The Document Upload plugin allows you or your Customers to upload documents into the AppointmentPlus system. This allows you to save key documents and have them linked to a Customer’s profile, or to specific Appointments, for future review.
There are 3 ways to use the Document Upload plugin:
- Upload documents for Customers via Site Administration.
- Allow Customers to upload documents themselves via the Customer View.
- Upload internal documents that can then be attached to email notifications.
The following is a list of supported file formats that are compatible with the Document Upload plugin. (maximum size per file is 2.097152MB)
- Microsoft Word (.rtf, .doc and .docx)
- Text files (.txt)
- Excel (.csv, .xls and .xlsx)
- Powerpoint (.ppt and .pptx)
- Zip files
- Image files (.png, .gif, .jpg and .jpeg)
How to Use the Plugin
Customers filling out forms prior to their Appointment
In many situations, such as with massage therapy, new Customers are required to fill out intake forms. Many other professions also require some initial documentation for Customers. With the Document Upload plugin, you can have your Customers upload their document while they are making their Appointment. The document can then be accessed via the Customer’s profile or when viewing their Appointment.
Customers uploading a document for review
Some writing centers and tutoring companies have their students submit papers to be reviewed during the Appointment session. By having students upload papers when making their Appointment, it ensures the paper is associated with the Appointment and saved in the system. Staff Members can then access and download the paper for review at their convenience.
Organizing Customer documentation
By uploading key Customer documentation, it allows you keep all important forms in one place and ensure that they don’t get lost. You can access all documents associated with a Customer at any time.
Sending documents via email notifications
In some cases, after a Customer has booked an Appointment, companies will want to have that Customer fill out some information to bring with them to the Appointment. With the Document Upload plugin, you can attach any document to any email. For example, you can attach a form to the Appointment Confirmation Email. When the Customer sets an Appointment and receives their confirmation email, it will include the form they need to fill out.
NOTE: Customers cannot view or make changes to documents after they have been uploaded.
How It Works
You can enable the Document Upload plugin at any time via the Marketplace link at the top right corner of your account. Once you enable the plugin, you will be able to immediately begin uploading documents into the system. You will also have access to a set of preferences that will allow you to control how the plugin is used in your account, including whether or not to allow Customers to upload documents.
Uploading Documents through the Customer View
If you enable the ability for your Customers to upload documents, they will be prompted to upload a document during the Appointment setting process. An example of what the upload page looks like is below.
NOTE: Customers can only upload documents when logged in to the Customer View. We do not recommend allowing Customers to upload documents unless you require them to log in prior to creating Appointments.
Example of a Customer uploading a picture via the Customer View
You can also control the text that displays when the Customer is prompted to upload a document. The text defaults to, “If you would like to upload a document, please click on the Document Upload button below.”
You can edit this text via the “Document Upload Instructions” link in the Pages/Text tab in Site Administration.
NOTE: If you do not see an “Document Upload Instructions” link after clicking the Pages/Text tab within your account, please contact our support group to have this feature enabled.
Uploading Documents Via Site Administration
Internal staff can upload documents associated with Customers through Site Administration. Uploading can be done via the Customers section of Site Administration, or you may upload a document while making an Appointment or viewing an existing Appointment. When you select a Customer from the Customer drop down when making an Appointment, the Customer’s name displays. Next to their name, you’ll see a “documents” link.
When you click on the “documents” link, a window will display showing any existing documents you or your Customer have uploaded. It will also allow you to upload additional documents.
Example of uploading a document while making an Appointment for a Customer
In that popup window, you are given the ability to do the following:
- View, change or edit any documents that have been uploaded for the Customer
- Delete any uploaded documents
- Upload additional documents
When uploading documents, you can include a document name and caption. This helps to identify the document.
When you look up a Customer and click on their name to access their information via the Customer Search page in the Customers tab, you will see a “Document Upload” link. When you click on that link, you will have the same options.
Pets or Children
Similar to Customers, when you access the details of a pet or child via the Customer Search page or when making or viewing an Appointment, you will be able to maintain documents of the pet or child in the same fashion as you would for Customer documents.
Uploading Internal Documents
You can upload internal documents that you can then attach to any of the automatic emails sent by the system. You can also access these documents for viewing or downloading at any time.
To upload internal documents to the server, click on the Internal Documents link in the Settings section of Site Administration.
Example of uploading an internal document
NOTE: If you do not see an “Internal Documents” link after clicking the "Settings" Tab within your account, please contact our support group to have this feature enabled.
Attaching an Internal Document to an Email
To attach an internal document to an email, go into the Notifications section within the "Settings" tab. Click on any of the notifications in the list. At the bottom of the notification will be a section prompting you to attach one or more of your internal documents to the email. When attached, the documents display in the email as clickable links. They are not sent as true attachments. This helps lessen the likelihood of emails being mistaken for spam.
Example of attaching a document to an email
You can control key document upload settings to help ensure proper usage for your specific needs. The following are preferences you can control via the "Document Upload" section of the Preferences, or the Marketplace section of Site Administration:
Settings for Customer Documents
- Preference #1 - Allow Site Administration users to upload Customer documents.
- Preference #2 - Allow Customers to upload documents.
- Preference #3 - Limit the number of documents a customer can upload. (limit to a specific number, or allow unlimited amount of documents)
- Preference #4 - Limit the number of documents that can be uploaded for a Customer through Site Administration. (limit to a specific number, or allow unlimited amount of documents)
Settings for All Documents
- Preference #5 - Only allow Headquarters Administrators to delete documents.
Whenever you allow Customers or Staff Members to upload documents, it’s a good idea to monitor the documents that are being uploaded. The AppointmentPlus Document Upload plugin allows you to view any documents uploaded to your account through the Document Monitor page. You can also edit or delete any internal documents within this section. This functionality is limited to Headquarters and Location Administrators.
On the Document Monitor page, you can search under any date. The page will list who uploaded the document, including whether it was uploaded by a Staff Member or a Customer, and the date they uploaded it.
Example of the Document Monitor Page