New Appointments
There are a number of ways to enter a new
schedule item:
- Double click on an empty cell to add a new
schedule entry.
- Double click on an existing schedule entry to
edit the entry.
- Left click to highlight a cell then right click
to open the staff break tool.
- Click on the new schedule entry icon on the tool
bar to add a new schedule entry
- Click on the Multiple schedule entry item to add
new recurring entries
- Click on the staff block out icon to enter staff
normal time off.
- Select a client from the Client Center and
click on the Set appointment button
When you use the mouse to highlight a cell for
schedule entries the entry tools will open partially filled in with the date, time and staff member and the duration set to the standard salon appointment length as
set up in Preferences.
Normal schedule entries are two lines high and show
the client name and service requested. if you wish to show more of
the schedule screen you can select to use half height cells in the tools
menu to close the service information portion of the box. The menu item
will be checked. To return to normal uncheck the menu item.
You may list your staff in the order in which they
appear in your staff manager tables or in reverse order. Some wish
to have their junior staff listed first in the schedule. Check the item
in the tools menu for this option. Note you will need to close and
re-open the schedule for this change to take effect.
To facilitate salons with short appointment
durations settings and large staff complements a schedule overview
screen is provided for a large overview of the day. You may enter
new entries by double clicking a cell on the overview screen as well.
Schedule Overview Screen (Quick View)
Version 8.5 of Salon & Spa also has a 30 day staff
look ahead screen. Select the staff name and click on the go
button. You will see the next 30 days for that staff member.
You can double click on a cell to move the main book to that day for
entry of the appointment.
Note that you may enter appointments as far
into the future as you wish. You may not set up two appointments
for the exact same time and staff member but the system will allow
overlapping appointments where there is a long duration or length.
You will be advised of the potential conflict and asked to override the
conflict. You may enter up to three services with the same or
different stylists.
If service, tan or spa services will take longer than
one schedule duration (default schedule duration is set in
preferences and may be 15 min, 30 min, 60 min, etc) you would set the
duration in the inventory manager to double or triple the time setting
for the service. When selected as shown below the duration for
that service will show in the box to the right of the service
selection. When accepting the schedule it will be automatically
set the sum of the durations for the selected services. You may over ride the automatic settings by selection
a duration manually using the duration pull down list.
See more on setting duration
time in inventory.
Single Schedule
Entry Screen 
New Schedule Icon
You may also click on the single
schedule icon on the tool bar and set your date, time and staff
member yourself. Note that you may either enter a client name or
select the client from your client list. If you select from the
list the telephone number will be filled in for you. Select the
service from the list of services. To select from the lists you
may use the mouse or the up and down arrow keys. You may change
the date in the date box by typing it in or clicking on the day in the
calendar.
Note to move from field to field use the
tab key or the mouse.
Once you have entered all the fields
click on the Accept button. Before the schedule is entered into
the book the system will check for conflicts. You will be advised
if you have selected a time already used, overlapping durations, within
the time the salon is open and days that the salon is open.
Schedules save automatically when accepted.
The schedule screen will show the schedule number, client name and
alert status on the first line. On the second line the book shows
the service codes for the schedule entry. If you select single
line appointments from the tools menu they only show the client
name. Note also that single line appointments while showing a
larger book have a tendency to slow the system down. Remember
that it is important to back up your system
daily.
To set up a number of schedule entries at
once or to set up recurring entries use the Recurring schedule
icon on the tool bar.
Recurring Schedule
icon
Recurring
Schedule Screen
Select the items for the entry the
same as for a single entry then click on the "Add to List
button, continue to add entries until you have entered them
all. Click on Accept All. Each of the entries will be
checked for conflicts before they are entered into the list. Note
that you may schedule entries as far into the future as you wish.
The calendar, today button and the week jump pull down allow for quickly
setting the same entry to occur over and over again in the
future.
Note that the automatic duration setting tools are used
here as well as with the single entry tool. Again you may
override the automatic duration settings using the duration pull down
tool.
Note that new appointments can also be selected
from the Client Center by selecting the client then click on the new
appointment button. fill in the remainder of the information and
save.
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