TimeTrade Workgroup & Workgroup Plus Setup & Use

TimeTrade Workgroup & Workgroup Plus Setup & Use Business Model Copyright 2015 Rootworks

Overview This document details the implementation process of TimeTrade, an online appointment scheduling solution. It will cover the setup and use of TimeTrade within an accounting firm based on Rootworks recommendations. V15512 Copyright 2015 Rootworks 1

Table of Contents TimeTrade... 4 Workgroup vs Workgroup Plus...4 Signing Up...5 Virtual Office/SaaS Considerations... 5 Setup TimeTrade Workgroup... 6 Create Activities...6 Distributing Activities... 8 Setup Users...9 Appointment Availability... 9 Appointment Rules and Connecting Your Calendar... 10 Upload Logo... 11 Generate Appointment Scheduling Buttons... 11 Adding Scheduling Links and Buttons to Website... 12 Add Links to Email Signatures... 12 Mac Mail... 12 Outlook... 12 Gmail... 13 Using TimeTrade Workgroup... 14 Scheduling Appointments... 14 Client s View... 14 Your View... 17 Canceling or Rescheduling Appointments... 18 Firm Canceling and/or Rescheduling Appointments through TimeTrade... 18 Firm Canceling and/or Rescheduling Appointments through Calendar... 20 Client Cancelling or Rescheduling the Appointment... 20 V15512 Copyright 2015 Rootworks 2

Calendar Sync ing ONLY Happens When Your Computer is Turned ON... 22 Not Using Calendar Integration?... 22 Setup TimeTrade Workgroup Plus... 23 Create Activities... 23 Locking Activities... 25 Distributing Activities... 25 Setup Groups... 26 Setup Users... 26 Appointment Availability... 26 Appointment Rules and Connecting a Calendar... 27 Setting Routing Rules... 28 Custom Fields... 29 Assignment Rules... 30 Landing Pages... 32 Upload Logo... 33 Using TimeTrade Workgroup Plus... 34 Scheduling Appointments... 34 Client s View... 34 Your View... 38 Canceling or Rescheduling Appointments... 39 Firm Canceling and/or Rescheduling Appointments through TimeTrade... 39 Firm Canceling and/or Rescheduling Appointments through Calendar... 41 Client Cancelling or Rescheduling the Appointment... 42 Calendar Sync ing ONLY Happens When Your Computer is Turned ON... 43 Not Using Calendar Integration?... 43 V15512 Copyright 2015 Rootworks 3

TimeTrade TimeTrade is an online appointment scheduling software that allows your clients to quickly schedule a meeting through your website or email link. You define activities within TimeTrade for the appointments your clients can schedule (i.e. new client consultations, tax appointments, tax planning appointments). You can integrate with Outlook, ical, or Google calendars. TimeTrade will look at the availability on your calendar as well as what you have designated within TimeTrade (i.e. you only take new client consultations on Tuesdays) so that appointments scheduled do not conflict with other commitments. Any appointments booked through TimeTrade will automatically flow to your calendar, so you view all of your appointments from one place. Workgroup vs Workgroup Plus There are 2 license options. When you license TimeTrade you either license Workgroup or Workgroup Plus because licensing is done at the firm level. 1. Workgroup - $100/user/year This option gives you one-to-one appointment scheduling, calendar integration (Outlook, Google, or ical), and custom branding. If you always want clients to make an appointment with a specific person you need Workgroup. For example, you want clients to click a specific tax preparer s scheduling link to make an appointment with that preparer. 2. Workgroup Plus - $300/user/year This option gives you the same capabilities as Workgroup with the added ability to use appointment routing. Workgroup Plus is required if you have any type of appointment that could be scheduled with multiple people in the office and the client may or may not decide who they meet with. For example, the client answers appointment questions which determine whose calendar they pick an appointment slot from. V15512 Copyright 2015 Rootworks 4

Use this option if you have multiple people in your office with whom a client can schedule an appointment and you want TimeTrade to route the appointments to the appropriate people. TimeTrade can do round robin where it distributes the appointments evenly across the group. TimeTrade can also do rule-based appointment routing where based on the meeting request it would route to the person in the firm that is qualified to handle that meeting. Signing Up If you are interested in signing up with TimeTrade please email support@rootworks.com and we will guide you through the process. Virtual Office/SaaS Considerations The ability to sync TimeTrade appointments with your calendar requires the installation of a calendar connector. Thomson Reuters Virtual Office/SaaS or any other closed environment will not allow you to install the TimeTrade calendar connector. You would need to MANUALLY input appointments scheduled through TimeTrade on your calendar. V15512 Copyright 2015 Rootworks 5

