Configuring Appointment Preferences

Note:  In addition to configuring the appointment preferences listed below, you need to enter your hours of operation before you can schedule appointments on the Appointment Book.  Click here for instructions.

  1. Select Data > Business Information and Preferences.

The Business Information window displays.

  1. Click Edit and click the Preferences tab.
  1. Complete the following:

  1. In the Increment field, select the increment at which to book appointments on the Appointment Book.

  2. In the Max Appt Books Open field, specify the maximum number of Appointment Book windows that users can open at any one time.

  3. In the Remove appts older than _ months field, specify the number of months after the appointment date that you want old appointments deleted from the Appointment Book.

Important:  This deletion only removes the appointment details stored on the Appointment Book and does not remove details from a client's history.

  1. In the Auto NOSHOW after _ mins field, specify the number of minutes after a client's scheduled appointment time at which to mark the client as a no-show.

  2. In the Start Week View on field, select the day to use as the first day of the week for the Appointment Book.

  1. Move to the Preferences list and make selections using the following table as a guide:

Preference

YES

NO

Auto-Check Pending Cancellations After Delete, Move, Edit

Select to display a list of clients on standby when an opening arises due to a cancellation or rescheduling.

Select if you do not want to remind employees to fill the opening with a client who is on standby.

Automatically adjust services start times in appt editor

Select so that when you change the start time for a service on the Appointment Editor, Millennium adjusts the times for the other services in the appointment automatically.

Example:  If a client has three services scheduled for the same appointment and you change the start time for the first service, Millennium adjusts the times for the other two services automatically.

Select if you do not want Millennium to adjust the start times for services automatically.

Display Appointment Notes in Register

Select to display the appointment notes for a client during ring up.

Select if you do not want to display appointment notes during ring up.

Display Appointment Notes When Checking In

Select to display the appointment notes for a client when they check in for an appointment.

Select if you do not want to display appointment notes during check in.

Display Client/Appointment Counts Row in Appointment Book

Select to display the Counts indicator on the Appointment Book to show the number of clients and appointments for each employee.

Note:  The Counts indicator displays on every employee's column below the Percentage Booked indicator.

Select if you do not want to display the Counts indicator.

First Available Manager: Default Pre-Book Value

Select to make the Book as PreBook option on the First Available Manager selected by default.

Select to make the Book as PreBook option deselected by default.

First Available Manager: Honor Employee Column Order Default

Select to make the Honor Employee Column Order option on the First Available Manager selected by default.  This feature configures the First Available Manager to search for available openings with employees based on the employee column order of the Appointment Book (left to right).

Select to make the Honor Employee Column Order option deselected by default.  When you deselect the Honor Employee Column Order option, Millennium locates openings randomly.

First Available Manager: Masking Default Value

Select to make the Use masking (if exist) option on the First Available Manager selected by default.  You should only select this option if you use masking intervals on the Appointment Book.

Select if you do not use masking intervals on the Appointment Book.

Force Cancellation Reason When Deleting an appointment

Select to force employees to select a cancellation reason when cancelling an appointment.

Select to allow employees to delete an appointment without selecting a cancellation reason.

Hide appointment book toolbar inside an Options button

Select to hide the navigation tools on the Appointment Book toolbar.  Once you select this option, you can access the navigation tools by clicking Options on the Appointment Book toolbar.

Select if you do not want to hide the navigation tools on the Appointment Book toolbar.

Include Tax in Price In Appt Editor

Select to include sales tax in the prices shown on the Appointment Editor.

Select if you do not want to include sales tax in the prices shown on the Appointment Editor.

Only Show Emps Working on Selected Day

Select to show employees on the Appointment Book if they are scheduled to work on the selected date.

Select to show employees on the Appointment Book even if they are not scheduled to work on the selected date.

Print Appointment Notes on Workticket

Select to print appointment notes on work tickets.

Select to print a retail purchase history on work tickets.

