- LAST UPDATED: 11/11/2014
PRICING TIER: Gold
- VERSION: Multiple Appointments Per Time Slot
What is the multiple appointments per time slot version?
Multiple Appointments Per Time Slot (MAPTS) was designed to meet the needs of organizations that let multiple customers schedule appointments within the same time slot. The MAPTS version will give you the ability to create time slots with a specific number of spots available for appointments. One other benefit to this version of the software is that it allows you to create individual time slots, rather than defining a span of hours available for appointment scheduling.
Common Industries Include:
Health & Wellness – Create a schedule based on the number of spots available at your Flu shot or blood donation clinic.
Logistics – Manage your delivery processes more efficiently by creating a more balanced schedule for carriers.
Tours – Let customer’s book tours by viewing the available tour guides and resources right from your website.
NOTE: If you only occasionally need administrative users to schedule more than one appointment in the same time slot, a setting is available to allow overlapping appointments. This will create links next to your existing appointments that let you add additional appointments in the same time slot. To enable this setting CLICK: “Settings” tab > Appointments > Preference #29
How to Enable MAPTS
Multiple Appointments Per Time Slot is available when subscribing to the Gold price tier or higher. Please contact us at 480-483-1199 - option 3, to have the Multiple Appointment Per Time Slot version enabled for your account.
What do I need to know prior to switching versions?
After switching to the multiple appointment per time slot version, your schedules will be replaced by custom time slot creators. As a result, your existing appointments will not show on your schedules, and your customers will not be able to schedule appointments, until you add new time slots.
We only recommend switching software versions when you have at least a few hours to create new time slots for each of your active users/schedules.
Extra Features & Preferences
Features automatically added to your account when using MAPTS include:
- Quick & Manual Time Slot Creators
- Open Slots Report
- Appointments Preference #10 - Show Names instead of Numbers
- Appointments Preference #17 - Overlapping Appointments
- Appointments Preference #34 - Hide Blank Slots
- Appointments Preference #39 – Max Number in Group
- Appointments Preference #42 - Spanning Appointments
- Customers View Preference #34 – Hide Unavailable Time Slots
- Customers View Preference #35 - Disable Number in Group
Disabled Features & Preferences
Clients cannot use the following features with MAPTS enabled:
- Room Sharing
- Recurring Reserve Times
- Drag & Drop
- Appointment Sheets Report
- Appointment Search
- Location Staff Sharing
- 24 Hour Operation
- Alert Icon
- One Click Status Changing (Appointments Preference #13)
- Additional Appointment Grid Fields (Appointments Preferences #17-23)
- Show Customer Info on the Customer View (Internal Front End Preference #7)
- Service Processing Times
How to setup schedules
There are two options available for creating time slots with the MAPTS version. 1) You can use the Quick time slot creator to add multiple time slots, or 2) use the Manual time slot creator to add and edit individual time slots. Both options will show when adding time slots in the Schedule, Schedule Exceptions sections for each user profile. To access either of these sections, click on the Staff Members tab at the top of your account, and then click on the name of a user. Next, click on the Schedule, or Schedule Exceptions link to the left side of the page.
NOTE: The Quick time slot creator will not show when adding or editing Schedule Templates
Quick Time Slot Creator
Clients with standard time slots across all open days and hours as defined in the Open Hours section, (Settings tab > Open Hours) should utilize the quick time slot creator. Time slots added using the Quick Time Slot Creator will automatically show in the Manual Time Slot Creator section to give you the ability to edit individual times.
To create a schedule:
- Start by selecting the how often (Every) and how long (Slot Duration) your time slots will be. Note that the default values will be based on your Appointments Start setting.
- Next, change the “Appointments Per Slot” field to the number of appointments you can accept for each time slot.
- If needed, adjust the start and end time of each day to make sure your time slots are created at the right times. For Example: If the first available appointment starts at 8am and the last available appointment ends at 5pm, you would choose the 8am start time and 5pm end time for each day.
- Click the “Create Slots” button.
Manual Time Slot Creator
The Manual Time Slot Creator will let you customize the duration, start time, end time, and the number of appointments available for specific time slots. Clients can use the Manual Time Slot Creator to add, modify, or delete individual time slots. For Example: If you create a schedule for a full day using the Quick Time Slot Creator, you can scroll down and use the Manual Time Slot Creator to delete the time slots normally reserved for a lunch break.
How to use Number of Spots
Once the MAPTS version of AppointmentPlus is enabled for your account, the Number of Spots field can be found when adding and editing services and events. Number of spots does not represent the number of appointments available in a time slot, but the number of spots reserved each time the service or event is scheduled. In most cases the number of spots should be set to 1 to guarantee only one spot is reserved when the service or event is scheduled.
Number of Spots is used for special services that can only be provided to one customer at a time. An example might be a chiropractor who normally can see five customers at a time. If the chiropractor offers a "new customer orientation" service, it might take their full attention. Therefore, for that service, the Number of Spots field would be set to 5 to keep other appointments from being scheduled at that time.
NOTE: The number of spots field will default to 1 for any services added to your account prior to switching to the multiple appointments per time slot version.
How to use Number in Group
Number in Group is an extra option that can be added to the customer view and administrative view when scheduling appointments. For Example: A tour company can use the Number in Group field to enter the number of people that will be taking the tour. If ten spots are available for a tour and the Number in Group field is set to 11, an error message will show letting the users know there are not enough spots available.
NOTE: If a number is selected from the Number in Group drop down when making an appointment, it will override the Number of Spots field. For Example: If an appointment is created with a service that has the number of spots field set to 5, but the number in group field is set to 1, the appointment will only block out one spot in the time slot.