Appointment Specific Options

Location: Toolbox => Setup => Options => Appointment Options

Summary

The Appointment Specific Options screen enables you to set many options to control how the Appointments module of your MINDBODY system operates. This page of the User Guide lists and describes each option, in the order in which they appear on the screen.

This menu choice only appears if you have the Appointments module enabled.

Appointment System Policies

Allow Client Booked Appointments

Checked: (Enabled) Clients can book appointments.
Unchecked: (Disabled) Clients can only request appointments.

Require Client Payment for Booked Appointments

Checked: (Enabled) Clients must pay for Appointments when booking online.
Unchecked: (Disabled) Clients do not have to pay for Appointments when booking online.

Auto Load Selected Client

Checked: (Enabled) By default, when you book an appointment, the most recent client that you were viewing is inserted in front of the "CLIENT:" field for a new appointment.
Unchecked: (Disabled) Your system will not book appointments with the last client you looked up automatically.

When Booking Appointments in Business Mode - Default Require Payment

Checked: (Enabled) By default, payment is required when a staff member books the Appointment
Unchecked: (Disabled) By default, payment is not required when a staff member books the Appointment.

Track Appointment Confirmations

Checked: (Enabled) Creates a status of Confirmed, which enables you to track which clients have confirmed their Appointments. The Confirmed Appointments are displayed in a different color in the Appointment Schedule screen.
Unchecked: (Disabled) The Confirmation status is not used.

Track Appointment Arrivals

Checked: (Enabled) Creates a status of Arrived, which enables you to track which clients have arrived for their Appointments. Arrived Appointments are displayed in a different color in the Appointment Schedule screen.
Unchecked: (Disabled) The Arrived status is not used.

Use Confirmation/Cancellation Numbers

Checked: (Enabled) Unique tracking numbers are created for each Appointment Confirmation and Cancellation. The numbers are displayed in the Appointment Details screen.
Unchecked: (Disabled) Tracking numbers are not used.

Use Gender Preferences

Checked: (Enabled) The system will default to searching for your clients' preferred gender for providers.
Unchecked: (Disabled) Gender preferences are not used.

Require Gender Preference At Booking

Checked: (Enabled) Staff members are forced to choose "None," "Female," or "Male" from the gender preferences dropdown whenever booking appointments. Clients will be forced to answer the same question when booking in Consumer Mode.
Unchecked: (Disabled) Staff and clients will be prompted, but not forced, to complete the gender preference field.

Store Gender Preferences

Checked: (Enabled) Stores a clients' different gender preferences as they vary for different appointments.
Unchecked: (Disabled) The gender preference is only stored with the appointment and not in the client profile. Retains a "None" gender preference in the client profile.

Use Session Type Levels

Checked: (Enabled) Allows for different levels to be assigned to appointments.
Unchecked: (Disabled) Session type levels are not used.

Consumer Mode Default Load Option

Appointment Search: The Find an Appointment screen is displayed when the client logs in and clicks on the Appointments tab.
Appointment Schedule: The Appointment Schedule screen is displayed when the client logs in and clicks on the Appointments tab.

Business Mode Default Load Option

Appointment Search: The Find an Appointment screen is displayed when the owner or a staff member logs in and clicks on the Appointments tab.
Appointment Schedule: The Appointment Schedule screen is displayed when the owner or a staff member logs in and clicks on the Appointments tab.

Disable Browsing Appointment Schedule in Consumer Mode

Checked: (Enabled) Only the Find an Appointment screen may be used by clients.
Unchecked: (Disabled) Either the Find an Appointment screen or the Appointment Schedule screen may be used by clients.

Allow Clients to Search by Session Type

Checked: (Enabled) Clients can search for appointments by session.
Unchecked: (Disabled) Clients cannot search for appointments by session, however, the session type may be altered in the appointment scheduling screen.

Appointment Start by Booking Time

Checked: (Enabled) Clients can search for appointments by their starting times; the search results are broken up into blocks of the session type length.
Unchecked: (Disabled) Clients cannot search for appointments by their starting times.

