User Guide - Appointments Online
Contents
1. 4 The Appointment Slots you currently offer are displayed Add or delete slots as necessary to match your needs 5 Once you are happy with the changes click Next and then Save if you wish to lock in the Day Override in your calendar Appointment Book This page displays your appointment calendar and daily appointment book Daily Tee Book View By Appointment Book Friday 02 April 2010 March 2010 Cons sultation stan dard Cons uitation E E xtendeg Consultation Consultation Location A 8 00 VIC Service Service NoPayment 22 23 26 E M S AM 2 2 y 7 12 15 16 19 Cons sultation standar 9 Consu itation 127095 Cons uitation Consultation Location A s nu m 9 00 PECES SR 22 28 26 AM 29 30 2 Appointments Online 5 0 MAKING AND TAKING BOOKINGS Although the premise behind Appointments Online is to have your clients book online with you so you don t have to take phone calls and add in appointments yourself the system is able to take and manage manual bookings also 5 1 ENTERING BOOKINGS MANUALLY There are two methods for inputting a manual booking for a single appointment The first is from your Appointment Book home screen 1 From your home screen select the date that your customer would like to make the appointment on and the appointment book they wish to book into Click on the time slot and the corresponding service they would like from the list of ava2. m use the last Booking Location entered or you can enter a new location per appointment End Dote Booking Location 1123 Foke st Suburbville Pr nef loge C Dhu ott ie Appontmentboeos Detout Use Customer Detoutt The location of the booking will appear on all emails and entries in the system relating to that appointment Appointments Online 44 SETTING UP YOUR APPOINTMENT SLOTS Now that your services are entered you need to create schedules for yourself and your staff resources Your schedules are laid out in your daily Appointment Book and show the available appointment slots you and your clients are able to book into each day To setup your schedule showing the days times you open we use templates that the system calls on fo populate your diary with these appointment spaces You tell the system the services offered at each particular time during the week Each of these times is called an appointment slot Entering in your appointment slots will create what we term a Range Template that runs indefinitely until you change your schedule This Appointment Slot Template is integral to the system and provides the basis for how you make and take bookings To create or change your appointment schedule l Click on Appointment Slot Management from the Management tab Here you can view or delete existing schedules Click Add New to add a new schedule Select the Appointment Book and Start
3. Appointments Online www appointmentsonline com au Appointments Online Set Uo Guide and User Manual This manual has been created as a reference guide to help with the initial set up and ongoing use of your Appointments Online account When signing up to Appointments Online if you chose the free system setup option there will be some steps in sections of this manual that will not be relevant to you However should you ever wish to alter aspects of your system you may refer back to these sections when needed We highly recommend reading through this manual in order to get a feel for how the system works in its entirety and should you need to you can refer to specific sections as the need arises once you have begun utilising the system to its fullest within your business Should you require help with the system once you have logged on you can contact us on 08 6364 3796 or at sales appointmentsonline com au Dependent upon the level of assistance you require a labour fee of 19 95 per 15 minutes may be applied charges will be advised before proceeding with any requests for assistance Appointments Online CONTENTS 1 0 LOGGING INTO APPOINTMENTS ONLINE 2 0 INITIAL SETUP OF YOUR SYSTEM 2 1 EDITING YOUR BUSINESS DETAILS 2 2 EDITING YOUR LOGIN DETAILS 3 0 GETTING TO KNOW THE SYSTEM 3 1 THE HOME SCREEN 3 2 NAVIGATING THE MENUS 4 0 SETTING UP AND MODIFYING YOUR APPOINTMENT BOOK S 4 SETTING UP THE SERVICES YO
4. Service Start Time End Time Minutes Full Consultation 9 30 AM 10 30 AM 0 6 0 BOOKING MANAGEMENT Once you have entered bookings manually or accepted a booking request from a client they will be viewable from your Appointment Book home page If you have more than one Appointment Book in your system you can cycle through the different calendars for your staff members via the View panel on the home screen As you do you will notice that the calendar on the left hand corner changes slightly This reflects the different bookings that have been made with your various staff members as determined by the legend directly underneath the calendar Appointments Online 6 1 VIEWING AND EDITING APPOINTMENT DETAILS To view and change details of a specific appointment follow the below steps 1 Select the relevant Appointment Book 2 Select the date from the calendar 3 Select the appointment from the list that is generated on your screen 4 The full details of the appointment are now brought into view for you to review edit 5 From here you can change any details from the 3 section of the screen headed Appointment Slot Details You can change the Appointment Book service start and end times as well as the date of the booking 6 You can also add in a Private or Public Booking Note at the bottom of this page should you need to make a note against the appointment for other workers in your business view 6 Ifyou
