01. CALENDAR

 

The Calendar is the page from which you manage your appointments and waiting list.
You can access the Calendar page from the “CALENDAR” button on the left menu (see above icon).

Layout:

The Calendar is divided into 4 sections:

The appointments section can be scrolled both horizontally and vertically.

Date navigation

You can select the day you wish to view your appointments in multiple ways:

To select the day from the date calendar click on the “View bookings from” field and then select the date.

The weekday navigation is located on the top section of the page.

You can select the weekday directly as illustrated below:

You can also use the next “>>” and previous “<<” buttons to change the day:

The weekday navigation will automatically get the start and end of the week that corresponds to the selected day in the Calendar.

For Example, if the current day is 25th of August and the selected day inside the Calendar is 3rd of September (Saturday) then when you press the Monday button it will take you to the 29th of August.

The “Weeks” button is located on the top section of the page.

Upon pressing it will open a window from which you can select the days or weeks in advance of the current selected day.

To reload the bookings to check if there are new appointments (e.g. added from the online booking) use the “Check” button located in the top section of the page.

Location change

If you have multiple branches you can change the location at which you manage the appointments by using the location drop box located in the top section of the page.

The Staff List

The staff is displayed in a horizontal list below the main date and location controls.

If you click on the staff name a window will open containing a list of all of the selected staff’s appointments.

From this window, you can also see the staff contact details and notify them by Email and SMS.
Appointments that are too small in duration (e.g. 5 minutes or lower) can also be easily accessed from this window.

 

Staff notifications

To notify the staff, click on the staff name from the Calendar and then press the “NOTIFY STAFF” button.

A window will open allowing you to send out Email and SMS notifications.

 

Current time

To scroll the Calendar to the current time click on the clock icon located before the staff list.

The Calendar will scroll to the current time indicated by the red dotted line.

 

Appointment statuses

There are 5 statues that an appointment may have:

The default status of an appointment when added through the Calendar is “Booked”.

When you update the client status to “Arrived” the system if configured will send notifications to the staff informing of the client loyalty category if set.

On the arrived status, if configured the salon waiter will also receive an email containing the beverages specified in the appointment “Drinks” option.

Notifications are also sent on the other types of status if configured the client and/or the staff can be notified if the appointment is rescheduled, resized, its treatment lists are changed or if it has been cancelled.

When the appointment status is changed to “Paid” or “Paid on the same day as the appointment” if the appointment is of services type the system will automatically add the appointment’s services into the cart and redirect you to a page from which you take the payment by pressing the CASH / CARD buttons.

The “Check “status is the default status for appointments booked through the online booking page.

Appointment types

There are 3 types of appointments that you can book from within the Calendar:

Each appointment type contains only items of its type (services, courses, patch test).

The services type appointment also can contain Groupon codes.

Appointments booked through the online booking page will also feature an “ONLINE APPOINTMENT” header for identification.

 

 

