Appointments.The right time.A clear confirmation.
Appointments need to reflect the time required, available people or resources and the customer’s details. SIXIS organises slot selection and confirmation, including changes before the appointment.
Appointments need to reflect the time required, available people or resources and the customer’s details. SIXIS organises slot selection and confirmation, including changes before the appointment.
Tell us what must be programmed See how we workWhen setting time
requires many messages.
Scheduling makes sense only if the interval provided can be supported by the people, equipment and conditions necessary for the activity.
Availability is checked each time.
A colleague compares calendars, asks the people involved and proposes hours in turn. Until the client confirms, the slot may be occupied. Coordination is time-consuming even for meetings with predictable duration and conditions.
Reservation does not include all resources.
The time is free in a person's calendar, but the activity also needs a room, equipment or travel time. The customer receives a confirmation that must be changed after internal verification.
The changes do not reach everyone involved.
An appointment is canceled or moved, but a colleague keeps the old time. Confirmations and rollbacks continue for the initial interval, and the client no longer knows which information is valid.
Actual availability.
Changes pursued.
We link the reservation to the conditions of the activity and keep only one valid appointment situation.
We begin with a type of encounter or intervention. Appointments with many exceptions may retain a human confirmation prior to final booking.
The SIXIS collaboration modelWe define the activity to be scheduled.
We determine the duration, persons, resources and information required from the client. We check breaks, preparation and travel, if relevant. We separate the request for a slot from a confirmed appointment and define what can be chosen without further verification.
From you Type of activity, realistic duration and necessary conditions for performance.
We determine the source of availability.
We check calendars and occupancy rules, including block periods and time zone. We define how long an unconfirmed reservation can remain. If systems do not allow verification of all resources, we choose a rule that preserves the necessary confirmation.
From you Authorized calendars and persons who may confirm availability of resources.
We construct the reservation and confirmation.
We configure the required data, the intervals offered and the confirmation of the result. We check that a customer does not receive an appointment without the required information and that a repeat request does not unnecessarily occupy multiple slots. Access to the data is limited to the persons involved.
From you Required data, approved messages, and access limits.
We arrange rescheduling and cancellation.
We determine who can change the time, until and how the persons involved are notified. We are checking to release the old range and stop the related messages. We define what happens when a change is urgent or when the client cannot find a suitable interval.
From you Exchange rules and unusual situation officer.
We test and verify usage.
We process simultaneous bookings, changes, cancellations and cases with incomplete data. We confirm that the information reaches the agreed places and that there is an intervention path. After startup, we watch for blurriness, unnecessarily stuck ranges, and availability issues.
From you Actual cases to be verified and feedback from the team using the appointments.
A WORKING EXAMPLE
A visitation for
measurements at the customer.
A furniture company schedules measurements before quoting on a job. The visit needs a complete address, the specialist's availability and travel time.
- Intervals take into account activity.
- The appropriate times for the area and the duration of the visit are offered, according to the rules confirmed by the company. An incomplete address or a location outside the agreed area goes to verification instead of automatically receiving a definitive booking.
- Confirmation explains preparation.
- The customer receives the date, time and information necessary for access and measurements. The colleague sees the address and requirements already provided. The confirmation does not promise that the final offer can be made before the situation is evaluated.
- Rescheduling vacates the old interval.
- Upon rescheduling, the team and the client receive the valid time and the messages for the initial visit stop. If there is no suitable range, the request goes to the person who can discuss an alternative.
RELATED CAPABILITIES
What it supports
a confirmed appointment.
The reservation must be related to the right data and communications, as well as to the stage in which the collaboration with the client is.
Customer journey
Clarifies the timing of the appointment and what the client needs to know before and after the appointment.
Email / WhatsApp
Transmits confirmations, readiness information, and approved schedule changes.
Integrations
May connect compatible calendars and records used by the team.
Notifications & alerts
Flag appointments that require confirmation or early intervention.
Questions about
reservations and changes.
How we choose intervals and how we handle situations where the client or team needs to change the plan.
Can the client choose the time himself?
Yes, for activities where availability and conditions can be sufficiently clearly verified. For other situations, the choice may be a request pending team confirmation. We define what each state means so that a proposed range is not confused with a final reservation.
How do we avoid two appointments in the same interval?
We check how the system reserves resources and test for simultaneous or repeated requests. We source availability and update calendars. We cannot guarantee to prevent all conflicts if some bookings are made in separate records that do not communicate with each other.
Can we account for displacements and more resources?
Yes, if the necessary rules and information can be supported by the implementation. We can delimit zones, breaks or mandatory resources. Programming with many dependencies may require human verification. We do not assume that the availability of a single person automatically confirms all terms of the visit.
What happens upon cancellation or rescheduling?
We define who can request the change and how it is confirmed. The previous interval must be released according to the agreed rule, and its communications stopped. The persons involved receive the valid situation. Urgent cases or changes that cannot be made automatically go to the designated person in charge.
Can we text before meeting?
Yes, for confirmations and agreed preparation information. We choose the right moment and channel, respecting the communication conditions. The messages are related to the current schedule. A canceled or moved range must not continue to produce follow-ups for the old time.
Is a new scheduling application required?
Not necessarily. We check what existing calendars and systems can do. We choose a deployment based on activity, access and limits. The costs of applications or messages, if required, are clarified separately before use.
What do we do if a customer cannot find a suitable time?
We offer a way to ask for help or an alternative interval, according to the way the company works. The request must reach a person who can decide. We don't make up availability or automatically take up another colleague's time just to complete the booking.
How do we check if appointments work better?
We track coordination time, unconfirmed bookings, miscommunicated changes and observed conflicts. We can also track no-shows, if there is a proper record. Reminder messages can help, but customer presence and team availability cannot be guaranteed by the system.
What must be verified
before reservation?
Tell us what you schedule, who needs to be available, and what changes occur often. We can define a route that suits both the client and the people doing the work.