1. Select the Appointments tab. Open slots are indicated by a shaded box containing appointment type links. Refer to the color key at the top of the appointment book.
2. Click on the link for the type of appointment you wish to schedule. For example, to schedule a massage appointment, you will likely click on the word Massage.
3. Lookup the client.
4. Select the Session Type.
5. Ensure that the start and end times are correct.
6. Add notes (optional).
7. Click Make Recurring Appointment.
8. Select the day(s) of the week that appointment will occur on.
9. Select Make this Appointment "Once a Week", "Every Other Week", or "Once a Month."
10. Select an End Date.
11. Click on Check for Unavailable Dates.
12. A list of unavailable dates will appear along the right with the total number of appointments to be scheduled below. The total number of appointments to be scheduled is the total number of appointments based on the days of the week, occurrence, and end date minus the number of unavailable dates.
13. Click Make Appointment to complete the scheduling.

To review the recurrence, click the client info tab and select Schedule.

To modify a recurring appointmentFirst, click on one of the scheduled appointments. Then, click on the Modify Recurring Button in the upper right corner.

• Status: Select Confirmed if you are confirming and scheduling the appointment at the same time. Select Arrived if you are scheduling an appointment for a drop in.
• Apply Payment Now: If the client has an existing package, you can select Apply Payment Now at the time of scheduling. Use this only if you charge clients for late cancellations.
• Email Client Confirmation: If the client has opted in for email, you can check email client confirmation to send them an auto email with appointment details. You can also enter an email address when scheduling the appointment. This sends the email confirmation if you have the Appointment Confirmation Email enabled and also updates the client information screen with the newly entered email address.

If a client has not opted in for email, you will not be able to select Email Client Confirmation when booking single appointments.

To change whether a client is opted in for Auto Emails from your site:

1. Select Clients.
2. Lookup Client.
3. In the client information screen, check or uncheck Email Opt In.
4. Click Save Client Information.

See Auto Emails for more information on sending Appointment Confirmations.

Appointments can be tracked from the time they are booked to the time they are checked out (completed and paid). Appointment status options can be turned on or off depending on your needs. To choose your appointment status options:

1. Select Toolbox => Setup => Options => Appointment Options.
2. Under Appointment System Settings, locate the following options and check the Enable Checkbox for the status options you want to track in the appointment book:
   1. Track Appointment Confirmations
   2. Track Appointment Arrivals
3. Click Update to save changes.

To change the status of a booked appointment:

1. Go to the Appointments Tab.
2. Click the name of the client who is booked to open the appointment details.
3. At the top of the details screen, click the Confirmed Checkbox to change the status of the appointment from booked to booked and confirmed. You'll also notice changes in the appointment's color status. 
4. Click the Arrived Checkbox to change the status of the appointment from booked to booked and arrived, indicating that the client is on the premise for their appointment. You will notice status color changes in accordance with the status color legend across the top of the screen.
   • "Mark all appointments as arrived?" - Check this box to mark all of a client's multiple appointments for the day as though he or she has physically arrived for them. (In order for this feature to work "Track Appointment Arrivals" must be enabled on your Appointment Options Screen and your client must be booked for more than just one appointment that day). 

• Before noon - we just look at end times such that the appointment must end at or before noon
• Noon to 5pm - the appointment must be within this time range
• After 5pm - the start time must be on or after 5pm
• Custom Time range - the appointment must fit within the specified range

Apply payment simply deducts payment for the service without marking the appointment as completed. Check Out deducts payment for the service and marks the appointment as completed. Apply Payment used to charge someone for a late cancel or a no show appointment. It can also be used if you require pre-payment at the time of booking or wish to have pre-booked services deducted from the un-booked value for a series of pre-purchased services.

To apply payment for a no show appointment:

1. Click the name of the client who is booked to open the appointment details.
2. Click Apply Payment.
3. The status of the appointment will automatically update to No Show.

To apply payment for a late canceled appointment:

1. Click the name of the client who is booked to open the appointment details.
2. Click Apply Payment.
3. Click Late/Charged Cancel.

The Check In/Check Out Button (also called Who's Here/Check In on some sites) can be used to mark appointments as arrived.

To use check in/check out, you must track appointment arrivals.

1. Select Toolbox => Setup => Options => Appointment Options.
2. Under Appointment System Policies, check the box for Track Appointment Arrivals.
3. Click Update to save changes.
   

To check in appointments:

1. Click the Appointments Tab.
2. Click the Check In Check Out Button at the top of the screen. If you recently enabled the Track Appointment Option, you may have to refresh your screen in order to see this button.
3. From the drop down list, choose the client who as arrived for their appointment and click Arrived. Once the client is marked as arrived, their name is moved to a list below a check out button appears.
   

To check out appointments:

Click the appointments tab.

1. Click the Check In Check Out Button.
2. Click Check Out next to the arrived client's name.
3. If they have a current series, clicking check out completes the appointment and you are returned to the appointment book schedule.
4. If they do not have a current series, clicking check out takes you to the retail point of sale screen so you can pay for the service.
   

To print a tip slip:

1. Click the appointments tab.
2. Click the Check In/Check Out Button.
3. Click the printer icon to the right of the arrived client's name.
4. Click the Print Tip Slip Link to open the print preview window.
5. Print the tip slip on any printer (the Star TSP600 printer is recommended).

The value of the session is based on the price of a single session. 

 

Other Options:

Click the appointment description to open the appointment detail screen.

Click the client name to open the client information screen.  

If clients want to early cancel appointments, click the Early Cancel Button above the Change Instructor Box at the top right corner of the screen. Beside the Early Cancel Button is the Reschedule Button, which redirects you to the Find an Appointment Screen and populates as much information as possible about the new appointment from the one just canceled.