Setup TimeTrade Workgroup This section discusses the setup required with TimeTrade Workgroup. It includes creating activities, setting up users, uploading logos, and generating scheduling buttons/links. Create Activities Activities are created in TimeTrade to designate what you will offer for scheduling and the times you are willing to accept appointments. You will create activities for the different types, durations, and locations of appointments. For example, you will create an appointment for Phone Tax Meeting and another appointment for In-Person Tax Meeting. To create an activity follow the steps below. 1. Login to TimeTrade. 2. On the Home tab, click Activities. 3. Click Create an Activity. 4. Select Create Activity from scratch. 5. Enter the name of the activity to be schedule, set the duration, and the description that will appear in the calendar appointment. V15512 Copyright 2015 Rootworks 6

6. Enter how you will meet with invitees for this activity. 7. Click Next. 8. Select the times you are available for the activity. For example, if you only take new client consultations on Tuesdays, Wednesdays, and Thursdays from 9-1 then you will select only those times. 9. Click Options to define recurrence. For example, we always take new client consultations on Tuesdays, Wednesdays, and Thursdays so we will select Recur this window every. V15512 Copyright 2015 Rootworks 7

10. Click Advanced Availability Options to configure additional options. 11. Click Next. 12. Choose any additional options that are applicable. Click Next. You have successfully created a new activity. TimeTrade creates a unique link for each activity which is used to allow clients to book appointments. Distributing Activities Activities are setup per user. You can distribute activities to other users once you have them setup for one user. For example, you have created a Tax Appointment activity for yourself, but another person in V15512 Copyright 2015 Rootworks 8

the firm has tax appointments as well. Instead of recreating the activity under that user you can distribute the activity created under the current user. 1. Hover over the Admin tab and select Activities. 2. Click Distribute Activities. 3. Select the activity(s), who you want to distribute it to, and click Distribute. 4. Those users can then edit the activity to select their availability and also get their specific links. Note: If you have not setup other users yet you can mark activities to be defaults for new users. This option is under Admin > Activities. Setup Users Everyone in the office that needs appointments scheduled for them needs to be setup as a user in TimeTrade. 1. Hover over the Admin tab and select Users. 2. Click Add User. 3. Fill out First Name, Last Name, Email Address, and click Save. Note: Each user needs to login to TimeTrade to set their activities and availability for those activities. The option to manage all users in TimeTrade does not exist. Appointment Availability After each user has been setup, they need to set their appointment availability. This will control the availability that clients see when they go to schedule an appointment with that person. 1. Click on the appropriate activity on the Home tab. 2. Click edit for Appointment Availability. V15512 Copyright 2015 Rootworks 9

3. Select the times you are available for the activity. See Steps 8-10 on Pages 5 & 6. 4. Click Finish. Appointment Rules and Connecting Your Calendar You will want to connect your calendar to TimeTrade so that appointments scheduled through TimeTrade will sync to your calendar. Follow the steps below to configure your appointment rules and connect your calendar. 1. Hover over the Admin tab and select My Account. 2. Click the Appointment Rules tab. 3. Select the appropriate options and click Save Account Settings. V15512 Copyright 2015 Rootworks 10

4. Click the Connect Your Calendar tab. 5. Select the appropriate calendar and follow the instructions. TimeTrade supports connecting to Outlook, Google, or ical. 6. After you are connected to your calendar choose your calendar settings within TimeTrade and click Save Calendar Settings. You have now configured your appointment rules and connected your calendar. TimeTrade will look at the availability you had set previously for your activities and the availability on your calendar to determine available appointment slots for your clients. It is important that your calendar is up to date with your availability to avoid double booking. Upload Logo Branding is very important! Follow the steps below to upload your logo to TimeTrade. 1. Hover over the Admin tab and select Logo. 2. Select Custom, click Choose File, and browse to your logo file. 3. Click Save. The recommended logo file type is a jpg. Maximum dimensions are 175 pixels wide and 62 pixels high. Note that if TimeTrade launches in a light box (a new window that appears in front of your website) the logo does not show in the light box. If your logo was created by Rootworks, we will provide you with the recommended logo file type and size. Generate Appointment Scheduling Buttons Once you have configured your activities you are ready to create scheduling buttons to place on your website, 0r have Rootworks place them on your website. 1. Go to http://www.timetrade.com/button-builder. 2. Login with your TimeTrade credentials. 3. Set your Button settings by picking an activity, size, color, background, title, and font. Be sure to pick a color that is consistent with your logo and website. V15512 Copyright 2015 Rootworks 11

