PRICING TIER: All
APPOINTMENT VERSION: Single & Multiple
You have now completed the Set-Up Wizard and answered some basic questions regarding your intended application for Appointment-Plus software. It is important to remember at the outset that any of the default terms and preferences you start with as a result of the Set-Up Wizard can be changed at any time. More importantly, please also remember that you have the capability to customize Appointment-Plus software to fit virtually any appointment, event, or scheduling needs you may have. Appointment-Plus functionality and options are unparalleled in the industry – it’s simply a matter of taking a bit of time to learn your way around the system.
Please keep in mind that each Appointment-Plus account is customized by specific terms during the Set-Up Wizard process (these can be changed at any time). Therefore, your system tabs may have different names than those depicted in this Starting Guide but will be located in the same place. For example, a business application may use the term “customers” while a doctors office may use the term "patients" and a college may use the term "students" for the same system functionality. Your account might use the term "appointments" while another might use the name "reservations". Although the names of the tabs may differ, the functionality and location of the tabs remains the same.
The basic navigation for your Appointment-Plus account is controlled by the colored tabs running along the top of the Site Administration page (see "Navigation Tabs" in Figure 1). Clicking on any one of these tabs will take you into that area of the system. The Appointment-Plus system operates better utilizing these tabs rather than utilizing the "Back" and "Forward" buttons on your browser.
Your Site Administration view depicted in Figure 1 is also the Appointments Tab view. Clicking on the "Appointments" tab of the Navigation Bar will refresh this view. The view may change as you add schedules for Staff Members, Rooms, etc. The Appointments tab page is also where you will add, change and cancel appointments if you are doing so from an administrative perspective. To schedule an appointment from this administrative side of the system, you will simply click on the desired open time slot on the Appointment Grid, or the designated () icon.
The Site Administration view in Figure 1 is NOT the view that your customers will utilize when scheduling, changing, or canceling their own appointments – assuming you choose to allow this functionality. The Customer View side of the system can be accessed by the "Preview" link in the "Customer View" drop down (see Figure 1) in the top header. The Customer View can be customized to match your colors and content. Notably, the "Book Now Buttons" link on the left side of the "Preview Customer View" page will give you access to multiple buttons to put on your own website. These buttons will tie your Appointment-Plus Customer View to your own website. Customer View pages can look like the two examples below:
As the two Customer View examples above indicate, you are free to change the default header of the Customer View. Figure 2 demonstrates the Customer View system defaults, while Figure 3 shows just one of many different types of Customer View interfaces you can create with your account. The text and color scheme for your customer view can be accessed by the "Pages/Text" and "Layout" navigation tabs on top of Site Administration.
The most important navigation tab for setup purposes is the "Settings" tab. Click on the Settings tab on the Navigation Bar to setup your organization's profile information and other options. This includes Open Hours, Closed Days, Payment Information, Preferences, E-mail Notifications, etc. This is displayed in figure 4 below.
The first step in setting up your system from the Settings tab is to set your "Open Hours" (see Figure 4). The hours you select for the organization should include any time services are offered. For example, even if you only offer services the first Sunday of every month, make sure to include those hours in the Open Hours schedule. You will be able to block Sundays you don't offer services later. You can also check a box on the page to apply the same working hours to your staff member schedules. If you're Staff Members work different shifts, you will be able to customize their schedules within their profiles. Once everything is completed, click the "Update" button to save your changes.
Your next step is to set your Closed Days. Click on the "Closed Days" link displayed below the "Open Hours" on the left (see Figure 4). From the Closed Days page, you can select dates during the year that your organization is closed for all appointments. One example might be Christmas Day, Easter, New Years, etc. Days off for specific Staff Members or resources can also be added within each Staff Member profile.
In addition, the Settings section contains the important "Preferences" links that provide you with the many different options for customizing your account to fit your application. It is important to look through these preference links to fully understand the options available to you. Your account preferences are divided into separate sections, each controlling the referenced topics. For example, the link for "Appointments" under the preferences label controls how appointments are scheduled, while the "Customer View" preferences controls your customer scheduling experience. Please take a few minutes to explore the preference links to see the options available to you.
In addition to the system preferences, the Settings section also contains the "Notifications" link on the left below the preference links. The Notifications section provides you full access to setting up e-mails you want the system to automatically send to Customers and/or Staff Members. You can decide which e-mails to utilize, the language of the e-mails and the source of the e-mails. E-mails marked as "Active" will be sent, while e-mails set to "Inactive" will not be sent to your Customers and/or Staff Members.
Services (What customers set Appointments for) are one of the first things that you will need to set up in your account. Services may vary depending on your application of the system and the type of scheduling you need. They may not even be called "Services." For some, Services are simply called "times needed" or something similar. A hair salon’s services might include haircuts, color and extensions. A physical therapist’s services might include exercises, electronic stimulation and massage. Along with "Services", you can also add "Add-On Services" and "Events" with the "Type" option within the service profile. To get started, click on the "services" tab on the top Navigation Bar, then select the "Add New Service" link from the left. Your "Add New Service" page should look something like this:
Add as many Services, Add-On Services, or Events as desired. These will be the default settings for your Services, but later you will be able to customize the days these are available, the cost, or duration per Staff Member. There is also a "Services Preference" page within the "Settings" section where you can further customize the options for Services.
Individual Staff Member profiles/schedules can be built and customized by clicking on the "Staff Members" tab on the top Navigation Bar, then selecting the "Add New Staff Member" link from the left panel. The page to add a new Staff Member should look like Figure 6 below.
While adding a new Staff Member profile, you are able to add the following details:
Once you have completed your first test appointment, you are ready to explore more of the system features to see how you can customize it for your application needs. Make sure to take advantage of your free training session with your Setup Coach during your trial period. An e-mail explaining the training session should be in your e-mail inbox, or access the link to next to your setup coach picture within your account. Your setup coach will be able to explain features in more detail to help modify your account to your needs. Also make sure to utilize our KnowledgeBase to access help articles to explain the various features of Appointment-Plus. Check the KnowledgeBase often to see the latest features and news for Appointment-Plus.
21st of January, 2014