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Who It’s For

Libraries, citizen service centres, municipal departments, testing centres, and public-facing offices that rely on structured appointments.

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Key Challenges & Needs

  • High appointment volume with limited staff and rooms.
  • Keeping calendars clear, coordinated, and free of double bookings.
  • Ensuring citizens book the right service with the right staff member.
  • Reducing no-shows and last-minute cancellations.
  • Collecting information securely before the appointment.

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1. Add counters, rooms, and staff

Create all workstations, rooms, or service desks as resources in
Resources.
For identical counters, use Sub-Resources to automatically allocate the next available desk. Add employees in Staff, assigning roles and access permissions.

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2. Define appointment types

In Services, create bookable services such as:
  • “Passport Application – 30 min”
  • “Driver’s Licence Renewal – 20 min”
  • “Library Equipment Pickup – 10 min”
  • “Document Certification – 15 min”
Set duration, pricing (if any), and add optional extras where relevant.
Assign each service to the relevant staff or room to keep schedules accurate.

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3. Collect required information

Use Intake Forms or Custom Fields to gather:
  • ID numbers
  • Reason for visit
  • Documents needed
  • Accessibility requirements
Forms appear during booking and are saved under the citizen’s profile in
Customers.

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4. Enable confirmations and reminders

To reduce missed appointments:
  • Toggle reminders per service under
    Left Menu → MANAGE → Services → [Service Name] → Notifications
  • Require deposits (if applicable) in Payment & Checkout, or keep services free
  • Add instructions to confirmation emails (location details, documents to bring)
To learn more strategies, see Reduce No-Shows.

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5. Manage the daily schedule

Use the Calendar to:
  • View appointments by day, week, month, timeline, or list
  • Filter by resource (desk, room), staff member, service, or status
  • Add manual bookings for phone requests or walk-ins
  • Adjust availability instantly if offices need to change hours
All updates sync across the team in real time.

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6. Support multi-counter operations

For departments with multiple identical desks:
  • Create a main resource (e.g., “Service Counter”)
  • Add units like “Counter 1,” “Counter 2,” … using tracked sub-resources
  • Let Oskar auto-assign the next available unit during booking
  • Use Timeline View to see counters vertically for an instant overview
This prevents overlaps and keeps operations orderly.

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Key Oskar Features

  • Clean public booking page for appointment scheduling.
  • Real-time calendar with multiple views and filters.
  • Sub-resources to manage identical counters or rooms.
  • Intake forms to collect required details up front.
  • Integrated online or offline payments when needed.
  • Automated confirmations and optional reminders.
  • Customer profiles with booking history and notes.

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Wow Features

(All real and available today)
  • Sub-resource automation for multi-counter environments.
  • QR-based check-in for workshops, trainings, or group sessions.
  • Multi-booking cart for multi-step visits (e.g., “Application + Pickup”).
  • Service-first, resource-first, or event-first booking flows.
  • Timeline view that visualises parallel counters instantly.

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Core Messages

  • Offer clear, organised appointment scheduling for citizens.
  • Keep staff calendars coordinated and free from double bookings.
  • Collect necessary information securely before appointments.
  • Reduce no-shows with reminders and clear communication.
  • Manage all appointments, rooms, and staff in one calm system.

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Learn More

For public organisations, Oskar helps simplify bookings and reduce administrative overhead.
Explore our government scheduling software to see examples of citizen-facing appointment flows.
Libraries and community programmes can also benefit from features in our
childcare booking software and
class scheduling tools.