Changes to the Appointment Booking Process
We are excited to share with you details about the upcoming changes to the Appointment booking process. Over the past few years, clients have requested more tools and an enhanced booking process. This update incorporates many of those requests and guides users through booking the primary elements of an appointment: Customer, Location, Service, Staff Member, and Room (if applicable).
Note: This document uses default terminology (Appointments, Staff Members, Services, Customers, etc.). The terms you use in your account may differ from these terms. Please keep this in mind when you are reading this article.
The following updates to the design and process for booking Appointments begins after you click the + (plus sign) on the grid or have used the Appointment Search tool to locate an available time slot.
In the below screen, you will see that the design for the Customer portion of the Appointment has been updated. From this screen, you can Search for Customer or enter a New Customer.
If your account provides Picture Upload functionality, the Staff Member will have the option of uploading a profile photo for the Customer. Additionally, this page displays the Customer Notes information and, if available, past Appointment history, all at a glance.
After you have completed all required and appropriate information related to the Customer, click Next for the Appointment Details screen.
After selecting the Customer, you are now able to configure the Appointment. From this page, you can:
- Change the Location or Date
- Choose a Service and/or Add-On Services
- Select a Staff Member
- Set a Start Time and/or specific Duration
- Enter Appointment-specific information into special fields
If you start from the grid and pre-select a time slot, it will be the default time in the Staff Member and Start Time field. If you change the Location or Staff Member, you will need to select a new time slot start time based on availability for the other Location's or Staff Member's schedule.
The image below is an example of this screen with the minimum set of information needed (required or optional) to book an Appointment.
The system will automatically adjust the options in the succeeding drop downs as you build the Appointment attributes. If you choose a Service that only two Staff Members (of six, as an example) are assigned to offer, only those two Staff Members will be available to select in the Staff Member drop down field. Click Next when you have finished building the Appointment.
Note: If you have other Appointment fields currently enabled for your account, they will be available on this page.
Review and Finalize
Prior to booking the Appointment, you can review and ensure the details of the Appointment are correct. On this page, you will see all the details from the Customer and Appointment pages. Additionally, you can set which Notifications shall be sent after you Save this Appointment to the system.
If any changes are necessary, click Back to return to either the Appointment or Customer page to make changes.
Save the Appointment
Clicking Save on the Review page will book the Appointment! Once saved, you will see the Confirmation screen which displays the details of the scheduled Appointment.
Upon closing the Make Appointment window, you will then view the Appointment grid. For the date on which the Appointment is scheduled, the calendar for the Staff Member will be updated to display the Appointment. No changes are being made to the Appointment grid page.
Frequently Asked Questions
Q. Why is the process expanding from one to three pages? Can I go back to the single-page view?
A. Booking an Appointment has been enhanced with a more modern and easy to use flow. Each screen allows the user to focus on the information necessary to define the Customer and Appointment criteria. Additionally, if either aspect of the Appointment need to be altered from the Review, the user is directed to the specific page for edits. With this change, there is no option for a single-page view for Appointment creation.
Q. If I have Appointment settings currently enabled, will they still work in the new pages?
A. Yes, any settings that currently apply to the capability of the system will be supported. As an example, if you choose to see a drop down field of all Customers or use a search box to find a matching sub-set of Customers, the Customer page will provide the field type base on the Location's settings.
Q. Can I still create a recurring Appointment?
A. Yes, recurring Appointments can be set up on the Appointment page. Simply check the box for Recurring Appointment and set the pattern criteria for the recurrence schedule.
Q. Can text message reminders be enabled without proceeding through to booking an Appointment?
A. For Locations where the Text Message Reminder plugin is enabled, the option to send Text Messages is available on the Review and Finalize screen. Other Appointment-specific notifications are able to be configured on this screen. Customers will receive notifications that contain summary information for all Services booked in the Appointment and will receive the start time information of the earliest Service in the Text Message Reminder.