Only Allow Clients to Book First Available Appointment Spaces

Checked: (Enabled) Clients may only book the first available appointment space. This option only applies to the Find an Appointment screen.
Unchecked: (Disabled) Clients may book any available appointment space.

Restrict Client Booked Appointments to Bold Times

Checked: (Enabled) Clients may only book appointments which appear in Boldface.
Unchecked: (Disabled) Clients may book any available appointment space.

Pay Instructors for Late Cancelled Appointments

Yes: Instructors are paid for appointments even if the client cancels inside of the Late Cancel window.
No: Instructors are not paid for appointments that the client cancels inside of the Late Cancel window.

Check In/Check Out Default - Client Order

Appointment Time: Clients are listed in order by Appointment Time.
Client Name: Clients are listed in order by Client Name.

Sign In - Check Out Appointments

Checked: (Enabled) The Sign-In/Check Out functionality is available.
Unchecked: (Disabled) Appointments can marked as Arrived only, but cannot be checked out unless they are paid.

Duplicate/Overlapping Client Appointments

Checked: (Enabled) Clients can be booked into Appointments that overlap.
Unchecked: (Disabled) Clients cannot be booked into Appointments that overlap.

Require Resource for Appointment Booking

Checked: (Enabled) The proper resource will be assigned to a specific appointment upon booking. If the resource is unavailable, a different appointment time must be selected.
Unchecked: (Disabled) Resources are not required for appointment booking.

Schedule Windows

Opens: The number of days from today that clients can book in advance. A value of zero allows clients to book Appointments up to the end date of the Appointment Availability that you have created.
Closes: The number of minutes prior to the Appointment time that clients can schedule an appointment.

Cancellation Windows

The number of minutes prior to the Appointment time that clients can cancel without getting charged. (24 Hours equals 1440 minutes.) Set this amount for each program that your studio offers.

Enable Cancellations in Consumer Mode

If checked, clients have the ability to cancel sessions freely in Consumer Mode. If unchecked, clients will need to contact your staff in order to late or early cancel from an appointment. This feature can be enabled/disabled for classes and workshops as well (please reference Class & Event Options).

Independent Practice: If checked, clients may cancel their independent practice sessions.
Massage: If checked, clients may cancel their massage sessions.
Nutrition Consults: If checked, clients may cancel their nutrition consults.
Private: If checked, clients may cancel their private appointments.
Semi Private: If checked, clients may cancel their semi private appointments.

Block Size on First Load

The time increment, or Block Size, that is displayed in the Appointment screen.

Schedule Booking Snapping Interval

This feature determines the length between possible start times. Meaning, if this is set to "15-Min", then available start times will be presented in 15-minute intervals as you hover over the schedule.

Show Available Times By Block Size

Checked: (Enabled) Available Appointment blocks are displayed by default block size.
Unchecked: (Disabled) One available block is displayed, regardless of size.

Variable / Preset Appointment Lengths

Checked: (Enabled) Appointments may be your standard appointment block size or greater.
Unchecked: (Disabled) Appointments are automatically set to the length of your minimum appointment block.

Appointment Schedule Appearance

Default Appointment Schedule Version

v1: (Version 1.0) Sets the default load version for your appointments calendar to Version 1.0.
v2: (Version 2.0) Sets the default load version for your appointments calendar to Version 2.0, featuring AJAX technology.

Default to Day or Week View

Day: Displays the Appointment Schedule in Daily View. Preferable for larger schedules.
Week: Opens the Appointment Schedule in Weekly View. Preferable for smaller schedules.

Order Instructor Names By

Alphabetically: Instructors are listed in alphabetical order.
With Reservations First: Instructors with with Reservations are listed first.
By Available Start Time: Instructors with the earliest start times are listed first.

Show Appointments in Consumer Mode

Checked: (Enabled) In the Appointment screen, clients can see that Instructors are booked for specific times, but they do not see the client name.
Unchecked: (Disabled) Clients do not see that the Instructor is booked, but only an unavailable gap in the Instructor schedule.