4. After making your selections you will have code to embed into your website and/or a link to insert into your email. If you have a website through Rootworks then we will put these buttons onto your website. Adding Scheduling Links and Buttons to Website Rootworks can add the scheduling links and/or buttons to your website. If your website is hosted elsewhere please refer to the following links to add your scheduling links and buttons to your website. http://support.timetrade.com/entries/350047-add-a-schedule-now-button-to-your-web-site http://timetrade.zendesk.com/entries/472789-embed-a-personal-appointment-booking-widget-onyour-own-web-page Add Links to Email Signatures You have the ability to add links to your email signatures to easily allow clients to schedule an appointment with you. Use the instructions below based on the email solution that you use. Mac Mail http://support.timetrade.com/entries/21798848-add-an-activity-link-to-your-email-signature-mac-mail Outlook V15512 Copyright 2015 Rootworks 12

http://support.timetrade.com/entries/349715-add-an-activity-link-to-your-email-signature-outlook Gmail http://support.timetrade.com/entries/349718-how-do-i-add-an-activity-link-to-my-gmail-email- V15512 Copyright 2015 Rootworks 13

Using TimeTrade Workgroup This section covers how to use TimeTrade Workgroup. It will detail what you and your clients will see. Scheduling Appointments Your clients will schedule an appointment with you and both of you will receive a confirmation. Client s View When your clients click to schedule an appointment with you, either through a button or link, they will go through the following steps. 1. First, they will see a calendar displaying the available times. Note: This availability is based on what you set in TimeTrade as well as your availability in the calendar you sync d with TimeTrade. 2. Your client will then pick a time slot and click Continue. V15512 Copyright 2015 Rootworks 14

3. They will be prompted to provide their information. 4. Once they click Continue, they will be brought to a confirmation screen. Note: If during the scheduling process the time they picked got booked, they will be prompted to pick a new time at this point. V15512 Copyright 2015 Rootworks 15

5. After clicking Confirm, the client will receive the Appointment Confirmed screen. V15512 Copyright 2015 Rootworks 16

6. The client can import the appointment into their calendar by clicking the links to the right of the confirmation. They will also receive an email confirmation. Your View Once a client schedules an appointment you will see the following. 1. You will receive an email confirmation of the appointment, if you selected the option to receive email notifications. V15512 Copyright 2015 Rootworks 17

2. You can view the appointment in your TimeTrade Appointment Inbox located on the Home tab. 3. You can view the appointment on your calendar (Outlook, ical, or Gmail). Canceling or Rescheduling Appointments You and the client have the ability to cancel or reschedule appointments. Firm Canceling and/or Rescheduling Appointments through TimeTrade To cancel and/or reschedule an appointment booked through TimeTrade via your TimeTrade Appointment Inbox follow the steps below. Use this option if you are not sync ing with your calendar. 1. Login to TimeTrade. 2. Click the Home tab and select Appointment Inbox. 3. Highlight the appointment and click Cancel this appointment in the top right corner. V15512 Copyright 2015 Rootworks 18

4. You can choose to Send a cancellation notice to <client> and Include an invitation to reschedule. 5. The appointment will be removed from your Appointment Inbox and from your calendar. V15512 Copyright 2015 Rootworks 19

Firm Canceling and/or Rescheduling Appointments through Calendar To cancel and/or reschedule an appointment booked through TimeTrade via your connected calendar follow the steps below. 1. Open the appointment and choose your calendar s Cancel Meeting option. 2. Enter your cancellation message and include the activity link/button as a rescheduling option. 3. The appointment will be removed from your calendar and your TimeTrade Appointment Inbox. Client Cancelling or Rescheduling the Appointment V15512 Copyright 2015 Rootworks 20

Your client has the ability to cancel or reschedule an appointment that they booked through TimeTrade. Review the steps below to see how a client would cancel or reschedule. 1. In the appointment confirmation email that the client receives there is a link Cancel or reschedule this appointment. 2. Once they click that link they are given the ability to select to Cancel or Reschedule. V15512 Copyright 2015 Rootworks 21

