> ## Documentation Index
> Fetch the complete documentation index at: https://docs.fanfare.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Configure Appointment

> Set up scheduled time slot experiences for services, events, and reservations

# Configure Appointment Experience

Appointment experiences enable consumers to book specific time slots for services, events, or experiences. This is ideal for scenarios where you need to manage capacity and scheduling, such as private shopping, consultations, or event reservations.

## When to Use Appointments

Appointments are best for:

* **Private shopping** - One-on-one shopping experiences
* **Consultations** - Service appointments with staff
* **Event reservations** - Scheduled event access
* **Product pickups** - Organized collection times
* **VIP experiences** - Exclusive scheduled access

## Creating an Appointment Experience

1. Navigate to **Experiences > Create Experience**
2. Select **Appointment** from the experience type options
3. Complete the appointment configuration form

*Caption: The appointment creation form with all configuration options*

## Appointment-Specific Settings

### Schedule Configuration

Define when appointments are available:

*Caption: Configure available dates and times*

| Field         | API field  | Required | Description                         |
| ------------- | ---------- | -------- | ----------------------------------- |
| **Open At**   | `openAt`   | No       | When booking becomes active.        |
| **Close At**  | `closeAt`  | No       | When the booking window ends.       |
| **Time Zone** | `timeZone` | Yes      | Time zone for all scheduled fields. |

### Time Slot Configuration

*Caption: Define your time slot structure*

| Field                     | API field             | Required | Description                      |
| ------------------------- | --------------------- | -------- | -------------------------------- |
| **Slot Duration**         | `slotDurationMinutes` | No       | Length of each appointment.      |
| **Buffer Time**           | `bufferMinutes`       | No       | Gap between appointment slots.   |
| **Max Capacity Per Slot** | `maxCapacityPerSlot`  | No       | Concurrent appointments allowed. |

### Availability Patterns

Choose how to define availability:

| Pattern             | Description            | Best For               |
| ------------------- | ---------------------- | ---------------------- |
| **Daily Schedule**  | Same times every day   | Regular business hours |
| **Weekly Schedule** | Different times by day | Varying schedules      |
| **Custom Dates**    | Specific dates only    | Events, limited runs   |
| **Recurring**       | Repeat weekly/monthly  | Ongoing programs       |

*Caption: Set different availability for each day of the week*

### Capacity Settings

| Field                     | API field            | Required | Description                                |
| ------------------------- | -------------------- | -------- | ------------------------------------------ |
| **Max Capacity Per Slot** | `maxCapacityPerSlot` | No       | How many consumers can book the same slot. |

## Location Configuration

If appointments happen at physical locations:

*Caption: Configure appointment location*

| Field                    | API field         | Description                                                                     |
| ------------------------ | ----------------- | ------------------------------------------------------------------------------- |
| **Location**             | `locationId`      | Select from your configured locations.                                          |
| **Arrival Instructions** | Dashboard content | Directions, parking, or check-in instructions shown by your experience content. |

## Booking Rules

### Lead Time

Control how far in advance bookings can be made:

| Setting             | Description                                     |
| ------------------- | ----------------------------------------------- |
| **Minimum Notice**  | How far ahead bookings must be (e.g., 24 hours) |
| **Maximum Advance** | How far ahead bookings can be (e.g., 30 days)   |

## Notifications

### Consumer Notifications

| Event                 | Notification                         |
| --------------------- | ------------------------------------ |
| **Booking Confirmed** | Appointment details and confirmation |
| **Reminder**          | Upcoming appointment reminder        |
| **24-Hour Reminder**  | Day-before reminder                  |
| **Same-Day Reminder** | Morning-of reminder                  |

### Staff Notifications

| Event                | Notification                  |
| -------------------- | ----------------------------- |
| **New Booking**      | Someone booked an appointment |
| **Today's Schedule** | Daily appointment summary     |

### Reminder Schedule

Configure automatic reminders:

| Timing          | Recommended For       |
| --------------- | --------------------- |
| 1 week before   | Long-lead bookings    |
| 24 hours before | Standard reminder     |
| 2 hours before  | Same-day confirmation |

## Appointment Timing

```
upcoming -> active -> ended
              ↓
            killed
```

| State        | Description                                                              |
| ------------ | ------------------------------------------------------------------------ |
| **upcoming** | The appointment distribution is scheduled but booking is not active yet. |
| **active**   | Consumers can book available slots.                                      |
| **ended**    | The booking window has closed.                                           |
| **killed**   | The distribution has been stopped and booking is unavailable.            |

## Example: Private Shopping Experience

### Scenario

* Service: VIP private shopping
* Duration: 1 hour per session
* Capacity: 2 shoppers at a time
* Dates: Weekdays for one month

### Configuration

```yaml theme={null}
Name: "VIP Private Shopping Experience"
Product: Exclusive Collection Preview
Audience: VIP Members

Schedule:
  Open At: February 20
  Close At: March 31

Time Slots:
  Slot Duration Minutes: 60
  Buffer Minutes: 15
  Max Capacity Per Slot: 2

Weekly Availability:
  Monday-Friday: 10 AM - 6 PM
  Saturday: Closed
  Sunday: Closed

Location:
  Location ID: "loc_flagship"
  Instructions: "Enter through VIP entrance on Oak Street"

Booking Rules:
  Minimum Notice: 48 hours
  Maximum Advance: 14 days
  Allow Cancellation: Yes
  Cancellation Window: 24 hours

Notifications:
  - Booking confirmation
  - 24-hour reminder
  - 2-hour reminder
```

*Caption: A fully configured private shopping appointment experience*

## Managing Appointments

### Calendar View

View all bookings in calendar format:

*Caption: View and manage appointments in calendar view*

### Manual Booking

Administrators can book appointments on behalf of consumers:

1. Click on an available slot
2. Search for the consumer
3. Confirm the booking
4. Consumer receives confirmation

### Blocking Time

Block times for breaks, staff meetings, or maintenance:

1. Select time slots to block
2. Add a reason (optional)
3. Blocked slots won't appear to consumers

## Best Practices

### Slot Design

1. **Include buffer time** - Allow transition between appointments
2. **Realistic durations** - Don't underestimate time needed
3. **Consider lunch/breaks** - Block out non-available times
4. **Test the flow** - Walk through the consumer experience

### Booking Window

1. **Open early enough** - Give consumers planning time
2. **Close appropriately** - Enough time to prepare
3. **Consider time zones** - If serving multiple regions

### Capacity Management

1. **Start conservative** - Easier to add capacity than remove
2. **Monitor no-shows** - Adjust overbooking if needed
3. **Waitlist option** - Capture demand for full slots

### Communication

1. **Clear instructions** - Location, parking, what to bring
2. **Multiple reminders** - Reduce no-shows
3. **Follow-up** - Post-appointment feedback

## Handling Issues

### High No-Show Rate

If many consumers don't show:

* Send more reminders
* Require confirmation 24 hours before
* Consider requiring deposits
* Implement no-show penalties

### Overbooking

If you accidentally overbooked:

1. Contact affected consumers immediately
2. Offer alternative times
3. Provide compensation if appropriate
4. Review booking system settings

## Related Guides

* [Location Management](/dashboard/settings/overview) - Set up appointment locations
* [Experience Schedule](/dashboard/experiences/experience-lifecycle) - Understanding appointment timing
* [Experience Analytics](/dashboard/experiences/experience-analytics) - Appointment metrics