This article is intended for Mathnasium location and franchise owners.  It covers how to get started using your Apptoto Lite account.

It assumes you don't already have a working Apptoto account and are starting from scratch (or that all you have done is create your Apptoto account) and need further instructions.

Why should you do this?

Apptoto powers online scheduling for new leads on the mathnasium.com website including your center's website. Apptoto will also send reminders via SMS/text and email to ensure those leads show up to their appointments. Apptoto clients have seen their no-show rates reduced by as much as 90%.  You can also use Apptoto to send reminders to other types of appointments.

What's Included:

This service is provided to you FREE courtesy of your Mathnasium Corporate Marketing team.  However, not all Apptoto features are included with your Apptoto Lite account.  

Here is what is included for each of your Mathnasium locations:

• 2 Online Booking Pages for Lead Scheduling (NOT enrolled student session scheduling)
• 2 Connected Calendars
• 100 Appointment Messaging Credits
• 1 Reserved Caller id
• Integration with Mathnasium Radius

Note: Apptoto is currently *NOT* meant to be used for enrolled student session scheduling.  It is mainly meant to be used for Lead Scheduling and appointment reminders.

Getting Started Summary

The high-level steps to get started include (more details below)

1. Sign up for your Apptoto Lite account
2. Ensure the correct calendars are connected 
3. Update your calendar settings
4. Review/Create your "Booking Pages" in Apptoto
5. Link your Mathnasium Website to your Booking Pages
6. Enable Appointment Reminders
7. Future Steps (optional)
8. Frequently Asked Questions & Troubleshooting

Step 1) Sign up for your Apptoto Lite Account

To get started, please visit this page:

https://www.apptoto.com/signup/mathnasium_group

Click the blue "Sign up with Google" button.  

Be sure to sign into Google using your location's @mathnasium.com account. 

Important: If you own multiple locations, just sign up once. Use whichever @mathnasium.com email account you use as your "main" one.

After you sign in using Google, Apptoto will ask you a series of questions about your business.  Please fill these out, and make sure to include the correct location information for your primary Mathnasium location here:

 

Step 2) Ensure the correct calendars are connected

Once you are logged into your Apptoto account, click on the "Settings" > "Calendars" tab.

Apptoto initially connects to the "Default" calendar in your Google Calendar account.  If that is not the calendar where you want appointments with new "Leads" to appear, click the "Red Trash" icon and add the correct calendar via the prompts.

 

If you only own/run one Mathnasium location, please move on to Step 3 below.

If you are a multi-location owner, click the "+ Add" button and then "Google" to add additional calendars.   

If you get a message saying that you must upgrade, please don't upgrade.  Email support@apptoto.com and let us know how many Mathnasium locations you run/own.

 

If you don't get that message, then you'll be asked what type of calendar to add.  Click "Google" (assuming that's the calendar you use to track Leads). 

You will then want to click "Connect a new account" to connect to a different Google account.

Then, choose which calendar from that account you would like to connect to Apptoto for Lead Scheduling purposes.

Step 3) Update your calendar settings

Once the correct calendar(s) are connected to Apptoto, please click on the "Gear" icon on the "Settings" > "Calendars" tab for each calendar and fill out some important information.

Here is a screenshot showing what settings should be updated/double-checked for each calendar:

 

Step 4) Review/Create your Booking Pages

Once your Calendars are connected and you've updated the Calendar settings as described above, the next step is to review (and possibly create) your "Booking Pages."  

Apptoto will have created your first Booking Page for you.  You can find it on the "Booking Pages" tab.

The Booking Page created for you automatically uses the official "Mathnasium Lead Scheduling Template" that your Mathnasium Corporate Marketing has developed.  

The intention is for you to have one Lead Scheduling Booking Page for each Mathnasium location that you run/own. So, if you run/own one location, all you have to do is Copy the URL for your booking page, and you can skip to step 5.

If you have multiple locations, the next step is to edit the settings of your initial booking page and specify which calendar it should be tied to. Both potential views are shown below, with access to the booking page's settings highlighted.

Posting Assessment Leads to Radius

Enter your Mathnasium Center Alias to ensure leads are posted with each booking.

NOTE: The Mathnasium Center Alias field MUST be filled out for your leads to appear in Radius automatically.

Confirming Assessments are Booked to the Correct Calendar 

Ensure the correct calendar is used for booking. It will default to All Calendars, though if you need to change that, the dropdown will allow you to select the calendar you would like to use:

Please make sure to click "Save" and then "Cancel" to return to the Booking Page list.

Confirming Form Fields are Set Up Correctly

For leads to post properly to Radius, your booking page forms must have a specific set of Form Fields. These fields collect critical information from students/parents needed to pass a lead to Radius, and the leads will not sync to Radius if the fields are not configured correctly. 