3. If the client clicks Reschedule they are taken to a calendar to pick a different available time. The original appointment will be removed from your calendar and TimeTrade Appointment Inbox. The new appointment will be added to both. 4. If the client clicks Cancel they are asked to provide a reason for cancelling and to confirm the cancellation. The appointment will be removed from your calendar and TimeTrade Appointment Inbox. Calendar Sync ing ONLY Happens When Your Computer is Turned ON Time trade only syncs with your calendar when your computer is on. So if someone adds something to your Outlook calendar while your machine is off, Time Trade won t recognize that as busy time until your machine is on and it is able to sync. Not Using Calendar Integration? If you are using Thomson Reuters Virtual Office/SaaS or any other closed environment that will not allow you to install the TimeTrade calendar connector you will need to MANUALLY input appointments scheduled through TimeTrade on your calendar. It is recommended that you block off recurring time on your calendar for appointments that will be booked by TimeTrade. That way no internal user will schedule an appointment during a time that may be booked by someone online using TimeTrade. V15512 Copyright 2015 Rootworks 22

Setup TimeTrade Workgroup Plus This section discusses the setup required with TimeTrade Workgroup Plus. It includes creating, locking, and distributing activities, setting up users, setting routing rules, and creating a landing page. When you sign up for a Workgroup Plus account you are provided with a pre-configured group titled Round Robin Users. This group allows you to automatically route appointments to the members of the group one user after another. Create Activities Activities are created in TimeTrade to designate what you will offer for scheduling and the times you are willing to accept appointments. You will create activities for the different types, durations, and locations of appointments. For example, you will create an appointment for Phone Tax Meeting and another appointment for In-Person Tax Meeting. To create an activity follow the steps below. 1. Login to TimeTrade. 2. On the Home tab, click Activities. 3. Click Create an Activity. 4. Select Create Activity from scratch. 5. Enter the name of the activity to be schedule, set the duration, and the description that will appear in the calendar appointment. V15512 Copyright 2015 Rootworks 23

6. Enter how you will meet with invitees for this activity. 7. Click Next. 8. Select the times you are available for the activity. V15512 Copyright 2015 Rootworks 24

9. Click Options to define recurrence. 10. Click Advanced Availability Options to configure additional options. 11. Click Next. 12. Choose any additional options that are applicable. Click Next. You have successfully created a new activity. TimeTrade creates a unique link for each activity which is used to allow clients to book appointments. Next, you want to lock the activity. Locking Activities Locking the activity will prevent your users from renaming or deleting the activity after you distribute it to their accounts. Also, TimeTrade allows only locked activities to be used with the Appointment Router. To lock an activity go to Admin > Activities. Click the box in the Locked column. Click on the checkbox in the Default for new users column if you want all future new users to automatically have this activity inserted into their account. Distributing Activities V15512 Copyright 2015 Rootworks 25

After you have created the activity and locked it, you will want to distribute it to all existing users that will accept appointments for that activity. This way each user can set their availability and it will be included in the routing options. You can distribute activities to other users once you have them setup for one user. 1. Hover over the Admin tab and select Activities. 2. Click Distribute Activities. 3. Select the activity(s), who you want to distribute it to, and click Distribute. 4. Those users can then edit the activity to update their availability. Setup Groups You can create additional groups in TimeTrade. Round Robin Users is created for you by default. Users can only be members of one group. If you need additional groups go to Admin > Groups and click Add Group. Setup Users Everyone in the office that needs appointments scheduled for them needs to be setup as a user in TimeTrade. 1. Hover over the Admin tab and select Users. 2. Click Add User. 3. Fill out First Name, Last Name, Email Address, and Group Name. 4. Click Save. Note: Each user needs to login to TimeTrade to set their availability for their activities. The option to manage all users in TimeTrade does not exist. Appointment Availability After each user has been setup, they need to set their appointment availability. This will control the availability that clients see when they go to schedule an appointment. 1. Click on the appropriate activity on the Home tab. 2. Click edit for Appointment Availability. V15512 Copyright 2015 Rootworks 26

3. Select the times you are available for the activity. See Steps 8-10 on Page 25 & 26. 4. Click Finish. Appointment Rules and Connecting a Calendar Each user will want to connect their calendar to TimeTrade so that appointments scheduled through TimeTrade will sync to their calendar. Follow the steps below to configure appointment rules and connect a calendar. 1. Either hover over the Admin tab and select My Account or just click the My Account tab. If you are an admin user My Account will be located under the Admin tab. If you are not an admin user My Account will be located on the My Account tab. 2. Click the Appointment Rules tab. 3. Select the appropriate options and click Save Account Settings. V15512 Copyright 2015 Rootworks 27

