Prerequisites and Account Setup
Everything you need to know before you start using Scheduler.
Before you can start using Scheduler, there are a few prerequisites you need to have in place. This guide will walk you through the necessary steps to get your account set up and ready to go.
Before creating your first workflow, complete the CRM setup steps below. These are required for Scheduler to work correctly.
How Scheduler Works
Scheduler uses a simple data-in, data-out model:
- You trigger it from a record in Zoho CRM (source module)
- It finds available appointment slots near that record's location
- After booking, it saves data to your chosen destination module
Prerequisites
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Zoho CRM: Scheduler is designed to work seamlessly with Zoho CRM. While the custom button integration requires the Enterprise or Ultimate edition of Zoho CRM, the Chrome extension is compatible with all editions.
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Scheduler Account: You will need to sign up for a Scheduler account. You can do this by visiting app.scheduler.so and signing in with your Zoho account.
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UK Postcodes: Scheduler currently only works with UK postcodes for drive time calculations.
The first user that logs in must be an administrator of your Zoho CRM account.
Required: CRM Setup
Complete these steps in Zoho CRM before creating a workflow.
Destination Module Fields
Add these fields to your destination module (the module where bookings are saved) if you do not have them already:
| Field Name | Field Type | Purpose |
|---|---|---|
| Appointment Start | Date Time | Saves the start time of the selected appointment slot |
| Appointment End | Date Time | Saves the end time of the selected appointment slot |
| Field Agent | User Lookup | Saves which field agent is assigned (can be the Record Owner field) |
| Source Record ID | Text | Tracks the original record that triggered the booking (required even if source and destination are the same) |
You will also need Street, City, and Postcode fields in your destination module if they don't already exist.
The field names can be anything you choose - you will map them to Scheduler during workflow configuration.
Meetings Module Setup
Required for calendar invites and time blocking to work correctly.
Step 1: Add a new dropdown field called "Current Status"
The API name must be Current_Status. You can verify this in:
Settings > Developer Hub > APIs & SDKs > API Names > Meetings
Step 2: Add these three dropdown values
- Any default value (e.g., "Meeting Pending") - This can be whatever you want
- Invite Accepted - Must be spelled exactly like this
- Timeblock - Must be spelled exactly like this
Step 3: What these values do
- Invite Accepted: Auto-set when customers accept email invites. This allows you to see which meeting invitations have been accepted in your CRM.
- Timeblock: Blocks field agent availability when enabled in Time Settings. Use this to block out holidays, sick days, or other unavailable periods.
The "Invite Accepted" and "Timeblock" values must be spelled exactly as shown. The API name must be Current_Status (with underscore).
Account Setup and Free Trial
To install the app, visit app.scheduler.so and log in with your Zoho CRM account.
Once logged in for the first time, you will be presented with the home screen. Upon making your first manual search, you will be prompted to start your free trial.
- Free Trial: Your first 7 days of using Scheduler are completely free, giving you full access to all features.
- Subscription: After the trial period, your account will be automatically converted to a paid subscription. You can choose between a monthly plan at £149 per month or an annual plan at £1499 per year.
- Cancellation: You can cancel your subscription at any time. If you cancel, you will not be charged for the next billing cycle, and you will continue to have access to Scheduler until the end of your current paid period.
Next Steps
Once you have completed the CRM setup above, you can trigger Scheduler either from your CRM or from the Google Chrome extension: