HOW TO: Set Up Appointment Types

Use the ‘Appointment Types’ tab to create templates for the most common types of appointments that you offer to your customers. Once you create your appointment types, these appointment types will be available to use in your online booking form for customers to select for booking.

Navigate to Store Management from the Main menu icon in the top left corner.

• Click Calendar in the left side navigation
• Next, Select the Appointment Types tab in the middle of the screen
• Create a new appointment type by clicking on the + Add New Appointment Type button.

• Add your Appointment type name in the Description box.
  • This description will be displayed on your calendar, and to customers booking appointments online.
• Add the duration of time that you would like this appointment type to be.
  • This will be the duration applied to any bookings made through the ‘Scheduling Assistant’ and the ‘Online Booking Calendar’.
• Use the ‘Status’ toggle to indicate whether an appointment type is active or inactive.
  • Note: When creating an appointment type for the first time, the status will default to “Active”. But, if you would like to make an appointment type unavailable for booking, click the toggle within the Appointment Types list to make the appointment type inactive. This will deactivate the appointment type until it is needed.

Adding a Minimum Scheduling Notice

• To add a Minimum Scheduling Notice, click the toggle to green.
• Next, set the number of hours/minutes you need in advance for online bookings.
  • Clients will only be shown open appointment times past this number of hours.
    • Note: any appointments made after hours will use the start of the next business day as the advance notice start time.

Adding an Appointment Buffer

• To use a ‘Buffer‘ following an appointment type, click the toggle to green.
• Choose the amount of buffer time you need to proceed this appointment type.
  • Ex. You can use buffer time to prevent back-to-back appointments so that you have enough time to prepare for each appointment. 

When creating an appointment type for the first time, the buffer will be inactive by default. Once toggled on, you can select a ‘Buffer Duration‘.

Adding a Booking Charge

• To add a Booking Charge to your appointment, click the toggle to green.

• Here you can name your booking fee to whatever you’d like in the ‘Rename Booking Fee’ field.
  • This is an optional field allowing you to create a unique label for the booking fee charge that is displayed to customers using your online booking form. When this field is empty, the online calendar form will show ‘Booking Fee‘ as a default.
• To add an appointment charge, click the gray circle next to the day of the week you’d like it applied to (you can choose one or all).
• Next, type the booking charge amount you would like customers to pay on each specific day when booking this appointment type. 
• Finally, choose whether you’d like to enable a tax for your booking charge, by clicking the toggle to green to enable.

Add a Cancellation Charge

• To add a Cancellation charge, toggle ‘Include Cancellation Charge‘ to green.

• Here you can name your booking fee to whatever you’d like in the ‘Rename Cancellation Fee’ field.
  • This is an optional field allowing you to create a unique label for the cancellation fee charge that is displayed to customers when submitting their appointment request on your online booking form. When this field is empty, the online calendar form will show ‘Cancellation Fee‘ as a default.

• To add an appointment cancellation fee, click the gray circle next to the day of the week you’d like it applied to (you can choose one or all).
• Next, type the cancellation charge amount you would like customers to pay on each specific day if they cancel an appointment booked on that day.
• Finally, choose whether you’d like to enable a tax for your cancellation charge, by clicking the toggle to green to enable.

Please note that either a booking charge or a cancellation charge can be applied to each day of the week at this time, but both cannot be added simultaneously.

Allow a Waitlist

• To allow a waitlist for this appointment type, click the toggle to green.
  • Customers will only be able to add themselves to the waitlist for this appointment type during times your store is open.

When you are finished setting up your appointment type…

• Click ‘Save’.

Store Set up Next Step:

• Fitting Rooms