4. Click the Connect Your Calendar tab. 5. Select the appropriate calendar and follow the instructions. TimeTrade supports connecting to Outlook, Google, or ical. 6. After you are connected to your calendar choose your calendar settings within TimeTrade and click Save Calendar Settings. You have now configured your appointment rules and connected your calendar. TimeTrade will look at the availability you had set previously for your activities and the availability on your calendar to determine available appointment slots for your clients. It is important that your calendar is up to date with your availability to avoid double booking. Setting Routing Rules TimeTrade Workgroup Plus gives you the ability to configure appointment routing. You can do round robin routing or rule-based routing or both. Follow the steps below to set routing rules. 1. Hover over Admin and select Routing. 2. You may need to load unsafe scripts on the page. If you are using Google Chrome look in the top right corner next to the star. V15512 Copyright 2015 Rootworks 28

3. If you are using Internet Explorer you will get a pop up at the bottom of the screen. 4. Then you need to click Admin > Routing again. Custom Fields 1. The Custom Fields tab allows you to create the fields used for routing appointments. For example, you want to set routing rules for tax appointments. Your clients can select which type of return they need filed and have an option to pick a specific preparer if they are a returning client. Click Add to create a new custom field. 2. Enter Tell us more about you and your tax needs. as the Name. Select String as the Type. Enter the values a client could choose. Note: The name needs to reflect how you want it displayed to the client when they are booking an appointment. 3. Click Save. 4. Click Add to create another custom field. 5. Enter If you are a returning client, please select who prepared your return last year. as the Name. Select String as the Type. Enter the preparers. V15512 Copyright 2015 Rootworks 29

6. Click Save. Assignment Rules 1. Click the Assignment Rules tab. It is on this tab that you will set your routing rules. 2. Click Add to add a routing rule. 3. Enter Tax Appointment Rules as the Name. Pick a user in the User account to receive appointments when the territory cannot be resolved field to have a default selection if the router cannot determine the appropriate person. Select Tax Appointment from the Activity field. 4. In the Assignments section click Add. 5. Rules are executed in order from top to bottom. In this example we are going to first set rules for each preparer and then we will set rules when a preparer is not selected by the client. Click Add Users, select a user, and click Add. 6. Select If you are a returning client, please select who prepared your return last year EQUALS <User you selected previously>. 7. Click Save. V15512 Copyright 2015 Rootworks 30

8. Repeat Steps 4-7 for each preparer in the firm. 9. Now we will add a rule for when a preparer is not selected. Click Add. Click Add Groups and select Round Robin Users (or whatever group is applicable). 10. Select If you are a returning client, please select who prepared your return last year DOES NOT CONTAIN <all preparers>. 11. Click Add Row and select AND Tell us more about you and your tax needs EQUALS <select applicable entries>. 12. Click Save. 13. Continue adding rules as appropriate for your situation. In the above screenshot we have set our Tax Appointment Rules to route to the appropriate preparer based on who did the return last year. If it is a new client, any of the preparers can handle any individual client. Only Ryan and Denise can handle new clients that are something other than individuals. V15512 Copyright 2015 Rootworks 31

14. Click Save. Landing Pages 1. Click the Landing Pages tab. 2. Click Add. 3. Enter Tax Preparation as the Name. 4. Click Edit HTML. In here you can control how your landing page appears. 5. Select Tell us more about you and your tax needs from the Field Name dropdown list. Display Type should be set to Pick list and Required. 6. Click Add Field. 7. Select If you are a return client, please select who prepared your return last year from the Field Name dropdown list. Display Type should be set to Pick list. 8. Select Tax Appointment Rules from the Select the routing rule to be used to assign appointment requests to the correct person dropdown. 9. Click Save. 10. You now have a link to the landing page for Tax Preparation. Click on the link and test your landing page. 11. If you would like a widget for your website, click Get Widget. V15512 Copyright 2015 Rootworks 32

12. If your website is through Rootworks, send us the widget code, otherwise use this link to assist you in adding it to your website: http://www.timetrade.com/upload/file/support/iframe_how_to_integrate_the_appointment_ Router.pdf Upload Logo Branding is very important! Follow the steps below to upload your logo to TimeTrade. 1. Hover over the Admin tab and select Logo. 2. Select Custom, click Choose File, and browse to your logo file. 3. Click Save. The recommended logo file type is a jpg. Maximum dimensions are 175 pixels wide and 62 pixels high. Note that if TimeTrade launches in a light box (a new window that appears in front of your website) the logo does not show in the light box. If your logo was created by Rootworks, we will provide you with the recommended logo file type and size. V15512 Copyright 2015 Rootworks 33

