Scheduling an Appointment for a New Client

Method 1

Manually scan the Appointment Book and double-click an available opening.

Tip:  You should use this method if the client wants to schedule an appointment for one service later today or tomorrow, and you have time to define a new profile for the client.

• Instructions

  1. Click on the toolbar.

  The Appointment Book displays.

  2. In the Date field, select the date when the client wants to book the appointment.
  3. Move to the column for an available service provider and double-click on the time that the client wants to book the appointment.

  The Appointment Editor displays.

  4. Click .

  The Client Information window displays.

  5. Define a profile for the new client and click Save.

  The client's details transfer to the Appointment Editor.

  6. In the Services table, complete the following for each service the client wants to schedule:

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

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

  Tip:  If the Service Add-on Selector window displays, ask the client if they want to purchase any of the add-on services listed.  Select the desired add-on service(s) and click Ok, or click Cancel if the client does not want to purchase any of the services.

  Important:  The Employee Double Book window displays if the time required for the service causes the employee to become double-booked.  Complete one of the following to resolve this issue:

  • If you want to ignore the conflict and schedule the service, click Ok and continue entering details for the appointment.

  • If you want to schedule the service with another employee, click Ok and select another service provider in the Employee field.

  • If you want to exit without scheduling an appointment, click Cancel twice and click Yes.

  3. In the Resource field, select the resource required to perform the service.

  4. In the Gender field, select the client's gender preference for service providers.

  5. In the Initial, Gap, and Finish fields, adjust the times if the client needs more/less time.

  7. Complete the following as necessary:

  1. In the Category field, select a relevant appointment category.

  2. Select Prebooked to mark the appointment as being prebooked.

  3. Deselect Perform Cross Sell Scan if you do not want to display cross-selling opportunities for the selected service(s).

  Tip:  If you select this option, a list of cross-selling opportunities displays when you attempt to save the appointment.

  3. Select Do not Confirm if the client does not want to receive a confirmation for the appointment.

  4. In the Notes field, types notes about the client and select the following options as necessary:

  • checking in = Select to display the notes during check in.

  • ringing up = Select to display the notes during ring up.

  8. Verify the appointment details with the client and make corrections as necessary.
  9. Click Save.

  • If the Employee Double Book window displays, click Ok to ignore the conflict and schedule the service(s).

  • If the Cross-Sell Opening List window displays, ask the client if they want to purchase any of the complimentary services listed.  Select the desired service(s) and click Book It, or click Close if the client does not want to purchase any of the services.

   

Method 2

Use the First Available Manager to scan the Appointment Book for an available opening.

Tip:  You should use this method if the client wants to schedule an appointment in the next available opening, if the client wants to schedule up to three services for the same appointment, or if you do not have time to define a new profile for the client.

• Instructions

  1. Click on the toolbar.

  The Appointment Book displays.

  2. Click 1st Avail on the left side of the Appointment Book.

  The First Available Manager displays.

  3. Complete the following based on the scenario:

  • You need to schedule an appointment without defining a client profile = Click the Male/Female button.

  • You have time to schedule an appointment and add a client profile = Click , define a profile for the new client, and click Save.

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

  5. Complete the following for the service(s) the client wants to schedule:

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

  2. In the Employee field, select the client's preferred service provider or select "ANY EMP".

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

  4. In the Resource field, select the resource required to perform the service.

  6. Complete the following as necessary:

  1. Select Book as PreBook to mark the appointment as being prebooked.

  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 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.

  4. In the Num of choices field, select the number of choices to display in the list of available openings.

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

  7. Click Scan Now.

  A list of available openings displays.

  Tip:  If there are no openings available, adjust the entries in the Date/Time Range for Client section and click Scan to perform another search.

  8. Select the desired appointment time.
  9. Click Book It.
  10. Click OK.

   

related links

Scheduling an Appointment for an Existing Client

Scheduling a Standing Appointment

Scheduling an Appointment for a Package

Scheduling Appointments for a Group

Ringing Up an Appointment