Knowledge Base

How to use Titan Appointment Booking

Titan Appointment Booking is Titan Email's integrated scheduling tool that allows clients and contacts to book time with you through a shareable booking page that reflects your availability.

By following this guide, you can easily setup and manage your booking services, track appointments, and stay updated with client notifications.

IMPORTANT. The Titan Bookings feature is available only on Enterprise plans.

How to create a booking page

Your booking page is the public page clients use to view available services and schedule appointments. It can display your business or personal name, logo or profile image, and a brief description of your services.

To begin, sign in to your Titan Email account and open Titan Bookings. If you are the first user in your organization to access the feature, you will be prompted to create a booking page.

How to customize your booking page

Open the Booking Page tab in Titan Bookings to update your page information.

Here's what you can customize:

Booking page name: Enter your business or company name to help customers recognize your brand. If you're an individual professional or freelancer, you can use your personal name instead.
Booking page link: This is the link you share with customers so they can view and book your services. If you change the URL after sharing it, the old link will no longer work, and you'll need to provide clients with the updated one.
Upload a picture: Upload your company logo or a professional photo to add credibility and create a more polished appearance for your booking page.
Booking page description: Add a brief introduction to your business, team, and available services to help customers understand what you offer.

How to manage your availability

To prevent scheduling conflicts, Titan Bookings can use your calendars to determine when you are unavailable.

Go to the My Availability tab within the Bookings application. You'll see a list of calendars connected to your account.
Select all calendars that should be used to identify your unavailable or occupied time slots. Any busy periods found in these calendars will be considered when determining your booking availability.
Click Save changes to apply your availability settings.

NOTE. Titan Bookings automatically adds all appointments that you host to your primary Titan Calendar.

Using a calendar outside Titan? Select Add external calendar to open the Calendar application and connect your external calendar. Once done, return to Titan Bookings to continue configuring your availability.

How to create a booking service

A booking service is the appointment type clients can book, such as a consultation, product demo, coaching session, or introductory meeting.

Follow the guide below to set up a booking service:

Open the Services tab in Titan Bookings.
Select + Add in the top-right corner.
Enter the required service details:

Name of the service: Enter a name that helps clients easily identify the service, such as 30-Minute Consultation or 1-on-1 Yoga Session.
Service link: Share this link with clients to let them book the service. Titan Bookings automatically generates the link based on the service name, and you can customize it if needed.
Duration: Select how long the service will last. For example, if you set the duration to 30 minutes, clients will see 30-minute time slots when booking.
Description: Add a brief summary that explains the service and sets expectations for your clients.
Meeting Type: Choose how you want to deliver the service:
- Video call: Meet clients online and add a meeting link from your preferred video conferencing platform.
- Phone call: Speak with clients over the phone and provide a contact number.
- In-person meeting: Meet clients in person and provide the meeting location.
Price: Set a price for the service by selecting a currency and entering the amount you want to charge. Clients will see the price before they book, and you can collect payment using your preferred method.
Service visibility: Set the visibility to Public to display the service on your booking page. Set it to Private to hide the service from your booking page and share the service link directly with selected clients.
Service status: Set the status to Active to allow clients to book the service. If you temporarily stop offering the service, set the status to Inactive to remove it from your booking page.

Click Create service & Continue.
Configure the service availability details:
- Host: Select the team member who will deliver or attend the service. By default, Titan Bookings assigns the service creator as the host, but you can change the host at any time.
- Service hours: Define the days and times when clients can book the service. Titan Bookings checks the host's connected calendars and automatically removes busy time slots from the available booking schedule.
- Minimum notice period: Require clients to book at least 12 hours in advance to give the host enough time to prepare for the appointment.
- Advance booking time: Allow clients to schedule appointments up to 60 days in advance to help you plan and manage your availability.
- Notifications: Send automatic email reminders 24 hours and 2 hours before the meeting to help clients remember their appointments and reduce no-shows.
- Booking form: Collect important details from clients, such as their name, email address, and notes, when they book an appointment. Use this information to better understand their requirements before the meeting.
Click Save. Titan Bookings will take you to the Share service link section.
Share the service link or your booking page link with clients to start accepting bookings. You can send the link by email or publish it on your website and social media channels.

Edit an existing service

Select Edit on the service card and update the necessary details. If another team member hosts the service, inform them before making changes.

Delete a service

To remove a service you no longer offer, follow these steps:

Select Edit on the service card.
Click Delete Service in the top-right corner.
Confirm the deletion.

Once removed, the service will no longer appear on your booking page, and its booking link will stop working. If another team member hosts the service, notify them before deleting it.

How to access and manage bookings

Bookings can be managed from the Bookings tab, the Titan Calendar app, or a booking confirmation email. Wherever you start from, you can email the client, reschedule the booking, or cancel it.

Bookings tab
Go to the Bookings tab to view all services scheduled for you and your team. Open the Upcoming tab to see bookings that have not started yet.
The Calendar app
Access all your bookings from one place in the Titan Calendar app. Titan Bookings automatically adds every appointment to your primary Titan Calendar, alongside your other calendar events. From here, you can email the client, reschedule the booking, or cancel it.
Booking confirmation email
Check your inbox for a confirmation email whenever a client books a service with you. Review the booking details in the email, then select View booking to open the booking in Titan Bookings.

Understanding booking notifications

Titan Appointment Booking automatically keeps clients informed throughout the booking process—from the moment they book to any changes you make afterward. Here's an overview of the emails they may receive.

Client confirmation email
After a client successfully books a service with you, Titan Bookings automatically sends a confirmation email with the booking details and a calendar invite. Clients can review the appointment details and use the available options to reschedule or cancel the booking.
Meeting reminder emails
An automated reminder email is sent 24 hours and 2 hours before the meeting starts. This helps clients stay on schedule and reduces missed appointments.
Reschedule and cancellation notifications
If you reschedule or cancel an appointment, Titan Bookings automatically sends an email notification to the client and includes the reason you provide, if applicable.

How to boost your service bookings

Want more bookings? These simple tips can help you attract clients and make it easier for them to book your services.

Use your business name
Use your business name on your booking page to build trust and help clients recognize your brand.
Add a logo or photo
Upload a logo or professional photo to give your booking page a polished look.
Write a clear description
Explain what your business does and how you can help clients. Keep it short and easy to understand.
Keep service names simple
Use clear, straightforward service names so clients know exactly what they're booking.
Describe your services
Let clients know what to expect and who the service is for. Clear details help the right people book with you.
Offer flexible meeting options
Give clients multiple ways to meet with you, such as in-person meetings, phone calls, or video calls.
Share your booking link
Promote your booking page on your website, social media channels, email signature, and customer communications to increase visibility and attract more bookings.

You're ready to start

Once your booking page, availability, and services are configured, you can begin accepting appointments through Titan Bookings. Keep your information up to date and regularly monitor bookings to provide a smooth experience for your clients.

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