Using TimeTrade Workgroup Plus This section covers how to use TimeTrade Workgroup Plus. It will detail what you and your clients will see. Scheduling Appointments Your clients will schedule an appointment with your firm and both of you will receive confirmations. Client s View When your clients click to schedule an appointment with your firm, either through a widget or link, they will go through the following steps. 1. First, they will see the screen requesting information about the appointment they want to schedule. 2. Your client will then select an option in the Tell us more about you and your tax needs field. 3. If they are a returning client they will pick from the If you are a returning client, please select who prepared your return last year field. Otherwise, they will leave it blank. V15512 Copyright 2015 Rootworks 34

4. The client will click Schedule Now. They will then be taken to a calendar showing them available times. They will pick what they want and click Continue. 5. They will provide their information and click Continue. V15512 Copyright 2015 Rootworks 35

6. Next, they will be brought to a confirmation screen. This screen displays who they will be meeting with. Note: If during the scheduling process the time they picked got booked, they will be prompted to pick a new time at this point. V15512 Copyright 2015 Rootworks 36

7. After clicking Confirm, the client will receive the Appointment Confirmed screen. V15512 Copyright 2015 Rootworks 37

8. The client can import the appointment into their calendar by clicking the links to the right of the confirmation. They will also receive an email confirmation. Your View Once a client schedules an appointment you will see the following. 1. You will receive an email confirmation of the appointment, if you selected the option to receive email notifications. V15512 Copyright 2015 Rootworks 38

2. You can view the appointment in your TimeTrade Appointment Inbox located on the Home tab. 3. You can view the appointment on your calendar (Outlook, ical, or Gmail). Canceling or Rescheduling Appointments You and the client have the ability to cancel or reschedule appointments. Firm Canceling and/or Rescheduling Appointments through TimeTrade To cancel and/or reschedule an appointment booked through TimeTrade via your TimeTrade Appointment Inbox follow the steps below. Use this option if you are not sync ing with your calendar. V15512 Copyright 2015 Rootworks 39

1. Login to TimeTrade. 2. Click the Home tab and select Appointment Inbox. 3. Highlight the appointment and click Cancel this appointment in the top right corner. 4. You can choose to Send a cancellation notice to <client> and Include an invitation to reschedule. V15512 Copyright 2015 Rootworks 40

5. The appointment will be removed from your Appointment Inbox and from your calendar. Firm Canceling and/or Rescheduling Appointments through Calendar To cancel and/or reschedule an appointment booked through TimeTrade via your connected calendar follow the steps below. 1. Open the appointment and choose your calendar s Cancel Meeting option. 2. Enter your cancellation message and include the activity link/button as a rescheduling option. 3. The appointment will be removed from your calendar and your TimeTrade Appointment Inbox. V15512 Copyright 2015 Rootworks 41

Client Cancelling or Rescheduling the Appointment Your client has the ability to cancel or reschedule an appointment that they booked through TimeTrade. Review the steps below to see how a client would cancel or reschedule. 1. In the appointment confirmation email that the client receives there is a link Cancel or reschedule this appointment. 2. Once they click that link they are given the ability to select to Cancel or Reschedule. V15512 Copyright 2015 Rootworks 42

3. If the client clicks Reschedule they are taken to a calendar to pick a different available time. The original appointment will be removed from your calendar and TimeTrade Appointment Inbox. The new appointment will be added to both. 4. If the client clicks Cancel they are asked to provide a reason for cancelling and to confirm the cancellation. The appointment will be removed from your calendar and TimeTrade Appointment Inbox. Calendar Sync ing ONLY Happens When Your Computer is Turned ON Time trade only syncs with your calendar when your computer is on. So if someone adds something to your Outlook calendar while your machine is off, Time Trade won t recognize that as busy time until your machine is on and it is able to sync. Not Using Calendar Integration? If you are using Thomson Reuters Virtual Office/SaaS or any other closed environment that will not allow you to install the TimeTrade calendar connector you will need to MANUALLY input appointments scheduled through TimeTrade on your calendar. V15512 Copyright 2015 Rootworks 43

It is recommended that you block off recurring time on your calendar for appointments that will be booked by TimeTrade. That way no internal user will schedule an appointment during a time that may be booked by someone online using TimeTrade. V15512 Copyright 2015 Rootworks 44