Learn how to add physical locations to the services and manage your in-person meetings.

Availability 

• This feature can be accessed by Zoho Bookings users on all plans.
  

• Super admins and admins can access this feature.

• Managers can only view the location details, while staff can view the location information in the appointment summary.

Overview 

Including physical locations for the services you offer can simplify the management of multiple locations and communication with your clients. This is beneficial for both the customers and the business. The customer doesn't have to spend extra time searching for the meeting location, and the business doesn't have to waste time and resources on rescheduling or dealing with late customers.

In-person Location in Zoho Bookings 

Zoho Bookings lets you add multiple physical addresses for a workspace. The services under that workspace can use any one of the added locations. When a customer books an appointment, the location details will be sent to them through notification(email and/or SMS if opted). The location details will also be added in the calendar event.

Use Case  

Imagine a Sales team in an enterprise organization that conducts product demos in their office premises. While leads can book appointments for these demos and visit the office, it can be challenging to find the exact conference room within the large office premises. By clearly including location details in the appointment, all booked leads will be able to find the meeting location easily and arrive on time, avoiding any unnecessary hassle.

Setting Up In-person Location

Steps For Adding In-person Locations

1. Click the Settings  icon on the upper-right corner of the menu bar and select Workspaces.
   
   

2. Choose the desired workspace on the left side pane.

3. Select In-person Locations on the middle pane.

4. Click the +Add Location button.
   
   
   

5. In the Add In-person Location window, enter the following details

1. Location name: Give a name for the location.

2. Location details: Provide a little more information on how to reach the location.

6. Click Save.
   
   

Once a location is added, it can be linked to any of the services in the respective workspace.

Info: You can also add a new location from the Services menu through Services > Service Information > Preferred Meeting Mode > Click the drop down list and select the option (+Add Location).

Steps to Link In-person Location to a Service

1. Click Services on the menu bar. Choose the desired service on the left side pane.

2. Click Service Information on the middle pane.

3. On the right pane, click the edit icon next to the Preferred Meeting Mode option.
   
   
   
   

4. Choose the desired in-person location and click Save.
   
   
   
   This will link this location to the service. 

Things To Know 

• What happens when an appointment is booked?

• Delete an in-person location 

What happens when an appointment is booked?  

• When an appointment is booked, the customers will be provided with the location details in the Confirmation page, Booking summary, and Notifications(if opted).
  
  
  
  
  

• The staff members can view the location details in the appointment summary.
  
  
  

• If the appointment is added to the calendar, then the location details will be added to the location field of the calendar event.
  
  
  

Delete an In-person Location 

To delete an in-person location, hover over the required location and click the delete  icon.

• If a location is deleted from a workspace, it will be deleted from all its linked services.

• The appointment made after the location deletion will not have this location.

• The appointments which have been booked before deleting the location, will retain the old location details in the appointment summary. If those appointments are rescheduled, the old location details will not be applicable.

Point to Remember

• The meeting_info variable in the notification will return the location name and details.

• Include the meeting_info variable in the email and/or SMS notification templates to send the location details through the respective notifications.

• In custom functions, meeting_info variable will return the in-person location details for in-person appointments.