Appointment Availability

1. Look up the person in the Staff Management Screen

2. Make sure that the system knows this person can give private appointments. You do this by selecting his or her Instructor box in the "Check All That Apply" box. You will see this box as soon as you look up the staff member.

3. Click on the Update Button at the bottom.

1. Log in as the owner
2. Add at least one instructor (you learned how to do this in the previous step)
3. Follow this menu path: Toolbox => Setup=> Staff => Staff Management
4. On the Staff Management Screen, select an instructor that offers private services
5. In the upper right corner, make sure that the instructor is marked as an instructor (see picture below).

   

6. Click on the link at the top of the screen that says "Appointment Availability"
7. Click on the Add New Schedule Button
8. Create a block of time that the instructor is available

 

1. Start and End Time - For the block of time you are scheduling, when does it start and end? Depending on the person's schedule, you may need to create several schedule blocks. For example, if an instructor is available from 9am until 5pm on Tuesdays and Wednesdays. Then they are available from 8am until 2 pm on Mondays and Saturdays. And they always take lunch from 12 until 1. Then you will need to create three schedule blocks:

1. Tues & Wed Start 9am, End 5pm (Available)
2. Mon & Sat Start 8am End 2pm (Available)
3. Mon, Tues, Wed, & Sat Start 12pm End 1pm (Unavailable)

2. Start and End Dates - For this schedule block, when does it start and end? By Default, the end date is always one year later than the start date.

3. Day(s): Check the days of the week that this scheduled block applies to. If you have instructors with different availability (or unavailability) on different days of the week, then you will need to repeat this process of creating a schedule block.

4. Available or Unavailable

Available - This tells the system when a staff member is available. To do this, check the radio button next to "Available for Programs" and then mark the service Programs (e.g. Massage or Private Yoga) that apply to this schedule block. In the next step you will tell the system exactly what session types (for example, 60-minute hot stone massage or 1-hr piano lessons) that this person can perform.

Unavailable - You also schedule unavailable time here.  For instance, if the person always takes lunch at a certain time. Or if they have a doctor's appointment or are taking the day off of work, then you can schedule unavailable time on top of already scheduled available time. You can also provide a short name of the unavailable time like "Lunch" or "Doctor's Appt" that will appear on their schedule. That way, when you or another staff member sees their schedule as being blocked off, they will know why. Obviously, you don't have to schedule every hour of the day that this person is unavailable. Just schedule unavailability if the time would normally be open for appointments.

5. Public Display Option

Show - This shows the instructor's schedule to clients and staff.

Hide - Even though you and your staff can see the instructor's schedule, this will hide the instructor's schedule completely from your clients. Clients won't see a name or availability for the scheduled time.

Mask - This hides the instructor's name, but shows his or her availability to clients. As long as your permissions are set up correctly, you and your staff can still see the instructor's name.

6. If you use the system to manage multiple locations, this is where you can assign availability to each location.

Easy, you schedule it like you would schedule anything else. But on the scheduling block, you would check the unavailable radio button. You can even type in a short name for the unavailability like "Doctor's Appointment" or "Break" or "Labor Day."

No, the appointments will remain on the schedule, only the availability around the appointment disappears. Removing the availability for an instructor is much like quickly pulling the table cloth off of a table. The plates (appointments) stay on the table while the availability (tablecloth) has been removed.

We use the word "Instructor" to define people that provide one-on-one services. "Teachers" are people that provide group services such as classes or events. To change the words that we use, follow this menu path: Toolbox => Setup => Language Settings

 

You can change all of the words used on your site on this Language Settings Screen.