Questions And Answers

00:28:20

Annabel: Awesome, thank you so much for that overview, Morgan! It was great! So now, we’re going to dive into our Q&A session. We received a number of questions before the webinar, so we’ll tackle those first, then pull from the chat. If for some reason, we’re not able to get to your question, you can reach out to our support team at support@jotform.com for assistance. Okay let’s get started! 

• Two Way Calendar Sync

00:28:45

Annabel: So let’s see a lot of users were wondering about a two way calendar sync. David, would you be able to help us out with this one?

David: Sure. Currently, there isn’t an option for a two way calendar sync. We do offer the ability to update an appointment calendar like a Google Calendar, something of that nature, with the appointment, but no ability to pull the availability from a calendar to populate the appointment fields.

Got it. Thank you. 

• HIPAA

00:29:15

Annabel: The second category that users were asking about was HIPAA. So there’s a couple questions here for that one. So the first one is will HIPAA security apply to the calendar access? And the second one is what’s the best way to set up appointment confirmation emails and appointment reminders with a HIPAA-enabled account? David, would you mind helping us with this one?

David: Sure. So the calendar access is not under HIPAA protection because it doesn’t present any user data within the calendar. The calendar is only for scheduling of the appointments or selecting of the appointments. It doesn’t actually provide any sort of information regarding other appointments that have been scheduled, no user details or anything like that. What was the second question?

Annabel: And the second one is what’s the best way to set up appointment confirmation emails and appointment reminder emails with a HIPAA-enabled account.

David: So by default, if a field is marked as containing protected health information, it would not be included in the body of the email. Generally, we like to recommend omitting any sort of protected health information from the body of those emails, since the contents of that email would get logged on whatever service sent the email, and also the service that received the email. So you could just include things like the person’s name, maybe the appointment time, or just simply say your appointment has been scheduled, and then send a reminder email later with just the date or something of that nature, so that there’s no real link to the specific person’s medical data or anything like that. In the actual body of the email.

• Canceling or rescheduling appointments

00:31:15

Annabel: Perfect, thank you. The next question is canceling or rescheduling appointments on the Booker’s and in the creators and, Morgan, would you be able to help us with that one?

Morgan: Yes. So I did show briefly in the reminder emails, there’s that option there. You can also set up your confirmation emails. So when somebody uses your form, they’ll receive a confirmation email, you can also set that up to include a cancellation option there. Then I wanted to show this, but since the table isn’t cooperating, you as the creator of the form have the option to change appointments as well, you can do that through the table, or through the same link that you that a scheduler has scheduled the form with. David, is there more that you would add to that?

David: The only thing I would add would be if you want to require them to reschedule, you can leave the appointment field as a required entry. But you can also conditionally  unrequire it if you want them to be able to clear their appointment completely.

• Waitlist

00:32:24

Perfect. Thank you. Another question that came through was if there’s any options for a waitlist? David, do you have any answers for this one?

David: Usually, if there’s some sort of waitlist that needs to be set up, we would have the condition in the form or just simply add a new thank you page, or new form contents when the appointments fill up. So you could have it be just something as simple as hiding all of the fields in the form when all of the calendars are full, showing a little paragraph field with a link to a separate waitlist form, or even adding additional fields to say we apologize, all of the appointments are full, please enter your information below, and we’ll follow up via email as soon as we have more availability.

• Two or more currencies in one form

00:33:20

Perfect, thank you. Another question that came in was about Jotform’s integrations. Just to give you a heads up, we do have dozens and dozens of different types of integrations, whether you’re looking for payment processors, customer relationship management tools, it is pretty endless for what you can integrate with your form. So if you’re interested in seeing what else we have to offer in that regard, you can visit Jotform.com/integrations, and then search for the app that you’re interested in linking with our form. Let’s see another question we have. “If we are able to include two or more currencies in one form?” David, do you have an answer for this one?

David: That would depend on what type of presentation of those currencies. If you are producing a calculated value based on various entries, and you want to have a currency symbol preclude any sort of value, you could use a conditional calculation and say if they select this as their location, have this specific output, and include that currency symbol for that location. But if it’s going to be something like using one of our payment fields, it would only be possible to include one currency symbol.

