Changing and rescheduling appointments
Clicking and holding the mouse button
down on an appointment will show the basic information about the
appointment in a small window. Double clicking on the appointment
will being up a window which will allow access to all client information
including histories, allow re-scheduling, editing of the services to be
performed and access to alerts and a printout of a client summary report
for the staff.
Appointment
Information Screen
Client Alerts: The alerts are
shown behind the client name in the first row of the appointment by
the addition of the symbol *§*. When a client with the
alert set has an appointment bringing up the above client
appointment/ticket information screen will show the alert icon with
a button below marked Alert ?. Clicking on the button will
bring up the alert information from the client profile. The alert
information will also print out on the client summary sheet which can
be printed for each individual appointment.
Alert Icon
E-mail reminders to the client
with only two click of the mouse. Click on the E-mail Reminder button
and click send on the resulting e-mail which is filled in for
you. You may add additional text to the e-mail or leave it as it
is.
Appointment Reminder E-mail
Tools are available to re-schedule the appointment,
adjust services, staff and duration and to create a ticket for
transfer to the sales screen.
Appointment Reschedule Tool
The reschedule tool allows you to
change the service entries for the appointment, the staff attending to
the services if applicable and the duration of the
appointment. As with the other tools selecting the services will
set duration for the appointment based upon the duration settings in
inventory. You may override the automatic settings using the
duration pull down tool in the upper right corner of the screen.
When the work has been completed clicking on
the Create Ticket button will set up the transfer of the information to the sales
screen to complete the sale for
you. The transfer will only work for the current day, past or future
appointments cannot be transferred.
Appointment Ticket
Confirming, Checking in, Checking out
The schedule screen is color coded, all new
entries are colored red and time off or block outs are purple.
if you call clients to confirm their
appointment you may set the color to confirmed. Double click
on the appointment to open the appointment information window.
if the appointment is confirmed click on the confirm button.
checking in is similar, open the information
window and click on checked in. The appointment will be
yellow.
if you use the ticket to move the appointment
information to sales following the sales transaction the appointment
will be green.
Alternatively you may click on the appointment
to highlight it and right click to set confirmed, checked in or
checked out from the menu. You may also restore the
appointment to schedules (red) from this menu.
Editing and Deleting Appointments
Appointment histories will be retained by
the system for 20 calendar days. Appointments older than 20 days and
deleted appointments will be removed from the files automatically during
shutdown
You can manually remove cancelled (deleted)
appointments from the tools menu by
selecting Remove all cancelled/deleted items from the schedule file.
To cancel (delete) a schedule entry double
click on the entry and select Cancel from the information screen.
At this point the item is marked for deletion and will no longer
display on the screen. It cannot be restored.
Inventory Settings for Client Staff Preference
Memory.
When setting up service inventory set
Your service groups to 2 character group codes. This enables 2
features, special reporting on inventory service groups and the
ability of the scheduler to learn your client's staff preference for
the various services that they purchase. When setting up an
appointment the system will advise of the usual staff member that
the client sees for the service groups. You will be able to
override this time, reset the memory or go back to select another
staff member. More on setting group codes
in service inventory.
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