Set Up Clio Scheduler

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Clio Scheduler is an online appointment booking tool for prospective clients. Prospective clients can book appointments in available time slots, and when appointments are booked, they will appear in your Clio Manage calendar. You can even accept credit card payments during the booking process if you have Clio Payments enabled.

Note: All settings and appointment setups are done in Clio Grow.

Learn more about creating appointments and reminders here.

Connect Grow and Manage

Before using Scheduler, you need to connect your Clio Grow and Clio Manage accounts. You need both Clio Manage and and Clio Grow to use Clio Scheduler. You can connect both products in Clio Grow.

  1. Go to Settings > Email & calendar.
  2. In the Send events to Clio Manage calendar section, click Connect with Clio Manage.
  3. Click Allow Access. The calendar will automatically connect to the Clio Manage calendar that matches your username in Clio Grow. If no matching calendar can be found, you will need to manually select a calendar.
  4. Ensure that the box for Add appointments to my calendar is checked.

 

Set up recurring appointment type

When setting up appointments, you can set up a recurring appointment type. You can also embed a public link in your website that prospective clients can click to schedule appointments or share this link directly with them. Once a prospective client books an unpaid appointment, it will be added to your Lead inbox. Paid appointments will be added to your Pipeline.

Create appointment type Share appointment link
  1. Go to Settings > Appointments > Clio Scheduler appointments.
  2. Under the My appointment types section, click New appointment type.
  3. Complete the available fields.
  4. Optional: Check the box for Add this appointment type to firm booking page. Learn more about the firm booking page here.
  5. Click Save and close.
  6. Complete basic booking settings. Here, you can select which days and times are available for prospective clients to book for this appointment type.
  7. Click Save and close.
  8. In this next section, you can set advanced booking details. Learn more about advanced booking, such as start time increments and buffer times in this section below.
  9. Click Save and close.
  10. In this section, you can select which of your previously created automatic email templates should be sent to clients for appointment invitation, confirmation, and reminders. Learn more in the section below on Invitation, confirmation, and reminder email templates
  11. Click Save and close.
  12. In this section, set whether you want to collect payment for the appointment type, and whether the payment should deposit into your bank account or be kept as a credit on the contact’s record. Learn more in the section below on Collect payment.
  13. Click Create.

Tip: Click the appointment link URL to view what your prospective clients will see.

 

Edit appointment available times

  1. Go to Settings > Appointments > Clio Scheduler appointments.
  2. Find the appointment type in the My appointment types section.
  3. Click Edit appointment type.
  4. Open the Basic booking settings section and adjust the available dates and/or times.
  5. Click Save and Close.

 

Start time increments, minimum advance booking, and buffer times

When creating or editing an appointment type, you can use configure additional appointment settings in the section on Advanced booking settings. You can set how often appointments can be started each hour, set the minimum amount of time required between the time of a booking and the start of an appointment to prevent a prospective client from booking the day of the appointment, and configure buffers before and after appointments to avoid back-to-back appointments.

Note: Buffers are not displayed on your Clio Manage calendar.

  1. Go to Settings > Appointments > Clio Scheduler appointments.
  2. Scroll down to the My appointment types section.
  3. Click New appointment type to create a new appointment type or click Edit appointment type next to an existing appointment type.
  4. Open the Advanced booking settings section.
  5. Select your advanced settings.
  6. Click Save and Close.

 

Invitation, confirmation, and reminder emails

When your prospective client books an appointment via the Clio Scheduler booking link, you can choose which emails they receive for appointment invitation, confirmation, and reminder. You can also create multiple email templates for each. Learn more about creating email templates here. Once created, follow the steps below to select the appropriate email template for the Scheduler appointment type.

  1. Go to Settings > Appointments > Clio Scheduler appointments.
  2. Scroll down to the My appointment types section.
  3. Click New appointment type to create a new appointment type or click Edit appointment type next to an existing appointment type.
  4. Open the Emails section.
  5. Click Invitation email to select the email that will be sent once a prospective client books an appointment via the Clio Scheduler booking link.
    • Under Current email template, select the appropriate email template.
    • Optional: Click View templates to see a preview of the listed templates.
  6. Click Confirmation email to select the email that will be sent to confirm the prospective client's appointment.
    • Under Current email template, select the appropriate email template.
    • Optional: Click View templates to see a preview of the listed templates.
  7. Click Reminder email to select the email that will be sent to remind the prospective client of their upcoming appointment.
    • Under Current email template, select the appropriate email template.
    • Optional: Click View templates to see a preview of the listed templates.
  8. Click Save and close.

 

Collect payment

With Clio Scheduler, you can accept credit card payments at the time that a prospective client books an appointment. The payment will either be recorded as a completed transaction in Clio Manage or kept as a credit for the contact for future billing, depending on the selected setting. If the payment is recorded as a transaction, you can find it in the contact’s Transactions subtab.

Note: You can only collect payments if you have Clio Payments enabled and have at least one of the following permissions: administrator, accounts, or billing. Additionally, collecting payments for Scheduler appointments is only available in North America.

  1. Go to Settings > Appointments > Clio Scheduler appointments.
  2. Scroll down to the My appointment types section.
  3. Click New appointment type to create a new appointment type or click Edit appointment type next to an existing appointment type.
  4. Open the Collect payment section.
  5. Check the box for Collect payments for this appointment.
  6. Enter the amount for the payment and select which bank account the payment will be deposited into.
  7. Select whether you want the payment to process as a transaction or be kept on the contact’s record for future billing for this appointment type. If you select a trust account as the bank account, you only have the option to keep the payment as a credit for future billing.
  8. Click Save and Close.

Note: Paid appointments will automatically be added to your Pipeline.

 

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