00:34:48

Annabel: Okay, perfect. Thank you. All right, awesome. So I’m going to jump over to the chat now. I think we answered this first question here about cancellation. So we’ll go to the second one from Yvette. Is there a way to have different limits for different days? For example, is it possible to have no more than 20 appointments on Monday, but 50 on Tuesday? David, do you know about this one?

David: Currently no. As far as I know, it’s only possible to set the group availability as a specific value, there isn’t an ability to set the group availability on a per day basis or per appointment basis. Generally, under those circumstances, we would recommend using multiple appointment fields, one with let’s say, if you had wanted five available for Monday, and then 10, available for each slot on Tuesday, you would have one Monday appointment field, and then one Tuesday appointment field, and then conditionally show either of those fields based on which date they want to sign up for. And then you would have the two separate availability, but no ability to do it with a single field.

• Buffer Time

00:36:05

Okay, thank you. And then it looks like James was curious about buffer time. And if that’s possible to to add that in between appointments to give teams time to prep, to either view have an answer for that one?

David: I can take that one. In this instance, I would recommend simply extending the appointment times. So if you wanted to have one appointment per hour, but you wanted a half hour buffer time, you would set the actual availability or the actual intervals to an hour and a half. So while the person coming in would only occupy that hour. And you could let them know via email that their appointment isn’t necessarily or like to put a paragraph in the field in the form with a little explanation that their appointment isn’t necessarily going to be an hour and a half. That gives you that sort of built in buffer time, but there isn’t an ability to have the intervals be let’s say 30 minutes, and then just apply a five minute buffer time or anything like that. It would need to be accommodated in the actual appointment intervals. 

•  The List of who has signed up each day on a calendar

00:37:15

Perfect. Thank you. So we have another question for Michelle, is there an option to see a list of who has signed up each day on a calendar? So Michelle, if you use Jotform Tables, there’s different viewing options where you can view the submissions in a table, card, report or a calendar view. So I’d say probably just head into your form and then click on the table and then check out the different viewing options to see which one works best for you. 

• How does my reception desk conceal the submissions?

00:37:42

Then let’s see here, we have another question, how does my reception desk conceal the submissions? Um, so that’s going to be the same as the last answer, they can view all of the submissions through Jotform. You can assign this individual form to so that they don’t necessarily have to have a Jotform account. You can also upgrade to an enterprise plan and have multiple teammates kind of under one umbrella. There’s a few different options to kind of give this person access to Jotform tables. 

• Appointment confirmations instead of emailing

00:38:23

Annabel: Then next question from Marilyn, can you text the appointment confirmations instead of emailing them? David or Morgan? Do you have an answer for this one?

David: I could take that one as well. There isn’t a built-in option to do it. There are sort of workarounds, I guess. One of them would be emailed text. And essentially that allows for forwarding an email through a phone service and then having that email be forwarded via text message. And then there’s also various third party integrations that aren’t necessarily our built in integrations. But Zapier is one of our essentially partnered companies. And they have tons of different integrations that allow for sending confirmations when a submit or triggering confirmation texts based on a submission received through the form. So nothing really built in but there are ways to do it with various workarounds.

Annabel: Perfect, thank you. 

Morgan: I just want to add to that, you know, if you’re doing the email reminders that I showed off, or a text message, make sure that you have email and phone number as fields on the form as well. So you don’t need those to be able to do either reminder.

Annabel: Perfect. Awesome. Well, it looks like we are just out of time for the q&a. I see someone asked if there will be a recording there will absolutely be recording and we’ll have that up on our YouTube channel the next few days. If we didn’t get a chance to answer your question again, please feel free to email support@jotform.com for assistance. And I will pass the mic back over to Morgan to close this out.

Morgan: I just want to thank everybody for coming today. As Annabel mentioned, you can always check in with support. You’re also welcome to email me, Morgan at Jotform. There are a couple of links to related resources here. So that vaccine distribution webinar that we did a few weeks ago that I mentioned, as well as a blog all about the appointment fields. These will be included when we post this video as well. But if you want to look at them immediately, I recommend taking a quick picture here or screenshotting. So you can follow up there. And at this point, again, I want to thank everybody for coming and we will see you at the next webinar.