Appointment Booking Screen

An overview on booking appointment window and all its options

You can either double-click on any empty time slot on the calendar or click the Add New Appointment button on the left side of the Calendar to get to this screen. 

Once you select the Add New Appointment option, you will see a new popup to input the details needed to book a new appointment.

Appt Date/Time

If you double-clicked on top of a time slot on the Calendar to get to this screen, the date and time will be filled in automatically. You may change the date and time here if the client has changed their mind or if an incorrect time slot was selected.

Add an Employee

If you double-clicked a time slot to get to this screen, the employee will be filled in automatically. If you chose to use the "New Appointment" option to schedule the appointment, select the employee that will perform this service by clicking the small drop-down arrow, and choose the employee from the drop-down list.

Add New Client

The following screen will open when you click the New Client button on the Book Appointment screen. Enter the information that the client provides and click Save. A client record will be created to store the client's data. 

Select a Client

The first step to scheduling an appointment is selecting a client. Start typing the first or last name of the client in the Client field to narrow down the search. Typing a name into this field will populate names into the Client field. You may also click on the drop-down arrow in the Client field to get a drop-down list of clients that you can select from.

Client Details

Click the Client Details button to instantly allow access to view and edit the selected client's information.

This button will appear when a client is selected for booking, replacing the Add Client button. This is very useful for updating telephone numbers, addresses, etc. on the fly. You can also view purchase history, appointment history, and view/add formulas from the client details.

Select a Service

Click the drop-down arrow to select the service that you are booking an appointment for from the drop drown menu. You can also start typing the name of the service into this field. You can also use the magnifying glass to search for services by Item Id, barcode, department, class, and inventory type.

Appt Type

You may select the appointment type from this drop-down menu so you can keep track of you types of clientele. You may also create your own appointment types here. This option is not required.

• New Client
• Shop Client
• Repeat/Request
• Referral
• Custom Appointment Type

Resource

If a resource (Manicure Station, Massage Room) is required for this service, click the drop-down arrow to select the resource from the list. If you have selected a Resource Group applied to the service you have selected for this appointment, the resource will be automatically selected. This option is not required.

Resource 2

You can select more than one resource if you need to. This option is not required.

Group

You may select a group if you have created one already from the Manage Groups/Parties window. This can be used if a family or a bridal party comes in and wants the same or different services at once.

Adjust Service Times

The three items in this area are the default times that you set up for this service in the Services List or the specific time that you have set up for each employee under their Qualified Services list in the Employee List. You can edit these times during booking if needed.

• Init (Initial) Time
  
  All service items need a time filled into this field. It is the best estimate of the time it takes to perform the service. Use 15-minute increments only. For example, 1 hour would be entered as 60, or a half-hour would be entered as 30. For most service items this is the only time needed. For a chemical service, this would be the amount of time that it takes to apply the color or chemical to the hair.
  
  
• Process Time
  
  Enter a time using 15-minute increments here if a delay is required during this service. For example, this would be necessary you apply color and must wait 30 minutes for processing time before you rinse and style. Entering a time here will allow you to schedule another service with a different client during this time. This allows you to maximize the use of the service provider's time. If you enter a time here, you must enter a "Completion Time".
  
  
• Completion Time
  
  Enter a time here only if you entered a "Process" time above. This is the time it takes to finish the service after the delay.

Daily/Appt Notes

Daily Notes: These notes will only appear when you are booking an appointment for that particular client only for that day

Appt Notes: These notes will only appear for this appointment only for this client only.

These notes will also show on the hover tool tip on the appointment.

Book Appointment

This button will save the information you have entered, close this screen and bring you back to the Calendar screen.

Book & Continue

Click this button to book the first service. The schedule appointment screen will remain open with the same client, employee, and date selected. The time will change to the next available time slot. All you will need to do to book an additional service is select the service, edit the service time if necessary, and select Book Appointment.

Cancel Changes Button

Click this button to cancel any changes you have made and return to the Calendar screen.

Booked By

Enter the initials of the employee booking the appointment. If you do not see this field available, it can be enabled in security profiles.

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Extras Tab

This tab allows you to attach any services or products to an appointment without taking the additional time or booking another appointment. Anything listed here will transfer to the sales register when checking out the appointment.

History tab

The History tab allows you to view a client's service history when booking an appointment. Double-click one of the services under History to populate the service selection for the appointment currently being booked.

Prepaids tab

The Prepaids tab allows you to view a client's prepaid information when booking an appointment. Double-click one of the services under Prepaids to populate the service selection for the appointment currently being booked. This allows clients to utilize their prepaid services, and when they are checked out, the amount due for that service will already be set to zero as they've already paid for the service. 

Formulas tab

The Formulas section will show formulas for the client selected.

Notes (Client Notes)