This article offers a basic overview, guiding you through the nuances of single or recurring bookings, shedding light on multi-capacity sessions, and providing insights into the specifics of unpaid bookings. We'll cover the fundamental aspects of booking appointments at the front desk, ensuring a clear understanding of the process.
Book an Appointment
From the main navigation menu select Appointment Schedule
Select Add a Calendar Event
Search for a client and select the client to be booked
Choose a location and staff member for the appointment
Select an appointment type, then choose Next
Select a time and date
Here, you can book an appointment during available time slots or, you can book an appointment to override all availability settings.
Only show slots marked as available, displays only timeslots entered under the staff member’s availability.
Override all availability settings (show all), book an appointment that occurs outside and within available timeslots.
Select a blue date dot on the calendar to choose an available appointment slot and choose a room
Select Book single appointment
Choose a Payment Method. Here you can choose an existing plan, purchase a new plan, or choose Book unpaid.
Choose a card for no-show and late cancel fees under Select card for late fees/no shows (optional)
Select Book
Book a Recurring Appointment
Recurring appointments can only be booked by staff and can not be booked by clients. It's important to note that booking recurring multi-capacity appointments is not possible at this time.
From the main navigation menu select Appointment Schedule
Select Add a Calendar Event
Search for a client and select the client to be booked
Choose a location and staff member for the appointment
Select an appointment type, then choose Next
Select a time and date
Here, you can book an appointment during available time slots or, you can book an appointment to override all availability settings.
Only show slots marked as available, displays only timeslots entered under the staff member’s availability.
Override all availability settings (show all), book an appointment that occurs outside and within available timeslots.
Select a blue date dot on the calendar to choose an available appointment slot and choose a room
After selecting Book recurring appointment, choose Add additional dates
Check the boxes next to the dates you’d like to book. If the room you selected is already in use the option on the checklist will not be selectable and will say - unavailable.
After you are done selecting the recurring appointment dates choose Continue
Select a Payment Method. Here you can choose an existing plan, purchase a new plan, or choose Book unpaid.
Choose a card for no-show and late cancel fees under Select card for late fees/no shows (optional)
Select Book
Using plans to book recurring appointments
If the total number of booked appointments is more than the number of passes remaining on a plan you will be prompted with a warning. The plan selected doesn't have enough passes to cover these appointments. You can proceed with booking (and resolve on settle) or choose another plan.
Multiple plans
You can not combine multiple plans at checkout to cover the bookings. For example, if you booked out 10 recurring appointments and the client had 4 sessions left on one plan and 6 sessions left on another plan, you can not select both, then book the ten recurring bookings. You must book four recurring appointments, select the 4 session plan, and complete those bookings. Then, go back to the appointment schedule and book the remaining 6 sessions using the plan with the 6 sessions remaining.
Auto-refilling plans
If a limited plan refreshes the system will only allow you to book using the sessions remaining and will not charge the client to cover the upcoming bookings. The system will allow you to book the sessions that will not be covered by the passes the plan has remaining as unpaid.
Book a Multi-Capacity Appointment (Duo/Trio)
When booking a multi-capacity appointment you will book the appointment for one client, following the steps as you would booking a regular appointment. Booking this appointment type works almost exactly like booking one appointment in that you book one client as you would a single session, then additional clients are added on to the parent appointment. Multi-capacity appointments must be booked one appointment at a time, you can not book recurring multi-capacity appointments.
Follow the steps for Booking a single appointment. After booking the first appointment, complete the following steps:
On the Appointment Schedule, find and select the first appointment
Select Add another person to this appointment
Search for a client and select the client to be booked
Select a Payment Method. Here you can choose an existing plan, purchase a new plan, or choose Book unpaid. Clients can not pay for another client’s appointment or share payment methods.
Choose a card for no-show and late cancel fees under Select card for late fees/no shows (optional)
Select Book
Repeat the above process for the additional clients
To identify multi-capacity appointments on the Appointment Schedule, the appointment slot will include a + and note the number of additional clients booked. For example, a duo will display +1 on the appointment slot tile.
Booking Unpaid
If you selected book unpaid, you will see a breakdown of fees and a payment summary. Below you can find details on how the Booking Fees and the Payment Summary sections are calculated:
Booking Fees
Appointment Fee: The appointment fee is the price of the appointment that is set under the primary settings of the appointment type. Note: If “use standard pricing” is not checked under the instructor pay rate details then this is fee is based on the instructor pay rate for the appointment type.
Subtotal: Subtotal is based on the appointment fee minus promo or discount if applicable.
Tax: Tax is set on a service level under each location.
Appointment Total: The appointment total is based on subtotal plus tax if applicable
Payment Summary
Total to be charged now: This is based on the deposit (if applicable) minus account balance or gift card (if applicable)
Balance due at time of appointment: This is based on the Appointment Total minus the deposit
Deposits
The Booking Summary page allows the client to buy a plan prior to the appointment or pay via card or cash for the deposit for a single appointment if your single session appointments require a deposit. If your appointments do not require a deposit, then your client will not pay upon booking. If your client uses a plan to book, they are not required to pay a deposit.
Common Questions
Who can book recurring appointments?
Only staff members can book recurring appointments. Clients can not allowed to book recurring appointments.
How can booked recurring appointments be edited or canceled?
Booked recurring appointments can only be edited or canceled one at a time, not all together. They look and work the same as single booked appointments.
What happens if there are conflicts in availability?
Conflicts, like room or instructor availability issues, are indicated by "Unavailable" in orange next to conflicting dates. However, appointments can still be booked despite these conflicts.
What if a client has a card on file?
If a client has a card on file linked to the plan used for a recurring appointment, the card cannot be deleted.
What happens to visits booked as part of the plan?
Any visits booked as part of the plan are immediately deducted from available passes.
How are clients notified of their appointments?
Email notifications will be sent with all booked dates, along with subsequent reminders for each appointment.
Why is my client prompted to pay when they have a plan that pays for the appointment type?
Currently, only the first instructor assigned to the enrollment appears on payroll. Any additional instructors will not be calculated into enrollment pay and will appear as $0 on payroll. Payroll will need to me manually calculated if the enrollment has multiple instructors.