Scheduling an Appointment for an Existing 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.

• 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. In the Client field, type the client's name in "lastname,firstname" format and press Enter, or double-click in the field and locate the client's profile using the Quick Search window.

  The client's details display.

  5. 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, 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.

  6. Complete the following as necessary:

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

  2. Select Prebooked if you want 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, type 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.

  7. Verify the appointment details with the client and make corrections as necessary.
  8. 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 rebook an appointment for a service they received in the past or schedule up to three services for the same appointment.  You should also use the First Available Manager to check for an available opening whilst on the phone with a 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. In the Client Name field, type the client's name in "lastname,firstname" format and press Enter, or double-click in the field and locate the client's profile using the Quick Search window.
  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:

  If the client wants to rebook a previous service, select the service(s) they want to rebook.

  

  If the client wants to schedule different services, complete the following for each service:

  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.

   

Method 3

Use the Scan for Opening feature to scan the Appointment Book for an available opening.

Tip:  You should use this method if the client wants to schedule more than three services for the same appointment or schedule simultaneous appointments with their friends or family.

• Instructions

  1. Click on the toolbar.

  The Appointment Book displays.

  2. Click Scan on the left side of the Appointment Book.

  The Scan for Opening window displays.

  3. Select Prebook if you want to mark the appointment as being prebooked.
  4. In the Client Name field, type the client's name in "lastname,firstname" format and press Enter, or double-click in the field and locate the client's profile using the Quick Search window.
  5. In the Services table, complete the following for each service the client wants to book:

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

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

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

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

  6. (Optional) If you need to schedule simultaneous appointments for friends or family members, repeat Steps 4 and 5 to add details for each client.
  7. Select the days and times in which to search for available openings.

  8. Complete the following as necessary:

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

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

  3. 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.

  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.

  9. Click Scan.

  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.

  10. Select the desired appointment time.
  11. Click Book It.
  12. Click OK.

   

related links

Scheduling an Appointment for a New Client

Scheduling a Standing Appointment

Scheduling an Appointment for a Package

Scheduling Appointments for a Group

Ringing Up an Appointment