Meeting Scheduler and Calendar
vCita introduces unique calendar concepts, and online appointment scheduling designed for a modern business. Start with a virtual receptionist for your website that offers your clients a 24/7 self-service appointment booking. Keep track of your schedule and availability in sync with your existing calendars on any device. And make your time management more effective with automated meeting scheduling, invitations, reminders and rescheduling.
"vCita not only allows my patients to view my schedule and book appointments online 24/7, but even more importantly it allows referring physicians and surgeons to book their patients into my schedule before leaving their office. Once an appointment is booked, we're able to contact them within seconds and engage in an online dialogue that is a huge convenience to them. The best practice tool I've used in 25 years of practice."
Hassle-free Scheduling, Always in-sync
Manage your schedule at vCita or keep it in-sync with your existing calendar and phone. Whether it’s a phone call, an in-office appointment, a meeting at another location or an online meeting - you can schedule it in seconds and know your client gets an invitation with all the details including location and fees.
Self-service Appointment Booking for Your Clients
Add a meeting scheduler to your website, email signature, social networks and even directory listings. Your clients can pick a time based on your work-hours and availability, in-sync with your Google Calendar, Outlook, iCal, Hotmail, Yahoo or any calendar that supports an ICS format.
Auto Responder, Email Confirmations and Reminders
vCita takes care of coordination for you. Any meeting or appointment is added to your calendar and your client receives an email notification with the details (time, location or phone number), as well as your automated reminders.
When your clients schedule on their own, they instantly receive a customized auto-response email. You may accept or reject the request, or ask the client to find an alternative time on your calendar.
For easier calendar management, vCita can automatically confirm scheduling requests on your behalf based on your availability and calendar rules.
Reduce “No Shows”, Simplify Rescheduling
Clients are reminded once or twice of their upcoming appointment based on your choice to reduce no shows. They can also easily reschedule on their own - they don’t need to call or email you – they can simply follow the instructions on the meeting invitation or email confirmation, and choose a new time on your calendar.
Predefined Services and Meeting Options
Predefine a variety of services and meetings options, to make scheduling easy. Offer an intro call, phone consultations, an in-person service, a video session, and more.
Set the address, phone number or Skype account, or ask your clients to provide their own.
Phone conferencing with multiple participants is also included - you and your clients receive a local dial-in number and code to join the call.
Secure an Online Payment Upfront
You can request the client's credit-card or PayPal information and guarantee your fees when an appointment or a service is scheduled. This action will secure the payment until the service is completed - you can later refund or adjust the payment at no extra charge. If your clients don’t want to pay upfront, you can always send an invoice and request a payment later on.
Manage Your Calendar on Any Device
You and your staff can review, accept or reject meeting requests at the office or on the go. View your daily or monthly calendar, previous client requests and correspondence.
Scheduled appointments will show on your vCita dashboard, on your calendar and will sync to your phone and other devices.
Schedule with Multiple Staff Members
Each staff member can have vCita synchronized with his/her own calendar.
You can let your clients choose with whom they want to schedule, set vCita to send the request to multiple staff members at once, or assign a main contact that receives all client requests and dispatch the appointments accordingly.