Appointments are arranged events at a specific time and place. These are either between your business and your clients or just for yourself.
When to use the Schedule tab to create an appointment
The Schedule tab is used to manage appointments. Staff can view, edit, delete or create new appointments through this view internally.
Details to include when creating an appointment include Location which is where the appointment will take place, Service which is the type of appointment they will be attending, the Time the appointment will take place, and the Staff member who will be assigned.
The Notes tab is for you to include any internal information about the appointment.
You can create a Busy time for yourself when you are unavailable to take appointments, for example a doctor’s appointment, or if you are sick, on vacation or any other reason. Creating these busy appointments will ensure your clients don’t see an available time slot on the Client View during this time.
You may create lunch periods as a Busy period and utilize the Recurrence tab so that the blocked off time shows up on a frequent basis automatically in your schedule.
Recurrence is also used if you want an appointment to repeat on either a daily, weekly or monthly basis.
Staff and Staff Plus can only book appointments for themselves.
Staff Advanced and Managers can book appointments for themselves and the staff members at the location(s) where they are assigned.
Administrators can book appointments for any employee at any location.
How to Add a New Appointment
To add a new appointment, click the + Add button at the top of the schedule, or click anywhere in the schedule. Then, follow the instructions below:
Pick the option which works best for your event: Appointment or Busy (1).
- Appointment: an event, where a service is delivered to your client.
- Busy: time reserved for an activity other than a client appointment (Personal, Sick, Vacation, Other).
Enter the Details (2) for the appointment you are booking, including the service, staff member, time and status. Ensure that the Location and Date are set correctly.
If you wish to add an existing client(s) to an appointment, type in the client’s first or last name into the Search Existing Clients Field.
To add a new client to your appointment, click on + New Client, and enter their contact information in the pop up window.
Check the Receive SMS box in order to send out text notifications to your client. You must request consent from your client prior to enabling this.
Check off the Notify boxes so that your Client(s) and/or Staff receive email and text notifications for this appointment, as configured in your Settings. Text notifications are only sent to clients (not to staff).
Click Save. The new appointment will be visible in your schedule.
Appointments can be changed to a different day or time in the Schedule View by clicking and dragging them. You can also change appointment details by clicking on an appointment, making changes in the event window and clicking save.
If you select the notify boxes, your clients will receive notifications indicating a change has been made to their appointment.