5. Select Book amp Service Selec Aooomiment Loon Sion Up boolkng Roguet Dolo Bootong Please select the Appontment Book of the stalt member or busnes resource you wah to mote the appontment with ond the serwoe you trom the cvaictie Select Appointment Book Physiotherapist One Moke Poyment of Corauitotion Locoton A 40 5140 0 Depot Regured iming descrohcn Select 151 oo e Onkne Pre Poyrren 145 T An 30 S Select Not AM er your raha eonsutabon we s Moke Payrment i Fl supDsequent sessons to work on your Ca dz CC ame SA ui Mongors Tonsulctor UO s 45 00 Comment wl be fected r the tondo peon s Onine ProF oymen Tb lt T P cw 7 Thon TN qv service re 75 Not serves Appointments Online 5 0 MAKING AND TAKING BOOKINGS cont d 5 3 THE ONLINE BOOKING PROCESS cont d All bookings requested by clients are tentatively added to your appointment diary to avoid double bookings and queued up In your Awaiting Confirmation page which is accessible from the My Bookings tab Booking Requests Number of records found 2 62006 Physiotherapist 0624002012 14 Stand d Miss Sharon sharon appointments omine com au EMAL One 093 30 AM 1000 Consultabon Location 123 Fake Stoet Suburi A WA 6000 Customer Booking Request Note Booke
6. Date for your schedule Enter a template name eg the date or school holidays etc Click Next If you have an existing template in the system that you have been using and would like to modify you can choose to Copy an Existing Template this is handy if you need to add a new service to an existing schedule Create Appointment Slot Template Wizard Range he following poges will Guide you hrough the crection of new Range Appointment Slot Template Templote Details nt Book you would to crecte this Template for os well os a start Gate for the Template Then the Tempicte to March 2010 Appointments Online 44 SETTING UP YOUR APPOINTMENT SLOTS cont d 6 Enter the Time showing minutes hours and am pm you start taking appointments and tick the service s offered at this time Then click Save Adjust the Time boxes to reflect when your next service starts tick the service s offered and click Save eg if you offer hourly services open services each hour for people to book into Repeat for all the slots you offer during that day The system is highly configurable and you can open services at 5 minute increments should you wish or offer only certain services during certain times of the day week 8 Once you have entered all appointment slots for Monday click the Tuesday tab above that runs across the middle of the screen Populate the slots for each day of
7. L inital Consultation Consultation wExtended Consultaton S Standard Consultaton Consultation Locabon A wConsultation Locaton B Consultation Locabon A Extended Consultation Standard Consultation Consultation Locabon Conmsultation Locabon B TIP You must create an Appointment Template following the above steps for each Appointment Book Or just get us do it for you Appointments Online 4 9 ALTERING YOUR APPOINTMENT SLOTS Should you need to alter your template schedule and the appointment slots you offer your customers your Appointment Book allows you to create a Day Override Template to alter single days in your calendar without affecting the rest of your schedule A Day Override Template will allow you to add or delete individual appointment slots to your calendar in case you have an unexpected and one off change to your schedule Create Appointment Book Slot Template Wizard Day Override To change the appointment iar shar sene D charge oar aeea Tama nh CIO Mearan C ele n times you offer on a single day within a your calendar without affecting the other days in your appointment template 1 Select the date you wish to override from the calendar panel within the relevant Appointment Book on the home screen 2 Click Override Day E Template CURAS 3 Enter a name for the Day Override Template so you can recall it later
8. accept payment from 2 Enter your Refund Policy this WILL be displayed to your clients during the booking process Payment Integration To accept payments online via Credit Card from your clients at time of their booking please select to turn Payment Integration on here Please ente your PayPal Merchant ID below Should these details change ensure you update details here or your PayPal Payment Portal will not work when clients request bookings PayPal Merchant ID sales amp m8srs com au Refund Policy Refunds offered for cancelation 24 hours prior to booking Enable Payment Integration 3 Once you have checked your services and are happy with the online payment methods for each tick the box marked Enable Payment Integration this will make the payment option visible to your clients Note Until this box is ticked your clients WILL NOT be able to see or use the payment function in your booking system Appointments Online 43 CUSTOMISING APPOINTMENT REMINDERS If you have chosen to enable booking reminders in your system you will need to configure the type of reminder email or SMS and frequency they are sent to your clients You can request the addition of this functionality via the Account Configuration panel in the Business Configuration page Once enabled Appointments Online provides the ability for you to send reminders to your clients at pre determined times before their appointment You can send as
9. location during the booking ee process or notify clients of a Update Service Details specific address we ve lindos assigned to your calendar o Ed select the booking location Nome Standard Consultation _ rule that applies See Section Pice 4500 4 4 for more information on Description Booking Locations After your inifial consultation visit subsequent sessions to work on your injury complaint will be D Click Save for the new or treated in the standard consultation session e updated service a isa 7 Full Payment Required Ophons 9 Booking Options Booking Location Rule Customer Specie No Location Block Scheduled Booking Use Appointment Book Location Customer Specified Appointments Online 4 2 ENTERING PAYMENT INFORMATION If you have chosen to take online payments from clients you will need to enter your details into the Payment Integration panel accessible from the Business Configuration page Appointments Online provides the ability for you to take payments via PayPal or Secure Pay Both methods have differing costs and benefits Please speak to your account manager if you have any queries regarding taking payments from clients Please follow the steps below which relate to the payment provider you have chosen 1 Enter your PayPal or Secure Pay Merchant ID in the first box 2 If using Secure Pay enter your Merchant Password and select which cards you
10. the Booking Calendar of your business If you click the Book Now image again you will be taken to the booking window your clients see You can also copy and paste the URL for that window and send the link to your clients directly Once you have followed the above steps the link will appear on your website with online booking requests automatically integrated into your system For further information or assistance please contactus at any stage on 08 6364 3796 or via email sales appointmentsonline com au Appointments Online 5 0 MAKING AND TAKING BOOKINGS cont d 5 3 THE ONLINE BOOKING PROCESS Giving your customers access to book online with you allows them to see available appointment times in your calendar and request the booking time at no time do they see details of other appointments you have or whether you have had cancellations or other bookings To book online with you your customers go through a simple 5 step process They are guided through selecting your business the staff member and service they require an appointment date and time and then the method of confirmation that they would like to utilise If you have enabled payment functionality your client will also pay at the final stage of the booking process Make on appoiniment with Physiotherapist Tes ABN 1234 1234 1231 C 79 rd Apolecros Tasmorns 6450 lH ll 933755450 we d 1231231231 Dx Com oy
11. the week you open NOTE You can copy slots from Monday to Tuesday by selecting Copy Existing Day Template in the right hand corner 9 If you choose to Copy Existing Day Templates or if you make any mistakes you can add or delete individual slots from your schedule templates as you move through each day to reflect the appointment times you offer your customers currently 9 Make any final changes as needed and click Next Confirm that you are happy with your Appointment Slots and click Save Create Appointment Siot Template Wizard Range The following poges will guide you through he creotion of new Ronge Appointment Sict Template Apoantment Siots Details Copy Existing Tempicte Sten J Enter Appointment Siots ease enie he apooirtmer vo or eo e you add on Accaintment Siot enter the start time and select the you weh to run at this time Click Save to oda the Acoortment Siot 10 your Tempicte fou can also delete mdividual Appointment Slots as needed To save time you con easy copy Appoirtment Slots between tne days of the weet Monday Tuesday Wednesday Thursday Fnday Saturday Sunday Monday Copy Existing Day Template TOES Ear 8 Hl Sint Day Of Week Monda Tene p E AD Service List Select V Consultation Location A M Extended Consultation MI Standard Consultation _ Treatment Consultation Location 8
12. you can view and sort through your records as a CSV file E Search Criteria Booking ID a Appointment Book Current Status lt Status gt Booking Marker Booking Type All Customer Appointment CHher Booking Service ii Customer Name il Customer Organisation E Booking Date From E Booking Date To a Booking Note private public OS Number of records found 10 Appointment Booking Booking ID i Lf m Appointment Book Status II Marker Booking Type Booking Details Customer Name Mr Gerry Alleaume CUSTOMER_APPOINTMENT Service Apple Repair Qut of Warranty Machine Diagnosis Fri OX Feb 27012 09 45 AM 10 00 AM Appointments Online 7 0 CUSTOMER MANAGEMENT Once your start taking bookings online your client details are stored in a database within the system This is accessible by selecting Customer Management from the Management tab Appointments Online distinguishes your customers as either Registered or Non Registered Users Registered Users have online access and can make booking requests with your business via the 5 step booking process Non registered Users are customers that you have made manual appointments for but have never booked online with you You can take appointments from either type of user it is just their ability to make bookings online that changes Once a client makes a booking with you they are automatically added to your customer
13. Booking Price 75 00 at your yme E F m here B Paym V Moke Payme Deposit ke Payme It 78 Transaction Amount 10 00 Credit Card Details ord Type Visa ord Number j 999992999 9 VV d LIII piry Dat 01 gt 19 Powered By SecurePay NB Payments taken via Secure Pay are fully integrated with your Appointments Online system and bank account No bookings will be added to your calendar without successful payment and funds are deposited to your account directly Bookings Awaiting Confirmation This page displays requests for bookings awaiting your confirmation Booking Requests Number of records found 2 Booking iD Appointment Days Date Time Until Confirmation Appointment Book Service Name Customer 7517 Wed 25 Nov 2009 5 08 00 AM 08 30 AM Physiotherapist Test Service One EMAIL Customer Booking Request Note 345 Booking Payment Details Fully Paid Booking Amount Amount Owing 75 00 0 00 Ww 7738 Wed 25 Nov 2009 6 Test Service Physiotherapist One 02 00 PM 02 15 PM Three EMAIL Customer Booking Request Note 234 Booking Payment Details Fully Paid Booking Amount Amount Owing 30 00 0 00 Page 1 Of 1 4 L opyright amp 2009 Appointments Online All Rights Reserved Once the paid appointment is sent to your system you can track the details as below 1 booking request is sent to your appointm
14. U OFFER 4 2 ENTERING PAYMENT INFORMATION 4 3 CUSTOMISING APPOINTMENT REMINDERS 4 4 SETTING UP YOUR APPOINTMENT SLOTS 4 5 CUSTOMISING APPOINTMENT REMINDERS 5 0 MAKING AND TAKING BOOKINGS 9 1 ENTERING BOOKINGS MANUALLY 5 1 1 ENTERING RECURRING APPOINTMENTS 5 2 TAKING BOOKINGS AUTOMATICALLY 5 3 THE ONLINE BOOKING PROCESS 5 4 THE ONLINE PAYMENT PROCESS 9 9 BOOKING CANCELLATIONS 6 0 BOOKING MANAGEMENT 6 1 VIEWING AND EDITING APPOINTMENT DETAILS 6 2 BOOKINGS SEARCH 7 0 CUSTOMER MANAGEMENT 8 0 CUSTOMISING YOUR BOOKINGS 9 0 CHANGES TO YOUR SYSTEM CONFIGURATION 10 0 APPOINTMENTS ONLINE TROUBLESHOOTING Appointments Online 1 0 LOGGING INTO APPOINTMENTS ONLINE In order to setup your calendar and begin using the system login via the Client Login screen located at www appointmentsonline com au To login enter the User Name username and password that was provided to you in your Welcome Email L Forgot your password 2 0 INITIAL SETUP OF YOUR SYSTEM After you log in for the first time it is recommended that you familiarise yourself with the account management settings located via the Management tab in the top menu From this page you are able to add customers manage your services and appointment times and edit your business details Follow the steps below to get going or simply head to http appointmentsonline com au setup and get us to do the heavy lifting for you 2 EDITING YOUR BUSINESS DETAILS To ent
15. d however you can pull up Date amp Time Shown in UIC 08 00 Perth different days to view various t Miss Test Customer 99 Foke Address Street Foke Suburb Foke Postcode changing the date 10 45 AM Standard Consultation in the View panel on the left hand side of the screen My Daily Appointment Book veride Day 1 This panel also lets you move between Appointment Books so you can pull up the different calendars for each of your staff members resources that Appointment Book you allow customers to book Chen v appointments with 3 2 NAVIGATING THE MENUS Appointment Book My Bookings Management How To The navigation of Appointments Online has been designed to be as simple and user friendly as possible The Appointment Book is your home screen clicking this tab from anywhere in the system will take you back to this master page My Bookings holds all the information relating to your bookings and includes a Booking Search feature The Management tab contains all of the advanced user settings that you would have seen when setting up your account We highly recommend not changing any of these details unless necessary as changes can impact the functionality of your system Please refer to the information below regarding the options in this menu The How To tab is your online guide to the system should you get stuck at any point while using the system There are also Help icons throughout the page
16. database To add a customer either Registered or Non Registered manually into your database navigate to the Customer Management page from the Management tab and follow the steps below 1 Click Add New 2 Enter the customers details 3 Tick whether you would like this customer to be a Registered or Non Registered customer 4 f you ticked Register User you will need to enter a Username and Password so Add New Customer your customer can login to the TP en website and make AN online booking p essees with you Tie amo soe ane ZONETO OU AR vim no o e default to your own Change this as TR pue nee d ed Time Zone UTC 08 00 Perth 6 Click Save to add the customer to your Appointments Online client database 7 An email will automatically be sent to your customer welcoming them to the Appointments Online community TIP Your clients email address needs to be set as the username as an email address is always unique You can search for clients to add by clicking Find in the top right hand corner and entering their email username in the box and hitting Go A list of the customers associated with your business can be found on this page also From here you can search through view edit or delete customer records or click export to send your customer database to an Excel spreadsheet Appointments Online 8 0 CUSTOMISING YOUR BOOKINGS To enhance the functionality of you