Prompt when a client has a ticket on hold and appt is changed

Select to display a prompt when employees attempt to book an appointment for a client who has a transaction on hold in the Register.

Select if you do not want to display a prompt when employees attempt to book an appointment for a client who has a transaction on hold in the Register.

Require Appt Category when Booking Appt

Select to force employees to select an appointment category when scheduling an appointment.

Select if you do not want to force employees to select an appointment category when scheduling an appointment.

Reset Confirmation to 'Not Confirmed' after Appt Moved

Select to reset the confirmation status for an appointment to Not Confirmed when you reschedule the appointment.

Select if you do not want to reset the confirmation status for an appointment when you reschedule.

Show Formulas on Workticket Regardless of Service Booked

Select to print all formulas/visit notes on work tickets.

Select to print formulas/visit notes for the scheduled service on work tickets.

Show Price in Appt Editor

Select to show prices on the Appointment Editor.

Select if you do not want to show prices on the Appointment Editor.

Show Running Late if Emp & Work Activity are Must Punch-In

Select to show the Running Late indicator when an employee is late to sign in for a work activity that has the Must Punch-In option selected.

Select if you do not want to show the Running Late indicator when an employee is late to punch in.

Use "Not Checked Out" filter automatically for previous days

Select to apply the "Not Checked Out" filter when viewing the Appointment Book for days in the past.  

Tip:  The "Not Checked Out" filter highlights the appointments for clients not checked out and grays out the appointments for clients checked out.

Select if you do not want to apply any filters when viewing the Appointment Book for days in the past.

  1. Click Appt Reminder.

The Appointment Reminder window displays.

  1. Complete the following as necessary:

  1. Click Work Ticket Preferences.

The Work Ticket Preferences window displays.

  1. Complete the following:

  1. In the Prompt Option field, select Display Prompts if you want to allow employees to select a size when printing a work ticket, or select Do Not Display Prompts if you always want to print default size work tickets.

  2. In the Select Size Option field, select the default size for work tickets.

  3. In the Select Sort Order field, select the order in which you want to print work tickets.

  4. Select Include Service prices on today's appointment(s) to display prices on work tickets.

  5. Select Show FORMULAS on the Work Tickets to display formulas/visit notes on work tickets.

  6. Select Include Prices on sales history to display the sales prices of previously purchased items on work tickets.

  7. Select Print One Ticket per Employee for Clients with Multiple Appts to print a work ticket for each employee when a client has multiple appointments with different employees.

  8. Select Check-In Appointment to check in a client for their appointment when their work ticket prints.

  1. Click Ok.
  2. Click X-Sell Settings.

The Cross-Sell Service Settings window displays.

  1. Complete the following:

  1. In the Maximum wait between services field, select the maximum number of minutes to leave between the primary service and any complimentary services sold as cross-sell opportunities.

  2. In the Number of Openings to search for field, select the maximum number of openings to display when trying to book a cross-sell opportunity.

Important:  You must select a number greater than zero if you are going to link services to cross-sell opportunities.

  1. Click Ok.
  2. Select "General" in the Category field.

  1. Move to the Preferences list and make a selection using the following table as a guide:

Preference

YES

NO

Include Block Time in Productivity and % Booked

Select to include block time in the productivity and percentage booked calculations used on the Appointment Book, Appointment Monitoring Station, MA060: Employee Productivity report, and MA200: Growth Indicators Analysis report.

Select to exclude block time from being included in productivity and percentage booked calculations.

  1. Select "Monitoring Station" in the Category field.

  1. Select one of the following options in the Monitoring Station Rebook Definition field:
  1. In the Rebook can occur up to field, specify the maximum number of days after an appointment that a client can book their next appointment and have thle next appointment considered rebooked.
  2. Click the Fields tab.
  1. (Optional) In the Appointment field, type the term you use for service appointments.

Note:  The term you type replaces the word "appointment" in the names of fields and windows throughout Millennium.

  1. Click Save.

 

related links

Appointment Setup

Daily Tasks - Appointments