02. BOOKING A SERVICES TYPE APPOINTMENT

 Please access the calendar so you can book your first appointment.

Click on an empty time slot on the Calendar for the desired Staff and choose the “Add Appointment” option from the window that opens up (this will automatically select the staff and time in the New Appointment window) or press the “New Appointment” button from the top section of the page.

- Select a service
After you have chosen the service or services for the appointment, the next step is to select the client.

- Select a client
The client can be selected by searching the client details from the “Search Client” field.
Clients can be searched by name, phone (mobile or home/work), email address and postcode.

To finalize the creation of the appointment press the green “ADD” button.

Change the Appointment Status

In the software, you will encounter different appointment statuses. Each status has its own colour as follows:

Add Notes

Add medical notes directly from the appointment window using ready made clinic note templates.

Take the payment

In order to take the payment, open the appointment window, then click the "Set Paid" green button. Finalize the order by using the CASH / CARD buttons.

In the knowledge base we have specially created a section called "Calendar" that will show you how to book an appointment, change the appointment status, take notes and create a receipt.

 

 

 

To book a service type appointment:

1) Click on an empty time slot on the Day Book for the desired Staff and choose the “Add Appointment” option from the window that opens up (this will automatically select the staff and time in the New Appointment window) or press the “New Appointment” button from the top section of the page.

Example of booking an appointment by clicking on an empty spot:

 

You can also add a new appointment by pressing the “New Appointment” button located on the top section of the page:

After you have pressed the “Add Appointment” or “New Appointment” buttons, the “New Appointment” window will open up:

 

This window is divided into 2 columns:

The “DRINKS” and “RESOURCES” options are covered in their corresponding User Guide sections below the “BOOKING A PATCH TEST TYPE APPOINTMENT” section.

The “Services” type appointment is the default selection of the “Appointment type” field when adding an appointment.

If you have multiple branches and wish to change the location at which the appointment is created, you can use the “Salon:” drop box (top left) to select a different location.

If you wish to change the date at which the appointment is created (defaults to selected Day Book day) you can change it from the “Date:” field (top left); click on the field and select the date from the calendar.

On the right column we have the services list of the appointment.

The services are selected through the “Select Service” select box.

By default when the “New Appointment” window opens, the select service will be opened and focused so you type directly the service name.

 

When you have found the service, press the Enter key or click on the service to add it to the list.
You can also navigate through the search results by using the up and down arrow keys on the keyboard.

The “ADD TO LIST” adds the service that is already selected in the “Select Service” select box.

This is useful when you wish to add the service a second time in the list; the system will prompt you to confirm that you wish to add the service a second time to prevent adding it by accident.

 

When adding services that have 0 as price (open price) the system will prompt you to enter the price for the service that you wish to add to the list.

When adding a groupon service the system will ask you to specify a valid groupon code for the service.
The code is marked as used when the appointment is created, groupon codes can only be used one time.

 

To select a service from the services list, click on it.
The selected service will be displayed with a blue background.

The “REMOVE FROM LIST” will remove the selected service from the services list.

If no service is selected in the list then pressing this button will result in the removal of the last item from the list.

The “CLEAR LIST” button will remove all services from the list.

When the services list is modified by the addition or removal of services the system will display the number of services, calculate the total duration of the appointment and load the staff list that are authorized to perform all the services and are available for booking (have a free time slot available for the duration of the appointment).

The system will maintain the chosen staff if the new appointment window was opened by clicking on an empty slot in the Day Book but, if it cannot find a free time slot for the desired staff then it will automatically select the first available staff that can perform all the services from the list.

After you have chosen the services for the appointment the next step is to select the client.

The client can be selected by searching the client details from the “Search Client” field.
Clients can be searched by name, phone (mobile or home/work), email address, postcode and the courses card barcode.

Upon typing in the “Search client” field the client will show up below the search box; click on it to add it to the “Select client” drop box, the client will be selected automatically after it has been added to the list.

The “Select client” drop box lists the most recent clients with activity, if the client you are looking for is not present in the list then you have to use the “Search client” field to add it to the list.

Example:
Search for the client and click on his/her name in the results below the search box.

After the client has been added from the above example it will also be automatically selected in this drop box.

 

After a client has been selected the system will also show the “Client Notes” and “Clinic Notes” buttons which will both open the windows discussed in the client profile section of the User Guide.

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If the client that you wish to add an appointment for is not present in the system (new client) then you can add the client directly from here:

To do this select “New Client” from the “Select client:” drop box and enter the client details.

The appointment title field can be used to specify the title that you wish the appointment to have.

If left blank it will behave in 2 ways:

You can also select the “Type” field (e.g. Walked in, Email, Phone) to help you identify your appointment sources in the reports.

The values present in the “Type” field are managed from within the admin area.
Please refer to the Admin Area / Appointment Type section of the User Guide for more details on how to add or remove entries for the “Type” field.

You can also specify notes that will appear in the appointment details window by filling in the “Appointment Notes” field.

To finalize the creation of the appointment press the green “ADD” button.