Appointment scheduling system for event organisers
Allow volunteers to schedule a time at your spot business that works for them, and for you. Get appointments for your spot business without you having to do anything!
The appointment scheduler that saves you headaches
With Vev you get your own online spot business appointment page where volunteers book an appointment directly into your agenda. You set the opening hours of your spot business, the software takes care of the scheduling of all the spots.
No more double bookings and no more missed appointment either, both you and the volunteer are reminded in time of each coming appointment. And when something urgent comes up your volunteers can easily reschedule their spots themselves too, without you having to do anything!
You know you need the right tooling, so do 1000’s of other event organisers already using Vev. Read through some more benefits of using spot business appointment software below or directly start realizing all your ambition. Today. For free.
Run your spot business on auto-pilot With your new toolset
Auto pilot
Business
Payments
No-shows
Customers
Overview
Sell
Marketing
Communication made easy
Every appointment, cancelation, change and reminder is automatically sent to your volunteers. Emails are sent in your style so they feel familiar to the volunteers of your spot business.
Appointment reminders
On the day of the appointment, your volunteer receives a reminder from you. It's send automatically and includes all the information of their spot.
Your month wrapped up
Every month starts with an overview of last months' appointments cancelations and revenue for your spot business. This way you know exactly how your spot business is doing.
Your own link
Add your link to your website and socials. A link in bio could boost the appointments of your spot business up to 40%.
Sync to your calendar
Automatically sync your appointments to your personal calendar app.
Add 'Me time'
Got a personal appointment? With just a tap you can block time off. This way volunteers can't make an appointment.
Auto pilot
Communication made easy
Every appointment, cancelation, change and reminder is automatically sent to your volunteers. Emails are sent in your style so they feel familiar to the volunteers of your spot business.
Appointment reminders
On the day of the appointment, your volunteer receives a reminder from you. It's send automatically and includes all the information of their spot.
Your month wrapped up
Every month starts with an overview of last months' appointments cancelations and revenue for your spot business. This way you know exactly how your spot business is doing.
Your own link
Add your link to your website and socials. A link in bio could boost the appointments of your spot business up to 40%.
Sync to your calendar
Automatically sync your appointments to your personal calendar app.
Add 'Me time'
Got a personal appointment? With just a tap you can block time off. This way volunteers can't make an appointment.
Business
Your overview of spots
See exactly who will get what spot, and at what time the appointment is due.
Your opening hours
You decide when your spot business is open (or closed) for appointments.
Choose a time and date
Let your volunteers choose what time works for them. You can decide how strict or flexible you want to be with your time.
Add your breaks
Plan when you want a fixed break. Looking for more flexibility? Turn on smart breaks.
Add 'Me time'
Got a personal appointment? With just a tap you can block time off. This way volunteers can't make an appointment.
Exceptions
Want to open up during public holidays? Or close for a vacation? Your decide when your spot business is open.
Schedule deadline
Choose till what time volunteers can schedule a spot.
Make your accountant smile
Export data of your spot business on a monthly basis. Including all the information of your appointments. Giving you the information you need.
Sync to your calendar
Automatically sync your appointments to your personal calendar app.
Ahead of time
Set up your booking horizon, meaning how far in the future volunteers are able to schedule spots.
Define your own duration
Some appointments don’t require your attention the whole time, so you can help another volunteer.
Notifications for you
When your volunteer make an appointment, cancelation or change you will receive a notification.
Plus, a lot more
There's a lot more coming in Vev+ that will make doing spot business even easier. But we keep those under wraps for the moment.
Payments
Scan to Pay
Let your volunteers scan your QR for you to get paid. Vev will keep track of who has paid for their spot so your spot business administration is always up to date.
Get paid ahead
Enable your volunteers to pay ahead for their appointment. Only if you want to, you as the event organiser is in control.
Deposits
Let your volunteers put down a deposit to get their appointment.
No extra payment devices
No need to fill in the amount again. Or sync, connect and charge that extra device in your spot business. Simply use your phone to have volunteers pay for their spots on the spot.
Discounts
It's easy to give your volunteer a discount on their spot. Choose a percentage or fixed amount. Whatever works best for your spot business.
Upsell
Add a percentage or fixed amount to the price of the appointment, in the simplest way possible for you as a event organiser.
Refunds
Volunteers who've paid ahead will automatically be refunded when their appointment is cancelled. Yet another thing less to worry about for event organisers.
Payments work out of the box
Payments are set up automatically for you. So you can get paid out of the gate. No need for any set up.
Policy
Define your own policy, so your volunteers know what to expect. Works perfectly with payments, deposits and refunds.
No-shows
Appointment reminders
On the day of the appointment, your volunteer receives a reminder from you. It's send automatically and includes all the information of their spot.
Policy
Define your own policy, so your volunteers know what to expect. Works perfectly with payments, deposits and refunds.
Change the time
Volunteers can change the time of their upcoming appointment as long as the cancelation deadline hasn't passed.
Add to Calendar
Volunteers can add the appointment to their calendar. This way they receive a notification before their spot. The address, travel time and link to their confirmation page can be found in the event details.
Add to wallet
After volunteers schedule spots, they get a pass for their digital wallet. When added they get a notification on their phone at the right time. The pass contains all the details like; date, time, location, total cost, payment details and link.
Communication made easy
Every appointment, cancelation, change and reminder is automatically sent to your volunteers. Emails are sent in your style so they feel familiar to the volunteers of your spot business.
Volunteer details
For event organisers it's super handy to have all the details of volunteers at their finger tips. Allowing you to send a text, call or email whenever you need.
Cancelation deadline
Decide until what time volunteers can cancel for free. Whenever a cancelation is made, volunteers receive a message including a link to schedule their next spot with your spot business
Volunteer history
See exactly what kind of spots your volunteers had at your spot business last time.
