Best-Fit Scheduling for Salesforce

This customer has been scheduling with DayBack for a few years, but recently wanted to add some additional automation and best-fit scheduling to avoid gaps in their schedule.

They asked if DayBack could first suggest appointments that don’t leave gaps and then offer other less ideal slots if the patient couldn’t book the ideal times.

They’re a national med-spa chain with thousands of team members creating and rescheduling appointments, both in their clinics and from a centralized call center. When we visited their call center last fall, we couldn’t believe how fast their DayBack workflow was. However, we noticed that some locations were so booked up that patients were narrowing their treatment scope over the phone to try to get earlier appointments. The appointment finder they helped us build lets them quickly adjust the desired treatment to show more availability.

Suggesting Ideal Appointment Slots

In this example, DayBack highlights ideal times in green. These green times won’t leave holes in the practitioner’s schedule because they’re adjacent to other appointments. Times that abut lunch or equipment cleaning also prevent gaps, and these are highlighted in green as well.

Schedulers can grab other times (in gray) if those are the only times that work for a patient, but they suggest the ideal times first. See it in action…

For other customers, the ideal time is based on different criteria, such as when a technician is nearby. DayBack can rank the available technicians based on who would have to fly versus who is close enough to drive.

DayBack Makes Invisible Constraints Visible

It’s often things outside the calendar that constrain availability. DayBack can look into any Salesforce object when assembling available slots: work rules, certifications, and PTO requests can all constrain your schedule.

In this case, our contract with the patient includes information that extends the appointment duration:

Schedulers don’t have to leave the booking or refer to any other screens. Everything they need to know about the patient’s contract is presented in this appointment finder.

In other deployments, DayBack is pulling attributes from the patient record to select the correct resource, often based on the patient’s location, insurance, or language preferences.

Works with Salesforce Scheduler or Your Own Objects

DayBack’s booking engine can use any combination of Salesforce objects to constrain your availability. It can also write appointments to any objects, including Service Appointments in Salesforce Scheduler or the native Events object.

We approach online booking for Salesforce the same way, giving your team, call center, and online booking access to the same rules and constraints. So you have high-quality, best-fit bookings no matter who created them.