Implementation Checklist
A handy checklist to guide you through the setup process.
Before going live, ensure these three critical requirements are met:
- All required App Fields are mapped
- At least one field agent is selected
- Existing booking filters are configured
Missing any of these will cause Scheduler to malfunction. Read more about Critical Setup Requirements.
To help you get up and running with Scheduler as smoothly as possible, we have put together this implementation checklist. Work your way through these steps to ensure that you have covered all the essential configuration tasks.
Part 1: CRM Setup (Required First)
Complete these steps in Zoho CRM before creating a workflow in Scheduler.
Destination Module Fields
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Add Appointment Start field (Date Time) - Saves the start time of the selected appointment slot
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Add Appointment End field (Date Time) - Saves the end time of the selected appointment slot
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Add Field Agent field (User Lookup) - Saves which field agent is assigned (can use Record Owner field instead)
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Add Source Record ID field (Text) - Tracks the original record that triggered the booking
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Verify Street, City, Postcode fields exist - Required in your destination module for location data
Meetings Module Setup
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Add Current Status dropdown field - The API name must be exactly
Current_Status -
Add dropdown values - Include a default value (e.g., "Meeting Pending"), "Invite Accepted", and "Timeblock"
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Verify API name - Check in Settings > Developer Hub > APIs & SDKs > API Names > Meetings
Part 2: Scheduler Setup
Initial Setup
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Install Scheduler - Visit app.scheduler.so and sign in with your Zoho admin account
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Start Free Trial - Complete the trial activation when prompted
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Sync CRM Fields - Go to Settings > General and click "Sync CRM Fields"
Workflow Configuration
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Create Your Workflow - Click "Add workflow" and give it a name (e.g., "Sales Appointments")
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Set Source and Destination Modules - Source is where you launch Scheduler from; Destination is where bookings are saved
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Map Your CRM Fields - Connect Scheduler fields to your Zoho CRM fields (postcode field is critical for drive time calculations)
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Select Field Agents - Choose which CRM users perform field appointments
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Define Existing Appointment Filters - Tell Scheduler which CRM records count as confirmed appointments
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Configure Slots Policy - Set appointment duration, available time slots, operating hours, working days, and drive time limits
Optional Configuration
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Configure Booking Form - Add fields for agents to complete during booking (notes, additional info)
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Set Up Notifications - Configure Slack or Microsoft Teams webhook for booking notifications
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Customise Templates - Modify email, calendar invite, and thank you page templates
Part 3: Trigger Setup
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Add CRM Button - Create a custom button in Zoho CRM to launch Scheduler (Enterprise/Ultimate editions)
OR
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Install Chrome Extension - For organisations using other Zoho CRM editions
Part 4: Testing
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Test Your First Booking - Launch Scheduler from a CRM record, enter a postcode, select a slot, and verify the booking creates records correctly
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Verify Data in CRM - Check that appointment data appears correctly in your destination module
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Check Calendar Invite - Confirm that the customer receives the calendar invitation email
Quick Reference: Workflow Setup Steps
| Step | Action | Details |
|---|---|---|
| 1 | Create Workflow | Name it based on booking scenario (e.g., "Sales Appointments") |
| 2 | Set Modules | Source = where you launch from; Destination = where bookings save |
| 3 | Map Fields | Connect all required fields, especially postcode for drive times |
| 4 | Select Agents | Choose which users perform field appointments |
| 5 | Define Filters | Set criteria for existing appointments |
| 6 | Configure Slots | Set duration, times, hours, days, and drive limits |
| 7 | Test Booking | Complete a full test booking to verify setup |