Scheduling Appointments for a Group

The Group Booking window allows you to schedule appointments for large groups of clients, such as bridal parties or corporate groups.

• Schedule a Group for the Same Services

  The following guide explains how to schedule appointments for a group of clients who all want to receive the same services.

  1. Select Appointments > Group Booking.

  The Group Booking window displays.

  2. Click Create New Itinerary.

  The Group Settings tab displays.

  3. In the Group Master field, type the name of the client making the booking in "lastname,firstname" format and press Enter, or double-click in the field and locate the client's profile using the Quick Search window.

  Note:  Every group booking must have a client that designated as the group master.  The group master should be the contact person for the group, as they will receive a confirmation of the appointments scheduled.

  4. Select the days and times in which to search for available openings.

  5. Complete the following as necessary:

  1. In the Maximum wait between services field, specify the maximum time the group is willing to wait between services.

  2. Select Use masking (if exist) if masking intervals are used for your employees.

  Note:  Masking intervals define the preferred interval at which you should schedule appointments with an employee.  Click here for instructions on how to define masking intervals.

  3. Select Book as PreBook to mark the group's appointments as being prebooked.

  4. Select Honor Employee Column Order to configure the scan to search for available openings with employees based on the employee column order of the Appointment Book (left to right).

  Note:  Openings are located randomly when you do not select this option.

  5. In the Appt Category field, select a relevant appointment category.

  Tip:  Appointment categories allow you to highlight the appointments for large groups on the Appointment Book, such as bridal parties.  Click here for instructions on how to define an appointment category.

  6. Select one of the following options:

  • Group Master As Paying Client = Select if the group wants to pay for all their services together and designate the group master as the paying client.

  • Individual Paying Clients = Select if the group wants to pay for their services separately.

  7. Click Next.

  The Group Itinerary tab displays.

  8. Complete the following:

  1. In the Clients field, select the number of clients in the group.

  2. Select Include Group Master to include the group master as one of the clients in the group.

  9. In the Services to Scan For table, complete the following for each service the group wants to schedule:

  1. Double-click in the Service field, select the service, and click OK.

  2. Select "<ANY EMP>" in the Employee field.

  3. In the Type field, select a relevant appointment type.

  10. Click Scan Now.

  A list of available openings displays.

  If there are no openings available, make adjustments to the desired dates and times in the Rescan Options section and click Rescan.  Repeat these actions until you are able to locate openings for every client in the group.

  11. Click Book Available Items.
  12. Click Yes.
  13. Click OK.

  The Itinerary Selection tab displays.

  14. Complete the following to give the group master a copy of the itinerary:

  • Send an email

    Note:  You must set up the Millennium.Mail service before you can send email confirmations of group booking itineraries.  Refer to the Millennium Services Setup Guide for instructions.

    1. Click E-Mail Itinerary.

    The E-mail Itinerary window displays.  

    2. Type a confirmation message.

    Tip:  You can define a standard confirmation message using the Group Booking E-Mail Template window (Management > Group Booking Email Template).  This allows you to save time when sending an email confirmation of a booking to the group master.

    3. Click Send.

     

  • Print a hard copy

    1. Select Sort by Client or Sort by Time to determine the order of appointments on the itinerary.

    2. Select Suppress employee/resource info to prevent the employees and resources for the appointments from displaying on the itinerary.

    3. Click Print Itinerary.

    A print preview displays.

    4. Click the Print button on the toolbar.

    The Print window displays.

    5. Select a printer.

    6. Click Print.

     

   

• Schedule a Group for Different Services

  The following guide explains how to schedule appointments for a group of clients where some want to receive Service A, Service B, and Service C , and the rest want to receive Service A, Service B, and Service D.

  1. Select Appointments > Group Booking.

  The Group Booking window displays.

  2. Click Create New Itinerary.

  The Group Settings tab displays.

  3. In the Group Master field, type the name of the client making the booking in "lastname,firstname" format and press Enter, or double-click in the field and locate the client's profile using the Quick Search window.

  Note:  Every group booking must have a client that designated as the group master.  The group master should be the contact person for the group, as they will receive a confirmation of the appointments scheduled.

  4. Select the days and times in which to search for available openings.

  5. Complete the following as necessary:

  1. In the Maximum wait between services field, specify the maximum time the group is willing to wait between services.

  2. Select Use masking (if exist) if masking intervals are used for your employees.

  Note:  Masking intervals define the preferred interval at which you should schedule appointments with an employee.  Click here for instructions on how to define masking intervals.

  3. Select Book as PreBook to mark the group's appointments as being prebooked.

  4. Select Honor Employee Column Order to configure the scan to search for available openings with employees based on the employee column order of the Appointment Book (left to right).

  Note:  Openings are located randomly when you do not select this option.

  5. In the Appt Category field, select a relevant appointment category.

  Tip:  Appointment categories allow you to highlight the appointments for large groups on the Appointment Book, such as bridal parties.  Click here for instructions on how to define an appointment category.

  6. Select one of the following options:

  • Group Master As Paying Client = Select if the group wants to pay for all their services together and designate the group master as the paying client.

  • Individual Paying Clients = Select if the group wants to pay for their services separately.

  7. Click Next.

  The Group Itinerary tab displays.

  8. In the Clients field, select the number of clients that want to receive the first combination of services (Service A, Service B, and Service C).  Select Include Group Master if the group master wants to receive this combination of services.

  9. In the Services to Scan For table, complete the following for each service in the first combination of services (Service A, Service B, and Service C):

  1. Double-click in the Service field, select the service, and click OK.

  2. Select "<ANY EMP>" in the Employee field.

  3. In the Type field, select a relevant appointment type.

  10. Click Add a New Service Group.
  11. In the Clients field, select the number of clients that want to receive the second combination of services (Service A, Service B, and Service D).  If not already selected, select Include Group Master if the group master wants to receive this combination of services.
  12. In the Services to Scan For table, enter details for the second combination of services (Service A, Service B, and Service D).

  13. Click Scan Now.

  The Itinerary View tab displays with a list of available openings for the group.

  If there are no openings available, make adjustments to the desired dates and times in the Rescan Options section and click Rescan.  Repeat these actions until you are able to locate openings for every client in the group.

  14. Click Book Available Items.
  15. Click Yes.
  16. Click OK.

  The Itinerary Selection tab displays with the group itinerary selected.

  17. Complete the following to give the group master a copy of the itinerary:

  • Send an email

    Note:  You must set up the Millennium.Mail service before you can send email confirmations of group booking itineraries  Refer to the Millennium Services Setup Guide for instructions.

    1. Click E-Mail Itinerary.

    The E-mail Itinerary window displays.  

    2. Type a confirmation message.

    Tip:  You can define a standard confirmation message using the Group Booking E-Mail Template window (Management > Group Booking Email Template).  This allows you to save time when sending an email confirmation of a booking to the group master.

    3. Click Send.

     

  • Print a hard copy

    1. Select Sort by Client or Sort by Time to determine the order of appointments on the itinerary.

    2. Select Suppress employee/resource info to prevent the employees and resources for the appointments from displaying on the itinerary.

    3. Click Print Itinerary.

    A print preview displays.

    4. Click the Print button on the toolbar.

    The Print window displays.

    5. Select a printer.

    6. Click Print.

     

   

related links

Scheduling an Appointment for a New Client

Scheduling an Appointment for an Existing Client

Scheduling a Standing Appointment

Scheduling an Appointment for a Package

Ringing Up an Appointment