customer to consent to receiving SMS notifications will be displayed. This only applies to bookings made on a booking calendar shared on a OnceHub page.

Additional booking form tab fields

These fields appear in the toolbar on the right when in the booking form tab. To add them to the booking form, drag and drop the field in the order you would like it to appear to your customer. By clicking on the field, you can fill in the details, such as the question you want it to ask your customer, where the information will be saved, and whether you want to make it a required answer or not.

Text question

These are questions to which the customer can reply with their own text.

Single select

A single select asks a question, and allows the customer to select one answer in response. You configure these question and the answers when you add the interaction to the booking form.

Multi select

A single select asks a question, and allows the customer to select multiple answers in response. You configure these question and the answers when you add the interaction to the booking form.

Redirecting to an external URL

At the bottom of the booking form builder, you can turn on the option for customers to redirect to an external URL which you provide, once they have finished booking time with you, instead of the OnceHub confirmation page. You could use this feature to, for example, direct your customer to a webpage which provides additional context for the upcoming meeting. 

When you turn it on, a toolbar will appear on the right which will allow you to add URLs to redirect the customer to after these events:

• After customer schedules
• After customer reschedules
• After customer cancels

Add the URL you would like to apply to each event, and click Save at the bottom of the toolbar to confirm these changes.