NOTE: These fields should be set correctly if you use the default Mathnasium Booking Page template. However, please follow the directions below to ensure your forms are correct: 

1. Navigate to the "Booking Pages" tab and select the booking page you want to update.
2. Click the “Form Fields” tab.
3. Ensure the following standard “Customer Fields” are set as such:
4. Under “Custom Fields,” either add the following fields (click +Add Custom Field) or ensure existing fields are set up correctly (click the pencil icon to edit)
   1. Fields:

      Label	Required	Field Name	Target	Type	Visibility
      Guardian's Name	✔	guardian_name	Event	String	Always Visible
      Child's Name	✔	child_name	Event	String	Always Visible
      Child's Grade	✔	child_grade_dropdown	Event	Dropdown*	Always Visible

      *For the Child's Grade dropdown, use the following grades formatted as they are shown below. Put each grade on a separate line and do not include commas.
      • PreK, K, 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, College

IMPORTANT: You can add additional custom fields to your online booking form if desired. However, the label and field name must not be the same as any of the three mandatory custom fields shown above.

Additional Booking Page Addition (multiple locations)

Then, for each additional calendar/location, click "Add Availability Page".

Choose the "Mathnasium Lead Scheduling Template."

Then choose the correct calendar for the additional location, change the "Url" to be distinct and follow the pattern "mathnasium_<LOCATIONNAME>", and then be sure to click "Create."

Create a "Booking Page" for each location using those steps.

Step 5) Link your Mathnasium Website to your Booking Pages

At this point, you are ready to link your Lead Scheduling page to your website.

To do so, log into your center’s website by visiting www.mathnasium.com/backend and sign in with your center’s email address.

Once signed in, click the “Edit Center” button.

On the “Center Information” tab, scroll down to the “Call to Action Button” section and use the dropdown to select between the button messages: Schedule Assessment and Schedule Free Assessment.

After selecting one of those options, you can paste your Apptoto booking page link in the “Scheduler Link” field that will appear underneath the dropdown menu.

 

 After pasting in the link, scroll down to the bottom of the page and click the “Publish” button to save your update. Your Call to Action button on the website will now show the new message, and clicking it will take leads to your Apptoto booking page.

 

Step 6) Complete Booking Page/Radius Form (IMPORTANT)

Complete the form linked here. Mathnasium Support will use it to verify that leads will flow correctly from your website into Radius.

 

Step 7) Enable Appointment Reminders

By default, Apptoto will not send automatic reminder messages to any of your appointments on the calendars connected to Apptoto.  This includes appointments booked through your Lead booking page.

If you want Apptoto to send automatic Text, email, and/or voice call reminders to your appointments, click on the "Appointment Auto Messages" section within the "Messaging" tab.  

Here, you can edit/remove messages and add auto messages to be sent before and after your appointments.

Apptoto will send these messages to ALL appointments on your calendar for which it can find phone numbers or email addresses. For information on how Apptoto finds phone numbers and email addresses, see this article: https://www.apptoto.com/apptoto-manual/article/participant-extraction/.  

To restrict which appointments receive reminders, click "+ Add Rule", and configure the rule.  For example, if you only want to send messages to appointments booked online, set the rule to "event.booked_online == true".  Here is a screenshot:

You can then drag or re-add messages to the new rule.

You can set up multiple rules and customize the messages for each rule.  

Be sure to click "Save" before leaving the Auto Messages page.

Once you have the rules and messages configured how you want, turn on your "Auto Messages" at the top of your Apptoto portal.

If messages aren't going out properly, or you need help configuring Auto Messages, please contact support@apptoto.com.  

 

Future steps

Apptoto has several other features you may want to take advantage of.  Some locations are using us for

• Business Texting
• Increasing enrollment through our "Campaigns" feature
• Sending reminders/followups to all appointments (not just leads)

If you want to learn more about these features, please get in touch with support@apptoto.com.  Or book time with us here: https://apptotosupport.apptoto.com/

One thing to note is that Apptoto is not currently able to offer a robust "enrolled student session scheduling" solution. We are working on that, but some missing features need to be built before we can promote it to Mathnasium users. If you're interested in this feature, please email support@apptoto.com and let us know.  

 

FAQ & Troubleshooting

Below are some of the most common questions that Mathnasium owners and team members have about using Apptoto. If your question is not listed below, please contact support@apptoto.com for additional assistance. 

1. How do I sync my first Calendar to Apptoto?
2. How do I sync additional Calendars to Apptoto?
3. How do I switch which Calendar Apptoto books appointments on?
4. How do I change the hours my Center is available to schedule assessments? 
5. How do I update a specific booking page’s scheduling hours so they differ from my default calendar settings?
6. My booking page shows hours or days blocked off that shouldn’t be. How do I fix this?
7. Why are assessments being booked on hours or days I’ve blocked?
8. How can I change how many assessments can be booked at the same time?
9. How do I change how long an assessment is on my booking page?
10. My Center’s information is incorrect on my booking page or in reminders. How do I fix this?
11. How do I change my booking page’s appearance?
12. How do I set up Appointment Reminder Messages?
13. Starting on [X] date my scheduling availability is changing. How do I show new hours starting on that date? 
14. I sold/bought a Center. How do I transfer ownership of my Apptoto account?
15. I’m just getting started with Apptoto for my Mathnasium Center. How can I learn more?
16. My assessment leads aren’t appearing in Radius as I expected. What’s wrong?
17. How do I configure my timezone?
18. What do I do if appointment times are not showing accurately in my reminders because of timezones?