To manage specific appointments, start by clicking a booked appointment on your Staff Calendar.
From there, your Booked Appointment Detail page will pop up (see below).
This page allows you to manage and perform a number of different tasks such as:
- Manage Client
- Make a Payment
- Mark as Completed
- View Update History
When you click on 'Manage Client', you are re-directed to your 'Client List' > client profile of the member who booked the appointment. The Client List article talks more about what you can do from a client's profile!
Make a Payment
If your client has yet to pay for their appointment, you can manually do so here. Under Payment & Status > click Make Payment. You'll have the option to have the member pay cash or add the appointment to their monthly invoice. Once you've selected the payment type, click on Complete Payment and the appointment is now paid for!
*Note: Under your Appointment Type settings you have the option to require payment at scheduling. If this is checked off the member will have to pay for the appointment upon signup. If it is unchecked they don't have to pay immediately upon signup and the above steps may be taken to complete the payment.
For more information about this setting, check out our Appointment Type article!
Mark as Completed
You can also mark an appointment as completed. Marking an appointment as completed is important because it marks the staff member as having successfully completed the appointment as scheduled and will show up on your Coaches Classes (Payroll)report.
To mark an appointment as completed click Payment & Status > Mark as Completed > Select the Time of Day and Date the appointment was completed > click Mark Completed.
To get to your Coached Classes (Payroll) report, toggle to Income Reports > Coached Classes (Payroll) Report at the bottom.
View Update History
To see what actions have been performed on an appointment, click on View Update History underneath Manage Client.
When clicked, an update history will appear with the date, time and overview of the action performed. Whether you Transferred, Rescheduled or marked an appointment as completed the View Update History will contain all changes made.
To reschedule an appointment, click on the Reschedule button in the top right-hand corner of the page >
A list of dates and times to choose from will pop up > Select a date and time to reschedule for and click Reschedule Appointment
You can also perform a Manual Reschedule where you enter in the date and time you would like to reschedule the appointment!
To transfer a booked appointment to be done with another staff member at the same or different time, click on the blue Transfer button at the top right-hand side of the page. From here, you'll be given the option to transfer to a different staff member at the same date and time OR transfer the appointment to a different staff member at a different time.
Example: You want to change Arthur Arnold's Acupuncture appointment at 9 a.m. with Michael Trosen to a 5:30 a.m. with Ian Brady. No problem, just click on the appointment you wish to transfer on your Staff Calendar > click Transfer > scroll down to the 5:30 a.m. option with Ian Brady > click Transfer.
The next screen will ask you to confirm that you wish to transfer this appointment from the previous staff member/time to the newly selected staff member/time. Once you click Transfer Appointment you're all set, the appointment has been transferred!
To cancel an appointment from the Staff Calendar, click the appointment you wish to cancel > go up to the top of the page and click the red cancel button > a cancellation confirmation will appear, click Cancel Appointment. The selected appointment is now canceled!