Shared online calendar

Shared online calendar for town halls

A calendar for each staff member, shared across departments and synced in real time.

Each staff member checks and adjusts their time slots to fit their schedule. Calendars are synced, conflicts avoided, and the whole town hall shares one central view.

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Shared calendar

A calendar for each staff member, one view for the whole town hall

Each staff member has their own calendar. Together they form a shared, centralized calendar updated in real time: everyone sees the others’ availability, and appointments booked online go straight into the relevant department’s schedule.

France Titres gave the software its top rating for the user-friendliness of its online appointment booking and shared calendar for residents.

Multi-department, multi-site calendar
Real-time sync between staff members
Access permissions set according to each staff member’s role
Statistics by department, by staff member and by week

Explore advanced statistics

Town hall staff at work in a shared office

Schedules

Schedules configured around your departments

Opening and closing hours are fully configurable from your interface. In a few clicks, you adapt your time slots to opening hours, exceptional closures and your staff’s availability.

Each department sets its own appointment reasons, the number of people seen at the same time, the length of an appointment and the buffer time between two appointments.

See time management and duplicate prevention

No double bookings

A booked slot is blocked for everyone

When a staff member books a slot, it is blocked in real time: it becomes visible to other staff and unavailable online to residents. Two appointments cannot be booked at the same time.

On top of that, the duplicate prevention system, connected to France Titres, stops a resident from booking appointments at several town halls for the same reason.

Explore the duplicate prevention system

Day to day

Staff who stay in control of their day

Staff can book appointments manually, reschedule or cancel an appointment, and block time slots for internal meetings.

With the AI assistant, a simple command is enough to block a slot, change a time or schedule an appointment. The AI also detects calendar anomalies in real time: absences, duplicate appointments.

Explore the AI assistant

And also

Around the calendar

Online appointment booking

From your website or our directory, citizens choose their time slot whenever they like. More autonomy, fewer calls.
Learn more: Online appointment booking
Email and text message reminders

A reminder text the day before, a confirmation email listing the documents to bring: fewer forgotten and missed appointments.
Learn more: Email and text message reminders
Room management

Room booking management coordinates the use of public spaces and equipment, making the most of their availability.
Learn more: Room management

10

years of experience

Since 2016, HelloSpot has become a key partner of public service organizations.
700

customers

HelloSpot supports more than 700 public services across France.
4,000

staff users

Our platform is used by more than 4,000 staff members across many local authorities, for efficient, centralized management.
1M

procedures

HelloSpot has supported more than 1,000,000 administrative procedures, a sign of the trust and satisfaction of our customers and of the public.

Customer reviews

A real impact on your organization, every day

Take back control of requests between residents and your departments, for free

Allaire Town Hall

We chose HelloSpot to reduce the number of phone calls. The software makes life easier for residents and has sharply cut the number of calls. We are very satisfied with both the software and the team’s responsiveness.
Bouillargues Town Hall

With the sharp rise in ID document applications, our Excel spreadsheet was no longer enough for booking appointments. HelloSpot gives us better visibility over our organization and saves us a considerable amount of time.
Craponne Town Hall

It saves time with online appointment booking and sending the list of required documents. The e-mail reminder the day before means very few missed appointments.
Thann Town Hall

We are really satisfied with HelloSpot and we will not go back.