Customers
Notes
Add notes about your volunteers. These notes show up around the appointment, so you can pick up the conversation with your volunteer where you left off last time.
Volunteer details
For event organisers it's super handy to have all the details of volunteers at their finger tips. Allowing you to send a text, call or email whenever you need.
Customer management (CRM)
See your volunteers in the best way. This lets you build relationships and get more appointments. You can search and find your most valuable volunteers.
Focus on your volunteers
Your daily overview of volunteers. Showing you exactly who's you will see today, and an easy way to let you schedule again.
Schedule again
In just a tap your volunteers become regulars. Get the best date and time for the next appointment. No upcoming appointment? You and your volunteers are reminded to schedule a spot again.
Volunteer history
See exactly what kind of spots your volunteers had at your spot business last time.
It's your data
It's your data. The volunteer information is yours. Vev doesn't sell, resell, target or advertise with the data from your spot business. Of course not!
Get reviews from your volunteers
Word of mouth is the best marketing, and reviews are the digital equivalent of this.
Overview
Your day at a glance
See exactly how much your spot business makes, what your volunteers schedule most and even learn how they made their appointment.
Notifications for you
When your volunteer make an appointment, cancelation or change you will receive a notification.
Your overview of spots
See exactly who will get what spot, and at what time the appointment is due.
Focus on your volunteers
Your daily overview of volunteers. Showing you exactly who's you will see today, and an easy way to let you schedule again.
Delivery overview
See exactly where and at what time you need to deliver spots. Everything shown on an interactive map to make it crystal clear for you!
Sync to your calendar
Automatically sync your appointments to your personal calendar app.
Your month wrapped up
Every month starts with an overview of last months' appointments cancelations and revenue for your spot business. This way you know exactly how your spot business is doing.
Sell
Add your spots and more
Decide what you offer at your spot business. Add descriptions for your spots, add an image, and best of all set your own prices.
Your day at a glance
See exactly how much your spot business makes, what your volunteers schedule most and even learn how they made their appointment.
Schedule again
In just a tap your volunteers become regulars. Get the best date and time for the next appointment. No upcoming appointment? You and your volunteers are reminded to schedule a spot again.
Sell smart
Add options, durations, variations, preparation time, cleanup time and your duration to help your volunteers schedule.
Define your own duration
Some appointments don’t require your attention the whole time, so you can help another volunteer.
Schedule deadline
Choose till what time volunteers can schedule a spot.
Marketing
Cover your spot business
Add a cover to your header that matches your spot business. Impress your volunteers of your spot business even more.
Your own link
Add your link to your website and socials. A link in bio could boost the appointments of your spot business up to 40%.
Brand your Vev
Add your logo, show a cover image, customize font styles, and display your address (or not). And everything will get styled in line with your spot business. That means your appointment page, dashboard, Wallet passes and even every single e-mail that your volunteers get looks like you.
Schedule with a QR-code
Include your QR code on flyers, business cards, stickers and other placements in your spot business to let your volunteers schedule spots by scanning it on their phone.
Policy
Define your own policy, so your volunteers know what to expect. Works perfectly with payments, deposits and refunds.
Page description
Add a slogan for your page to stand out from other spot businesses. Tell your volunteers why you're the best spot business.
Get reviews from your volunteers
Word of mouth is the best marketing, and reviews are the digital equivalent of this.
In case you missed anything.
Is Vev’s appointment scheduler for event organisers free to use?
Yes, the standard version of Vev is free to use. The reason? We want to enable every event organiser to start their own spot business, leveling the playing field between event organisers.
As your spot business grows, you should unlock Vev+. It’s a no-brainer for business owners that wanna keep their admin work to a minimum. Vev+ generates automatic tax reports, gives you access to advanced volunteer data, and overall ups the way your online page looks like
No hard feelings if you are not ready to pay; the standard version of Vev is always at your disposal for free.
Can anyone start a spot business with Vev?
Absolutely! Vev encourages everyone to follow their dreams and start their dream spot business.
The only thing you need to get things going is a name for your spot business, then you choose the template that best suits your use case, adjust some settings and you are ready to welcome your first appointments.
To help you even more, every template comes with a default price list you can edit the best way you see fit. Finally, set your business colors and upload a logo to make your spot business page even more uniquely yours.
Chase that dream!
Can I use Vev’s appointment scheduler for event organisers everywhere?
For sure! To quote Jennifer Lopez: “Brazil, Morocco, London to Ibiza. Straight to LA, New York, Vegas to Africa”. Our way of saying; no matter where your spot business is on the planet, you can always count on Vev. Right now, we support over 10 languages (with more to come) and over 100 currencies.
What information is needed to schedule an appointment?
That depends slightly. When an event organiser plans an appointment from their dashboard, only the volunteer's name is needed. Nothing more.
When a volunteer books an appointment with your spot business from your online page, they must fill in their name and email address. Both phone number and address are optional fields.
What happens once a spot is scheduled?
No matter whether you or one of your volunteers scheduled the appointment, the chosen time slot is blocked from that moment onwards. It will also appear in your spot business calendar.
At the same time, an email will be sent to both you and the volunteer about the upcoming appointment. In addition, another reminder mail will go out just before the spot.
Can an appointment be rescheduled or canceled once it has been made?
Yes, both you and the volunteer can do both of these things. However, you as the event organiser remains in control, deciding exactly until when volunteers can reschedule or cancel.
No spot business wants volunteers canceling just 5 minutes before their appointment.
What do I need to get started with my spot business?
You only need an email address, a password, and a name for your spot business. Nothing is forever, you can change everything later. Do make sure to comply with local regulations for event organisers. Check whether you need a license or register with a Chamber of Commerce before getting your first appointments.