Offering appointments
You choose the appointments that suit the company best and offer them to the customer at the press of a button. They choose from the options offered.
For new requests and one-off jobs, as in step 2.
Receive new requests online and make the whole service process trackable
Online service requests and appointment booking
One new customer is waiting for a call back, another is calling because they do not know exactly when the technician will arrive, and the next maintenance round means phoning fifteen customers.
RDO has an answer to all three: record a request, have it confirmed and schedule it in a few clicks, and organize a whole neighbourhood's maintenance with a single send-out.
For the company
Every request arrives in one place
Automated email communication instead of 2–3 hours on the phone every day. Requests, bookings and appointment changes all come together in the same system where the schedule is made.
For the customer
They always know where their request stands
They get an email at every step, from the request to the confirmed appointment, and do not have to call to find out when the technician will arrive.
Online request form
A new request does not get lost in a phone call
The customer submits their service request on an online form: what work they need, where, and when an appointment would suit them. The request goes straight to RDO’s Service requests menu instead of sitting in an unread email or on a sticky note.
How you process incoming requests
Every new request goes into the Service requests list, where you immediately see the customer’s name, the requested service, the address and the request’s status. You can search the list by name, service and address.
Checking Awaiting review
You review the address and whether the job is within your service area.
Asking for missing details Information needed
If anything needed to organize the job is missing, you can ask the customer for it.
Decision Job created Declined
An accepted request becomes an unscheduled job that goes into the job list, where you can schedule it like any other task. If the request does not fit your services or your area, you can decline it.
Closed requests are hidden from the list, so you only see what still needs your attention.
How appointment booking works
Agree appointments in a few clicks instead of phone calls
You choose the appointments that suit the company best, and the system sends them to the customer. They choose, confirm, and if they want to change it later, they request that here too. Every step is trackable, for the company and the customer alike.
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Dispatcher
Booking link by email
Offer several suitable appointments, and the system sends them at the press of a button. The customer uses the booking link to choose the one that suits them.
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Customer
Appointments that fit the schedule
Customers can choose only from appointments that fit your technicians’ schedules and routes.
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Customer
Email confirmation
Once the appointment is set, you can email the customer a link where they confirm the visit.
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Customer asks, dispatcher decidesif needed
Appointment changes with approval
If the customer wants a different time, they enter the arrival window they would like and a reason. The request arrives on the Appointment changes tab and only takes effect once the dispatcher approves it.
Group outreach
Maintenance for a whole neighbourhood in a few clicks
RDO also lets you contact groups of customers in a few clicks. The system creates zones from customer addresses, grouping people who make sense to handle together geographically and for route planning.
You can send everyone in a zone an email link inviting them to book a maintenance appointment. Each customer books on their own link, and the system tracks slots that are already taken, so two customers cannot book the same time window.
In summary
Two ways to schedule, depending on the situation
Online booking is not one rigid process. For a specific job, you decide which appointments suit the company and offer those. For a larger maintenance round, you offer the free slots to many customers at once, and they fill the calendar. Either way, customers can only choose appointments that fit the schedule, and they confirm the visit the same way.
Sending out free slots
The system sends free slots to several customers, and everyone books on their own link. The system tracks slots that are already taken, so there is no double booking.
For recurring maintenance and zone rounds, as in step 3.
The benefits of online booking
Less back-and-forth, a trackable process, an orderly schedule
Fewer phone calls
Automated email communication instead of 2–3 hours of arranging appointments every day.
Requests arrive in one place
No request gets lost on the phone, in a message or in an email. You can see what is awaiting review and what still needs more information.
Bookings that fit the schedule
Customers can only choose a time that fits both your technicians’ working hours and their routes.
A trackable process for the customer
Request, booking, confirmation, change: the customer knows about every step without having to call.
Controlled changes
Customers can ask for a new appointment, but the schedule only changes with the dispatcher’s approval.
Fewer wasted visits
With confirmed appointments, technicians are less likely to find nobody at home.
Get to know RDO in a demo
Let’s see how it would work for your team
In a 20-minute demo, we start with your own tasks: review your technicians' schedules, routes and appointment options for customers. RDO's founder leads the demo, so you can discuss your questions directly.