Session Types for Appointments

1. Log-in as the owner
2. Follow this menu path: Toolbox => Services => Session Type Setup
3. Select the Appointment Program from the dropdown menu under Program
4. Type in the actual name of the appointment under Session Type
5. Enter a price (optional)
6. Select a Revenue Category
7. Click Add New

*Program--This is the program that you set up earlier and classified as an appointment-only service.

*Session Type -- The specific name of your service such as, "30-Minute Batting Practice."

*Active -- This makes the Session Type available for purchase. Uncheck this box if the Session Type is discontinued.

Add-On - Once you've designated a Session Type as an add-on, it appears inside the appointment details screen for all booked appointments. For example, if you scheduled a client for a face massage, and at the end, the client asks for a quick eyebrow wax. You simply open the appointment for the face massage and change the new Add-On dropdown box to "Eyebrow wax." Instantly, the client's Appointment reflects the new add-on. The client will be charged for both services, payroll will reflect both services provided by the therapist, and the Retail screen behaves as if you checked the client out for two appointments at once. The only thing is, "Eyebrow wax" must have the Add-On box checked. Add-ons do not affect the time (i.e., length of time) of the appointment.

Price - This is the price of a single session.

Backbar - This helps dial in your staffs' payroll. The price you place in this column will be subtracted from the Session Type price before the staff member's percentage or flat pay is applied.

Default Booking Time - The default booking time is the default time you would like the appointment to be scheduled. You can override the default booking time when scheduling appointments or allow each individual staff to specify their own booking time under Appointment Rates and Booking Times, the link located at the top of each staff member's Teacher Info screen. If a private Tower Pilates appointment actually takes 55 minutes, but you schedule them every hour, than the default booking time will be "60" minutes.

*Capacity - This defines the maximum number of clients who may book this session. The capacity field is populated by default to the value set for the capacity of the Program which the Session Type is assigned.

*Revenue Category - You just created these. Assigning a Revenue Category to the Session Type lets the system know how to classify each service in your sales reports. 

Tax Rates -- These are the rates that you set up under Business and Location Information. When checked, the specified tax rate is applied to the price when making purchases.

# Deducted -- The number of sessions you want to deduct per use. If you set the number deducted to 2, then if someone paid for this service with a 10-pass card, two visits would be deducted from the card.

Description -- This is the description that your clients and staff will see about the service.

Delete -- Use the delete link to remove session types. This removes the session type as a service, but does not affect reports or clients' attendance histories. If you're not sure whether or not you should delete a service, just make it inactive until you are sure that you want it out of the system.

 

*The asterisk notes which fields are required to save a Session Type

Basically, you're breaking your private appointments into their smallest pieces on this screen. If you offer 10 different types of massage or eight different types of sports training, you need to break each type into its own Session Type. Examples of breaking your services into their smallest pieces would be:  a "30-minute facial" or a "45-minute facial."

 

You can set up more complex ways of paying for services in the Series & Memberships Screen or the Contracts & Packages Screen. But first you must create the building blocks for those more-complex payment options.

 

Session Types will appear later when you, employees, or clients book appointments. For example, if you run a tutoring service, and a student wants to book a one-on-one Algebra II tutoring session, they will:

1. Click on your Appointments Tab
2. Choose the Program they want tutoring in (Math)
3. Choose the Session Type they want (Algebra II)
4. Choose the teacher they want that offers Algebra II
5. Choose the time
6. Login
7. Pay (they can buy just the Session Type that you set up here. Or, if you've created a series or package, they can pay for something more complex.)

 

As you may already know, you have the capability to assign different Class Type Levels to your classes or events. You have the ability to assign levels to your appointments as well! This is particularly useful for medical spas who would like to record treatment stages. For example, it might be helpful if the nurse knew whether this was Mary's first or fifth Botox injection. You can also change the wording of "session type level" to whatever you want.

 

To enable this feature:

1. Go to Toolbox => Setup => Options => Appointment Options
2. Check the enable box next to "Use Session Type Levels"
3. Click Update

 

To set up your session levels:

1. Log out and back into the software for the new option to appear
2. Go to Toolbox => Services => Class/Session Levels

 

To change the language setting for "Session Type Levels":

1. Go to Toolbox => Setup => Options => Language Settings
2. Change the hot word for Session Type Levels and click Update

This screen only lists how much the service costs if a client uses it once. For example, if your business offers a 1-hour Swedish massage, then you might create a Session Type called "Swedish Massage 1-hour." If you give a price break to a client that buys ten 1-hour Swedish massages, don't worry about that yet. You set that up later in the Series & Memberships screen. You can even create packages that contain several different session types.

You set that up later in each employees Appointment Rates & Booking Times Screen.

If you have 5 different employees that all offer one service, such as "1-hour Deep Tissue Massage," then you will need to add 5 different Session Types for that one service. Your session types might look like this:

• "Ted -- 1hr Deep Tissue"
• "Jill -- 1hr Deep Tissue"
• "Dave -- 1hr Deep Tissue"
• "Sara -- 1hr Deep Tissue"
• "Jane -- 1hr Deep Tissue"

You don't set that up on this screen. When you're done here, you need to setup a Class Types for the resources that you rent. Click here to do so.

Then after you set up your Session Types, you need to set up your Class Types.