The Instant Book feature streamlines the scheduling process by automatically reserving a user for a specific shift as soon as they submit a form. This eliminates the need for administrator approval for shift reservations, saving time and ensuring shifts are filled quickly on a first-come, first-served basis. However, Instant Book only applies to users who are already assigned to the opportunity.

Here’s how Instant Book works in the context of building a form and populating the calendar:

Step-by-Step Example:

1. Administrator Creates a Form
   An administrator creates a new form and chooses to add a calendar to it.

2. Populating the Calendar with an Opportunity
   The administrator populates the calendar with an opportunity titled "Kitchen Support" and enables the Instant Book setting for this opportunity.

3. User Interaction with the Form
   A new user, Jane Doe, accesses the form. She sees an available Kitchen Support shift scheduled for next Wednesday on the calendar and includes it as part of her submission.

4. Automatic Shift Reservation (When Eligible)

   • If Jane is already assigned to the Kitchen Support opportunity, she is immediately reserved for the selected shift upon form submission.
   • If Jane is not yet assigned to the opportunity, her reservation will remain pending until she is approved for the opportunity.

Important Consideration: Combining with Auto-Approve New Applicants

If Auto-Approve New Applicants is also enabled:

• Jane will first be automatically assigned to the Kitchen Support opportunity.
• Once assigned, Instant Book will immediately reserve her for the shift she selected on the calendar.

This seamless combination ensures that users can be both approved for an opportunity and scheduled for shifts in a single automated flow.

Additional Details:

• Shift Availability:
  Enabling Instant Book ensures that available shifts are reserved on a first-come, first-served basis. If a shift reaches its capacity (max # of spots), it will no longer be visible to subsequent users.

• Flexible Control for Administrators:
  If Instant Book is disabled, administrators retain control over shift reservations, with the ability to manually approve or decline requests.

Summary

By enabling Instant Book, you can automate the scheduling process for users already assigned to an opportunity. When paired with Auto-Approve New Applicants, it provides a fully automated workflow, assigning users to opportunities and reserving them for shifts instantly upon form submission. This feature is ideal for high-demand opportunities and simplifies the scheduling process for administrators.