About six months ago, we set out to improve the Appointment booking process. You’ve shared a lot of feedback with us about the changes and made additional requests to further improve the flow, information displayed and the details shared with Customers in the Appointment notifications.
This article highlights the improvements that will be applied to the system in an upcoming release, version 9.5.0.
As always, the terminology you use may differ from the default terms noted in this article. For example, you might use “patient” or “student” to describe those you serve. Keep this in mind as you read the information below.
- Viewing an Appointment’s Summary Page
- Displaying Services for the Selected Staff Member
- Updating Customer Notifications Templates
- Accessing the Summary Page from the MAPTS Customer List
- Managing Documents or Pictures from Appointment Page
- Saving Edits from either the Customer or Appointment page
- Viewing Package Usage Information when Creating an Appointment
Viewing an Appointment’s Summary Page
This single page brings together the details of the Customer along with the selections for their Appointment. Based on feedback, the following changes have been made:
- Placed links for editing or viewing the Customer profile
- Improved placement of the Customer’s photo
- Added more details for the Appointment
- Included the Created and Updated By information (where available)
- Exposed the Customer’s Text Message Reminder Status (where available)
Previous Appointment Summary
Updated Appointment Summary
Displaying Services for the Selected Staff Member
Many administrators that create Appointments start from the calendar. Clicking on an open time on the grid from a Staff Member’s schedule opens the Make Appointment Window. After selecting or creating a new Customer, the user progresses to the Appointment page. Since the Staff Member field defaults to the selected resource, the Service drop down field will only display the Service that particular Staff Member provides. This will make it easier and faster when selecting the Service desired by the Customer.
Updating Customer Notifications Templates
Your account may be configured to send Appointment notifications to Customers when Appointments are created, changed or cancelled. The layout of the information in these emails has been updated based on feedback. Specifically, the order of information has been adjusted to make the details easier to scan and read for the Customer receiving the notification emails.
Previous Customer Notification
Updated Customer Notification
Accessing the Summary Page from the MAPTS Customer List
Clients using the Multiple Appointments per Time Slot (MAPTS) version of the Appointment scheduling system can now access the summary page from the Customer List for an Appointment time slot.
Previous Customer List
Updated Customer List
You can quickly view all Customer Appointments in the selected time slot, including the service, # of Spots and some of the Notes. Clicking on the View Appointment button will open the Summary page, which provides the options to edit, pay (where available) or cancel.
Managing Documents or Pictures from Appointment Page
The Marketplace offers supplemental features for Appointment scheduling. For two of those features (Document Upload and Picture Upload), the Make Appointment Window has been updated to improve the experience of managing external files.
From the Appointment page, you will be able to:
- View the files uploaded for the Customer
- Edit an existing file’s name or description
- Remove any existing files
- Upload new files
These changes will make it easier to manage uploaded files related to Appointments.
Saving Edits from Either the Customer or Appointment Page
When managing Appointments on your calendar, you may find that you need to make a change to a Customer’s information, such as updating their email address. Previously, if you made a change to the Customer or Appointment details, it required you to click through to the Finalize page. Based on feedback from some of our clients, we have found that users would like to be able to save edits on any page.
When you click to Edit Appointment or Edit Details for the Customer, you will now have the option to Save and Close from the Customer profile page or the Appointment details page.
Saving Edits to Customer or Appointment
When choosing to Save and Close the Appointment, you will be prompted to send notifications related to any edit you made. If you do not want to send the Customer or Staff Member an email, make sure the options are not checked. However, if you want to notify the Customer or Staff Member, you may select the appropriate type of message before completing the update.
Viewing Package Usage Information When Creating an Appointment
If your Customers purchase packages for their Appointments, you can now view the details of the Customer’s past package usage from the Appointment page. When selecting a package, the user may click on Package Details to view more information.