Meetings booking

Monstock has a module for booking meetings to book a slot in the schedule of a branch. To do this, you must first define the schedules of your branches and then send a link to your customers or suppliers allowing them to book a slot (without needing access to Monstock). The booked date and time can then be linked to an object on Monstock (a date field for example on a customer or supplier order). 

In order to send emails automatically, you must have access to our Business Process Management feature and create a workflow that sends an email when the order is in "Ready to Go" status for example. This feature also allows you to automatically enter the date and time of the meeting in a date field. 

Note : Remember to fill in the contact information of your customers and suppliers, including the email address, to ensure that they receive the meeting email. 

To do this, you must first set up your meeting schedules in the right side menu "Administration". 

• Set up a meeting schedule

Go to the "Administration" menu at the top right, then to the "Master data" tab. 

Once in the master data, scroll down to the bottom of your screen, then click on the "Meetings Schedule" menu. 

On this page, you will find the different meeting schedules for all your branches. Start by creating a new one by clicking on the "Create schedule" button. 

You must now name your schedule, choose the time zone and select the branch or branches to which it applies. You can then create as many meeting schedules as branches in order to adapt them to the opening hours of each one if necessary. 

You can then choose the days on which meetings will be possible. You can add a new schedule interval by clicking on the "Add interval" action button on the right. This way you can define breaks in your available schedules. You can also delete a schedule interval by clicking on the red "Delete" button. 

Once you have defined which time slots can be booked, you must define the number of slots available for booking per hour. 

Note : Currently, slots are 1 hour long by default. So, for example, customers can book a slot from 8:30 to 9:30 but not from 8:30 to 9. 

The number of available slots per hour is entered in the "Slots" column. For example, if you have the capacity to process 6 meetings in a single one-hour slot, you can indicate 6 in this column. In the example below, between 8am and 12pm, we have 6 slots available per hour, i.e. 24 possible meetings in 4 hours. 

Once your schedule is defined for the week, you just have to click on the "Validate" button to save it. 

Once the schedule is saved, thanks to the Business Process Management feature, you can set up a workflow so that a meeting link is sent to your customers or suppliers depending on the status of the order for example, and that the shipping date of the customer order or the estimated delivery date of the supplier order is updated on Monstock depending on the meeting booked. 

• Booking of meetings by the customer or supplier

Once the workflow is set up, the customer or supplier receives an email inviting him to book a meeting for the collection or delivery of his order. 

By clicking on the link, the customer or supplier will be able to select the date and time they wish to book a meeting. 

Once the appointment has been confirmed, it is possible to view past and future appointments for this order and to make another appointment for the same order. 

The person who booked the meeting will also receive a confirmation email. 

For each booked meeting, it is possible to consult it (green button), edit it (yellow button) or delete it (red button). If you need to reschedule the appointment, it is possible to do so by consulting it too. 

Once the meeting is booked, depending on the process defined in our Business Process Management functionality, a date field in the corresponding order can be updated. 

Thus, the information of the pickup or delivery of the order is directly accessible on Monstock, according to the choice of the customer or the supplier.