Show Instructor Names in Consumer Mode

Checked: (Enabled) Instructor names are displayed in the Appointment screen.
Unchecked: (Disabled) Instructor names are not displayed in the Appointment screen.

Show Day View in Consumer Mode

Checked: (Enabled) Clients have the option to view schedules in either day or week view.
Unchecked: (Disabled) Clients may view schedules in week view only.

Show Program Menu

Checked: (Enabled) The department (program)s (also called Programs or Departments) menu is displayed in the Appointment screen. This can be to filter the Appointment screen for a certain type of appointment. For example, you could filter for Massage appointments.
Unchecked: (Disabled) The department (program)s menu is not displayed.

Show Gender Filters in Appointment Schedule & Finder

Checked: (Enabled) A drop down filter in the appointment schedule and a gender search option in the appointment finder are displayed.
Unchecked: (Disabled) Gender filters are not displayed in the appointment schedule or finder.

Allow Searching by Time in Appointment Search

Checked: (Enabled) Clients may search for appointments by time with the addition of the time search section to the Appointment Search screen in Consumer Mode.
Unchecked: (Disabled) The time search section is removed.

Show Program Names in Daily - All Instructor View

Checked: (Enabled) For booked Appointments, department (program)s (also called Programs or Departments) are displayed in Daily - All Instructor View. This applies to Business Mode only.
Unchecked: (Disabled) department (program)s are not displayed for booked Appointments.

Show Session Type Names in Daily - All Instructor View

Checked: (Enabled) For booked Appointments, Session Type names are displayed in Daily - All Instructor View. This applies to Business Mode only.
Unchecked: (Disabled) Session Type names are not displayed for booked Appointments.

Show Room in Daily - All Instructor View

Checked: (Enabled) For booked Appointments, Resource names are displayed in Daily - All Instructor View. This applies to Business Mode only.
Unchecked: (Disabled) Resource names are not displayed.

Show Client Names in Daily - All Instructor View

Checked: (Enabled) For booked Appointments, Client Names are displayed in Daily -All Instructor View. This applies to Business Mode only.
Unchecked: (Disabled) Client names are not displayed.

Show Appointment Notes

Checked: (Enabled) Appointment Notes icons are displayed in the Appointment screen (Business Mode only).
Unchecked: (Disabled) Appointment Notes icons are not displayed.

Show Staff Alerts

Checked: (Enabled) Staff alerts will appear in Appointment Options.
Unchecked: (Disabled) Staff alerts will not appear.

Show Unavailability Start Times

Checked: (Enabled) Times that Instructors are not available for Appointments, such as when they teaching a public class, are displayed in Business Mode.
Unchecked: (Disabled) Times that Instructors are not available are not displayed. A gap in the Instructor schedule is displayed.

Client Name Format in Daily - All Instructor View

Last Name: Client names are listed by Last Name only.
Last Name, First Initial: Client names are listed by Last Name, First Initial.
First Name, Last Initial: Client names are listed by First Name, Last Initial.

Color Coding System

Use Colors By Status Only: Appointments are displayed in color by Status (Booked, Confirmed, Arrived, Completed, or No Show).
Use Colors By department (program) Only: Appointments are displayed in color by department (program) (also called Program or Department).
Use Both - Default Color by Status: Appointments can be displayed in color by department (program) or by Status. By default, Appointments are displayed in color by Status.
Use Both - Default Color by department (program): Appointments can be displayed in color by department (program) or by Status. By default, Appointments are displayed in color by department (program).

Max # of Instructors per Page

The maximum number of Instructors that can be displayed in Daily - All Instructors View. Each Instructor represents one column.

Pixie Color

Change the color of the pixie (the box that appears when you hover over an appointment) by selecting one from the color picker popup window.

Appointment Schedule Background Color

Change the color of the schedule background by selecting one from the color picker popup window.

Appointment Schedule Time Line Color

Change the color of the schedule's time lines by selecting one from the color picker popup window.