the calendar tab on the left of the software you can easily access this with one click you have a list of all employees you work on that particular day. ability to switch between locations in case you have business with more than one branch and you can easily manage everything from one system you can easily switch between the day Review of month view and resource view you can switch between staff members plus of course you can change the date as you can see any doctor any therapist each employee has its own column which is dedicated to more features and more details about their meetings on the particular day. to book an appointment you just have to click on the white one space and this will allow you to choose in advance time, which means we'll save you extra step and we will save time choose what would you like to do to book meeting at busy times or create new ones shifts on the fly In this example you will proceed with the bokeh appointment as you can see dropbox automatically which enables me to enter the name of the treatment from keyboard and in this example will you want to reserve a large area for laser hair removal removal processing select the treatment and then click green button on the right side add in less than a second the appointment is booked probably many second and to learn more about the appointment, just click on it and then you will be able to see all the details for this meeting however, what I would like to do is yes you want to go through the booking process once again to show you how fast and it's easy to book appointment in the software and what are the options before you there click on the new appointment as you can see we save time why after i clicked on the appointment booking column in the system it's already selected for me the employee and the doctor i would you like to book an appointment with the name of the customer I am work in the sales system of product and the date and time in this moment watching We have a booking window opportunity for more detailed description and simple more specific I can choose treatment or list of procedures I would like to receive to book more procedures at once I am able to log in and add notes for the meeting I have ability to room usage from the resources tab I have the computer to determine and specify a department sure i can search on uh for the customer in the database by name phone number address date of birth ID all criteria really in addition, I can choose the most active customers who were present in in the clinic in the last 30 days from list i can choose whether to speak and yes you want to search for an existing one customer or new customer i can switch between branches and to book the customer in another branch which is located in the neighboring district I can change the meeting title I have a choice another employee if I wish. to plus i can change the date i can cancel the duration i can set start time and end time I can show you and choose the marketing a source that will help me at a later stage stage where I will analyze the reports within the economic activity Also, I can point out if this is stated staff member or not for this treatment on top of that we can finish meeting notes with everyone meeting related notes and all other notes, clinical notes and all sensitive notes in the organ scale associated with disappointment i have the opportunity to fill the gap if I would like to be fully booked by at the end of the day I can notify the client with an SMS text or email that is instant or i can separate the two appointments and three appointments from the left side it means it will ask me to book next meeting with another therapist or specialist After I select the client, I see that I can actually access the client notes the client's previous treatments previous drinks they had like coffee and reception at the hotel and I can look in the calendar for the next one available slot so as you can see this The window is very customizable and I have wide range of options to choose between different opportunities where I can carry out my activities in many professional look at this point simply press the button for another appointment and this will be reserved for you as you can see new assignment select the meeting from the repository search box on the right choose two or three dates. and add an appointment how fast was that very fast right moving on to the next step which I would like to talk about in section of the calendar the opportunities of the week opportunities of the week will gives you the option to choose between the weeks and open the calendar in advance available for x weeks day and time, which means there is no need to look at another calendar if you have one to provide treatment to your clients. once every four weeks or once a month or twice times a month or six times you can easily click and the system will to open the calendar for you in this one a specific day you have a waiting list feature that is very nice and you can add customers on the waiting list until the next slot will be available in the calendar where you can call and contact customer to book the next meeting in this case when you are fully booked. in addition, you have the option to to print the calendar in a4 format in case your therapist wishes to read the assignments you have the ability to drag and drop the appointment if you want to reschedule meeting another day of course you can find a free slot nowadays if not drag and drop the appointment to change day and to reschedule the meeting in different day, for example if I want to rescheduling this meeting let's say on the 10th i can easily pick 10 and beyond to reject the meeting back in calendar 10 30 but the meeting has been rescheduled for 10 at 10 30 i am if i want to go back I can go and choose the previous day in the calendar as I was before and then I can see all the appointments of course, for the calendar we have possibility of choice and change in weekly view format the appointment window as you can see in the calendar, we have status for each encounter and specific color which will represent the condition if you click on a meeting you will be able to see the name of treatment you must provide treatment category nodes associated with this client ability to use resources. possibility of using consumables for products that are used for this treatment ability to upload files related to this customer and department of course on the right side you have customer data first name last name we have date of birth we have the email the phone number the customer ID customer's address and balance, if any on the right side you have an assignment status that can be changed depending on where the meeting is located the treatment you have a default setting of reserved appointment status confirm if they have responded to smx text confirmation if they answer yes to this one it will automatically turn on in blue if they answer no, it will turn red and you need to check it what is wrong with the appointment time saving and no show plus you have arrived status when the customer is at the reception seen completed and paid for as and when they have process the payment if anyone needs to check the appointment just select the appointment check and which will turn into a red card meaning someone else should check it out because you are too busy with another customer do not show any cell and existing customer are different meeting statuses you can use for business of course you have the waiting ones confirmation in case you need to confirm the meeting we have a meeting date the date on which it was appointed reserved and the user who booked meeting with the therapist of course you have a start time anytime if the meeting was requested and the place where the appointment was made reserved at the bottom you have many useful ones buttons where with one click you can go almost everywhere in the system all that is related to this customer a miguel you can visit the customer profile you can visit customer notes the constant from history during history recognition procedures and of course if you must sign a consultation form, you can easily click on consultation forms get immediate access to the form and sign phone for that the customer about the communication you are can send an instant message via sims text email on top of sent messages automatically by the software or by automation tree that you can activate in the futures and we will talk about it at a later stage then the client must balance procedures which is provided to this customer already product recipe option for a treatment protocol that the senior physician may write and write the steps for junior doctor and ability to check all courses this customer had c past plus how many sessions there are available how many sessions have been used how many installments have been paid and what remains to be paid in which case I will change the status to this meeting in arrived and press the update button the meeting is updated and me they have a purple color talking about the calendar we have integration that is real-time integration between the software calendar and your smartphone calendar and you can you have access to the calendar on the go from ours dedicated mobile application you have a real sync feature there which will move all appointments to your calendar if that helps we can even provide you with an i call and you can integrate into any calendar you want to even if you use the app or no these are the details of calendar I'll talk to you later about the contacts feature back to the main meeting what we would like to do in this scenario you want to set paid frustration takes payment process the payment click on the appointment page then on the right side you will find to see treatment in the card you will be able to To see discount applied to this loyal customer the client is selected customer balance, if any option to access profiling courses like good plus an option to access the historical ones meetings at the top of this pre-application card or other payment method you have to select an employee from list so that the system knows where to you place the commission in case you are work based on commissions with your employees as a payment method you can activate any payment method that wishes to you can use a card payment cash payment card redemption direct debit voucher discount for paying with a loyalty card we have a wide range of partners for payment solutions from payments with credit cards debit cards direct debates payment machine at the desk etc if you hit another payment you will be able to see others payment methods from our integrations of course we can to also add a custom payment method in order to see at the end of the day in the end report of the day how many payments you have and which ones payment method you have there how which was paid in this example I will choose cash payment yes, I would like to keep the client the receipt to sell more products. then you will be able to see invoice preview and again the invoice can be customized. with any logo colors in any way or form Your business may need you can print it or not, it will work recorded in the customer account history plus in the reports section and you can print it at a later stage. too in addition, we can automatically send the invoice by email after payment is completed even via SMS text list of services located on the left side. the second one on the menu you will have access to the Services. list we will offer you to organize and import your the services you offer. providing to your customers With a duration with a price a plus that can provide this treatment in business you shouldn't worry if the treatment it will cost more or less based on how small, medium or large is the area that treat because you can change the price at any point in time within the duration in this example I will look at section "Services for ladies then you will be able to see the subcategories laser facial pedicure waxing training body massage etc. if I go for laser hair removal treatment I will be able to have a large area on average small area x large whole body, you have the opportunity to personalization in any way or form duration plus to determine the who is able to provides this treatment from Access Control List section after importing your procedures anyone can book appointments based on permission from the calendar tab