NOTE: viewing in IE results in the last half of this FAQ missing; therefore, it is recommended to view using FireFox, Chrome or Safari

 

Creating an Activity

Login to your TimeTrade account and from the main dashboard of TimeTrade:

1. Select the Activities listing under the Home tab
2. Click the button labeled Create an Activity

Defining the type of activity:

In this example, the activity will be setup as follows:
     •  an activity is created from scratch - click the radio button Create Activity from Scratch
     •  name of the activity is entered - type the name of your activity
     •  a duration of 45 minutes is selected - from the pulldown, select the duration period of your activity
     •  optional description is omitted
     •  meeting type is by phone - select radio button for by phone
     •  invitee will be prompted to provide a telephone number for you to call them if you select Prompt invitees....
         or select button to give specific instructions and then enter specific instructions
     •  If your meeting is in person rather than by phone as is in this example, select radio button for In person
         and optionally fill in location information for the meeting

     • click the Next button

 

Defining time slots for an activity

The activity calendar grid appears and is where you define time slots you are willing to accept appointments.
Time slots are defined by performing a “click and drag” to cover the time range you wish to offer appointments.

In the example below, time slots have been established for Monday, Tuesday, Wednesday and Friday as follows:
     • Monday and Tuesday – from 9:30-11:45
     • Monday, Tuesday and Wednesday – from 1:00-4:45
       Note:  the above time slots are set to recur
     • Friday - from 10:00-12:15 and from 1:00-2:30
       These are not set to recur, as I prefer to leave Thursday and Fridays for non-recurring time slots

     • To recur a time slot, click on Options in the upper right corner of the time slot. A popup window will appear as shown below:

     • Click the box to recur
     • Establish an optional end-date if preferred
     • Click the Save button
       These steps need to be performed for each time slot that is to recur.

NOTE:  Time slots can be deleted/removed or modified from this popup as well.

                       The end-date that is applied to the recurring time slot is applied to all recurring time slots

Once you have defined time slots to recur, exceptions to those recurrences can be defined as follows:
     • Navigate to the week you want to modify the recurrence and click on options
     • From the popup window click on Delete this window
     • Another popup will appear asking if it is just for this day or for all occurrences as shown below:

 

 

Optional settings for appointment availability

Once the time slots have been defined, there are optional settings that contribute to the availability offerings provided to your invitee. These settings are located in the advanced availability options link in the upper right corner of the calendar grid window as shown below:

By clicking the advanced availability options link, the following settings are available as shown in the screen shot below.

     • For specifics, click the information icon to see more details regarding these settings.

     • These settings are applied and unique to this activity only.

Once the desired advanced availability options have been established and availability time slots are defined, click the next button in lower right corner of the window to proceed.

Optional Welcome Message and optional question to be answered by invitee

The following window appears providing the options of providing a welcome message and/or creating a question that the invitee will be prompted to answer during the booking process.

 

Welcome Message
You can create an optional welcome message that will be the first thing an invitee sees when they click the link to schedule a time with you. This can be used as a brief introduction about yourself and/or your offerings. You do not have to create a welcome message now and can always go back and edit your activity to include the welcome message at a later time.

For now, we are going to skip the creation of the welcome message. This will give you time to think about how you want your welcome message to be defined and presented. Click here for procedures in creating a welcome message.

Optional question presented to invitee during booking process
You can also prompt an invitee to answer a question or respond to an instruction. For this exercise, we are going to prompt the invitee to answer a question. Click the box to prompt invitee to answer a question and then enter the content of your question in the box on the right.

The invitee will be presented with the question when booking their appointment. Their response will be provided to you in the appointment email confirmation you receive.

     •  When completed, click on next in the lower right corner of the window.

Completed Activity

The following window appears indicating the activity has been completed.

     •  Take special note of the URL that is generated. This URL is unique to the activity you just created.
     •  Click on Finish in the lower right corner of the window in order for you activity to be saved.
     •  You will be returned to the main dashboard window and can view details of the activity that was just created as shown below.

 

      • The activity is completed and now listed in the main dashboard under activities.

      •  Just above the activity link URL, click on Preview your activity link.
         This will give you a preview of what the invitee sees when they schedule an appointment with you.

Additional FAQ's of interest:

      •  How to view busy times, click here

      •  How to cancel a booked appointment, click here

      •  How to embed a personal scheduling widget on your website, click here

      •  How to edit activity appointment availability, click here

      •  How to edit activity details, click here

      •  My schedule link indicates there is no appointment availability, why?, click here