- LAST UPDATED: 2/17/2020
- PRICING TIER: All
- APPOINTMENT VERSION: Single & Multiple
Services and Add-on Services are what you offer to your Customers for scheduling purposes. Depending on the setup of your account, the reason for an Appointment may already be customized. Some examples of other terms used are Sessions, Treatments, Lessons, etc. Services may be distinguished by a description and even a duration. For example, a massage therapist might offer a 60-minute Swedish Massage Service and a 30-minute Upgrade Add-on Service.
Viewing the List of Services
Click on Services at the top of your account to add and edit your Services and Add-on Services. The Services link in the preferences section (found after clicking the Settings tab) is used to define how Services are utilized in your system.
NOTE: You can create an unlimited number of Services and Add-on Services for each Location in your account. Services created in the Headquarters Location are listed for any sub-Location and can be offered by Staff Members only assigned to a sub-Location. In this situation, the Service cannot be edited from within the sub-Location.
If your account has a large number of Services, you may need to sort or filter this list of Services to find what you're looking for. Luckily, we have some tools built into the Services tab to help you locate the Service or Add-on Service you're looking for.
A Service is what an Appointment is scheduled for at a set time with set duration and a with a specified Staff Member.
An Add-on Service is a type of Service that cannot stand alone. It can only be added to an existing Service. For example, an Add-on Service for a hairstylist might be a shampoo, or products that offered to customers.
How to Add a Service
When adding a new Service, you will be prompted for the following information:
The name of the Service - selected from a drop-down list when creating Appointments.
The description field holds additional information for each Service. This information can be seen when scheduling Appointments through the Customer View (check Customer View section of Settings). This not a required field.
- Internal Description
This field is used to show information about a service to users in Site Administration only. Customers will never have access to view the internal description of a Service or Add-on Service.
- Allow Customers to See
If set to yes, this preference will allow your Customer to see and book this Service online from the Customer View. If set to no, this Service will only be available internally from Site Administration.
This field determines the default length of a Service. The duration can be changed (overridden) for each Staff Member in the Staff Member section as well as when making an Appointment. If you need a buffer time between Services, set your duration for a service to be longer than the Service time. For example, if you have a service called 60-minute massage and you need 15 minutes between Appointments, you would set the duration to be 75 minutes.
- Number of Spots
This field only applies when using the Multiple Appointments per Time Slot version of the system. The value in this field is how many spots will be taken up for each Appointment made for this Service. For example, if you allow 5 Appointments at 3pm and the Number of Spots value is set to 2 for a particular Service, if an Appointment is made for that Service, it will take up 2 of the spots. This field is used for Services that take longer or for special Services that can only be provided to one Customer at a time. An example might be a chiropractor who normally can work with 5 Customers at a time. If the chiropractor offers a New Patient Orientation, it might take his full attention. So, for that Service, he would have the Number in Group field set to 5.
- Service: An Appointment made at a set time with set duration and a with a specified Staff Member.
- Add-on Service: A type of Service that cannot stand alone. It can only be added to an existing Service. For example, an Add-on Service for a hairstylist might be a shampoo. Add-on Services might also be products that you offer to Customers.
This field is used to keep track of the default cost associated with each Service. Like your duration settings, if Staff Members charge different rates, this change is made in the Staff Member's profile. A different cost can also be recorded when making an Appointment. This is not a required field.
- Additional Service Fields
- Product/Service Code: This code is available when the Point of Sale (POS) plug-in is enabled.
- Taxable: The taxable setting is available when the Point of Sale (POS) plug-in is enabled. If the Service is taxable, a tax will be added to the Service when processing a transaction. The Service tax rate is set by clicking on the POS tab and selecting Tax Rate.
- Category: The category field is available when the Point of Sale (POS) plug-in is enabled. The category is listed within the sales reports. Set up your categories by going to the POS tab and selecting Product Categories.
How to Delete Services
Go to Services, then select the Delete link next to the applicable Service or Add-on Service. You will be prompted to confirm your request to delete the service.
What happens if services are deleted?
Use caution when deleting Services from your account. The details of Appointments added using a deleted Service will no longer include a Service. Deleted Services will not show when viewing schedules in Site Administration, the Appointment History section of Customer records, or Reports.