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13.0 Appointment Management
13.0.1
General
Salon & Spa optionally includes a
comprehensive and easy to use appointment manager. The main
appointment screen acts as your appointment book (appointment
screen) and access point to all of the features available in the
appointment module. Look at the key
feature areas of the Appointment manager. Client
alerts are an important part of the scheduling system.
They will alert the staff to key information about the client before
work is started.
13.0.2 Minimum
Requirements
Salon & Spa appointments require that you
have at least one standard windows printer for printing the day book and
staff schedules.
13.0.3 Getting
Started.
Before using the appointment manager set
up the shop's days open, the normal opening and closing times and the
normal length (duration) of an appointment. Open Preferences and select
the Appointments tab.
Appointment
Preferences
Check the days of the week that the salon
is open and the first and last appointment times as shown above.
Now open the appointment manager. Note that the appointment
manager should be left open during the day. You may switch back
and forth between sales and appointment screens using the windows
taskbar or the screen icons. The appointment screen consists
of a appointment book set to the current or any future day, the tool bar
and the navigation icons. You may move the book ahead and back by
single days or months or select from a calendar using the navigator.
Appointment Toolbars
Appointment Calendar
13.0.4 Entering
Appointments
There are a number of ways to enter a new
appointment. Double click your left mouse button on a cell of the
appointment book and the single appointment entry window will open
partially filled in, note that the date, time and staff member is filled
in and the duration is set to the standard salon appointment length as
set up in Preferences. 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 confirm it as
being correct. You may enter up to three services with the same or
different stylists.
If service, tan or spa services will take longer than
one appointment duration (default appointment 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 appointment 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 Appointment
Entry Screen
New Appointment Icon
You may also click on the single
appointment 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 appointment 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.
Appointments save automatically when accepted.
The appointment screen will show the appointment number, client name and
alert status on the first line. On the second line the book shows
the service codes for the appointment. Remember
that it is important to back up your system
daily.
To set up a number of appointments at
once or to set up recurring appointments use the Recurring Appointments
icon on the tool bar.
Recurring Appointments
icon
Recurring
Appointment Screen
Select the items for the appointment the
same as for a single appointment then click on the "Add to List
button, continue to add appointments until you have entered them
all. Click on Accept All. Again each of the entries will be
checked for conflicts before they are entered into the list. Note
that you may enter appointments as far into the future as you wish.
The calendar, today button and the week jump pull down allow for quickly
setting the same appointment 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 appointment entry tool. Again you may
over ride the automatic duration settings using the duration pull down
tool.
13.0.5 Scheduling
Staff
To schedule staff or block them out so
that appointments will not be entered for them during the period select
the Block out Staff icon on the tool bar.
Block Out Icon
13.4 Staff Schedule
Select the date and time for the block out,
select the staff and the length of time that they will be out.
Click on add to list. Again the system will check for conflicting
appointments which may have been set up earlier. Continue to
select dates and times until you have entered the full schedule.
Click on Accept all and they will be entered. You may enter
schedules for as long into the future as you wish.
13.0.6 Adjusting 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 symbols *A*. 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
13.0.7
Schedule Reports
There are three types of appointment
reports available. The first is an appointment daybook. Click
the printer icon on the tool bar and the system will print the
appointment schedule for the day open on the screen. The second is a staff schedule
report. Click on the staff printer icon to the right of the navigation
icons to view and print staff schedules. The third is a client
appointment schedule report. Click on the client printer icon to the right
of the navigation icons to view and print client schedules.
Staff
Schedule View and Print
Select the staff member or all staff and
the schedule for the current day will be listed. You may also
select any time period by selecting the Dates button or all appointments
for that staff member by selecting the All Dates button. You may
continue to select staff and dates, each time you do so the list will be
updated. To print the current list click on the print button.
The third is the client schedule.
Client
Schedule View and Print
13.0.8 Sorting,
Editing and Deleting Appointments
Note that sorting appointments is not
necessary however the speed of the displays will be improved if you
frequently sort them. Note that each time you shut down Salon & Spa
the appointments will be sorted for you.
Appointment histories will be retained by
the system for 5 calendar days. Appointments older than 5 days and
deleted appointments will be removed from the files automatically during
shutdown or you may manually do it by clicking of the trash icon on the
tool bar.
Click
on the delete button to delete the appointment. Note that the
appointment may not be restored following deletion.
13.0.9 Appointment Monitor
The appointment monitor will give a quick visual
overview of the status of appointments for the next 30 days along with
other significant statistics.
Appointment Monitor
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