Appointment Code Setup
Appointment Code Setup is where all appointments available need to be created. Appointment Code Setup will also be utilised when making any changes to your appointments.
Creating New Appointment Codes
New appointment codes are created in “Manager” - “Appointments”.
Click on the “Appointment Codes” icon.
Click on “Green Plus” to create a new appointment.
Enter the “Code”, which is at maximum an 8-character code that will be displayed on screen when the appointment is booked into the diary.
Enter the “Description” of the appointment.
An optional “Long Description” can also be entered, which can be displayed in “Reception” when booking an appointment. It can be used to state the brochure description or be used for sales points.
Select the relevant “Category” from the drop-down list.
Select the “Length” of the appointment from the drop-down menu.
If the appointment is a hairdressing appointment and it requires a development time or linking appointment, select “No Room Required” and then tick “Appointment Link Available”.
The “Wait Time” box is now available to select the amount of time required for the service to develop.
Please Note: It is very important that the “Income Centre” is correctly allocated. If there is no “Income Centre” allocated, the money taken for the appointment will appear under –None- and therefore the “Income Centre” reports will not be accurate.
Ensure the “Interval” is set to the correct length; this cannot be changed once the new appointment has been confirmed.
Specify which gender the appointment is suitable for by selecting “Male”, “Female” or “Either”.
Finally, ensure you allocate a site.
Once you have done the above, ensure you click the "Green Tick" to confirm.
If you are a multi-site property, you can insert alternative details for each site if required.
Highlight the site from the “Site” box on the left and edit the information in the “Alternate” boxes shown below.
- “Prompt For Medical on Arrival” - when this is ticked and the appointment type is booked, the system will prompt for a medical questionnaire to be completed.
- “Print Client Card on Arrival” – when this box is ticked, every time a client is arrived for the selected appointment their “Client Card” will automatically print out.
- To ensure your appointments can be booked online, you will need to tick the “Web Bookable” box.
If the appointment requires a “Patch Test” to be completed, you can attach the patch test to the appointment code and this will then prompt for completion of that patch test prior to the service taking place. You will need to ensure you have created “Patch Test” types - this can be found in “Manager” – “Appointments” – “Patch Tests”. Once created, they will then be available as a drop-down option on the appointment code as shown below:
If the appointment is only available between a certain period, you can enter a “Start Date” and “End Date”. This appointment will then only be bookable between those dates.
“RSI Points” – can be entered to monitor the number of strenuous treatments a therapist can complete in one day. This is the number of points per appointment. You will have an “RSI” section on “Staff Setup” that will also need completing.
If the appointment is not available yet, enter a “Start Date” and the appointment will bookable after that date.
Staff Allocation and Room Allocation
These two tabs allow you to instruct the system of the staff members and room capabilities. Any appointments then not allocated to a staff member or room will not be physically bookable on the diary.
You will need to look at each tab individually, however they work in the exact same way. On each tab, move over the staff members / rooms (that are capable of that particular appointment) from the left to the right. To move over all staff / rooms use the “>>”. If you need to move staff / rooms individually, click on the name in the unallocated box to select and move over using the “>”.
If there are different prices for staff members, these can be set within the “Pricing Structure” screen.
This tab will only be accessible if you had, on the “Enterprise Details” tab, ticked “No Room Required” and “Appointment Link Available”. You will need to do this on both appointments that you want linking together. Then, move the appointments available (as the next link) from the unallocated box on the left to the allocated box on the right.
Within this tab, you can assign appointments that are not advised to be carried out either before or after the selected appointment with a restricted time interval.
Select the appointment from the list of “Non-Indications” and move over to the right-hand box using the “>”. You then need to select from the drop down the waiting interval that is acceptable between the two appointments. You will notice you can restrict this down to “Days Before”, “Hr: Min Before”, “Days After”, “Hr: Min After”.
The “Message Type” is the action you prefer the system to prompt when the two appointments are booked within the period you have stated. “Warn” will show you an informational message but allow you to continue with the booking, whereas “Deny” will show you an informational message but not allow you to continue with the booking.
The set-up of “Medical” works in a similar way to setting up “Contra-Indications”. You will have a list of your medical conditions on the left and you need to allocate those that may affect the appointment to the right-hand side. This can be done by allocating from the drop down menu whether it will warn the user or deny the appointment being booked.
The appointment can have stock allocated to build an 'ingredients list' of what is needed to carry out the treatment. This will then be able to provide you with a calculation of your expected stock usage, and if you are marking your professional products as used within the “Stock Usage” feature on “Reception”. The report will then be able to calculate your expected levels compared to actual usage.
Select the “Manufacturer” and “Category” from the drop-down list and click update to show a list of those products. Select the product required from the list, move the product over to the “Allocated” box and enter the quantity suggested to be used per treatment.
Within this tab, you can allocate products in the same way as above. However, this is to suggest products that can be retailed to the client to compliment the treatment they have received.
RELATED PROMPT SHEETS
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