17. eg Paymest Detats fully Paid Pending Booking Amount Owing 45 00 45 00 recon a UE From here the booking is able to be approved or declined along with a confirmation or decline note entered The system will then notify your client by email accordingly If you accept the booking request it is automatically added to your calendar and the booking status changes to confirmed Note Appointments Online has the ability to automatically confirm all booking requests you receive Please contact your account manager to turn on this functionality Appointments Online 5 4 THE ONLINE PAYMENT PROCESS If you accept online payments using PayPal from clients during the booking process they will follow the same procedure as above to makea booking with you however they will get redirected to the PayPal website to complete their payment to you Itis your responsibility to log into the PayPal website and match up the booking request you have received from your client with the payments in you PayPal account You must also request the funds from your PayPal account be transferred to your normal bank account The Appointments Online system does not automate this for you Review Booking Details Booking For Business Booking Wilh Physictheropist Test 19 Appoiniment Book Booked On Physiotherapist One 38 Service Booked Test Service One 478 Booking Time Wed 25 Nov 2009 01 00 PM 01 30 PM
18. ent diary and queued up In your Awaiting Confirmation page which Is accessible from the My Bookings tab 2 The booking will have the amount the customer transferred to you listed with the note Pending against it This is your reminder to log into PayPal and confirm the payment and transfer it to your bank account 3 Use the Booking ID number as the reference to match up the payment in PayPal under the Item Number field in the PayPal system Appointments Online 9 9 BOOKING CANCELLATIONS By default all systems allow customers to cancel bookings if not less than 24 hours before the appointment time Cancellation allowances are customisable to suit your needs Please contact your account manager fo set yours as required During the booking process your clients are given the opportunity to be added to a cancellation wait list At Step 2 they can tick the box which will add them to this list and should an earlier appointment become available in the same appointment book the system will send them an automated notification alerting them to this If clients wish to accept the new earlier space offered they will be directed back to the Booking Window to accept the new space and remove their original booking from your system Slots Available 1 Available Appointment Slots Found Find Next Available Slot Cancellation Option Please place me on a cancellation list and notify me if any earlier appointments become available
19. er or edit if your account has been setup already your business details click on Edit Business Details from the Management page 1 Enter verify your company information and make any necessary changes e g contact number address email addresses website etc 2 Make sure you set the notification email This is where all communication about your account and bookings will be sent 4 Add a Description of your business in the form of a brief summary of your services and organisation which will be displayed for your customers to see 5 Add Booking Instructions that are specific to your company to assist your clients when making online appointments with you These appear at the top of your Customer Booking Window 5 Click on Save at the end of the page to save changes 2 2 EDITING YOUR LOGIN DETAILS Your password is automatically set by the system when you sign Up The first time you log in to your account it is recommended that you change your password for security measures To change your password cse 1 Click Edit Login Details via the Management tab 2 Enter your new password and confirm 3 Click Save Edit Login Details Appointments Online 3 0 GETTING TO KNOW THE SYSTEM 3 1 THE HOME SCREEN Each time you login you will see your daily Appointment Book This is your home screen from here you can view all your upcoming appointments The current date is Wednesday 01 August 2012 automatically selecte
20. f of your clients To create a recurring booking 1 Follow steps 1 4 above to enter your customers details 2 Click Recurring under the Appointment Slot Details section The screen will change as below Appointment Slot Details Appointment Book Physiotherapist Service Full Consultation Appointment TimeZone Single or Recurring Appointment Single Appointment Recum nag Recurring Booking Starting on 27 03 2014 Occumng 2 times in total on a Thursday ot 5 e Eo E AM 8 Duration mins 60 Check Availability 3 Enter the Start Date Occurrence and Frequency You can edit the pre calculated Start Time and Duration if required 4 Click Check Availability 5 A list of available times will appear SiDole me Avallobiy Book Tick all that you would like to book the client into 6 Follow steps 6 9 above m Mon 28 04 2014 11 00 AM to 11 30 oo AM Mon 05 05 2014 11 00 AM to 11 30 Pe 12 05 2014 11 00 AM to 11 30 Available 19 PI aA 11 00 ABA Ha 11 4 2i Appointments Online 5 0 MAKING AND TAKING BOOKINGS cont d 5 2 TAKING BOOKINGS ONLINE By placing the Book Now button on your website you are freed up to take care of other areas of your business while your appointment slots continue to get filled up with clients booking appointments themselves We refer to this functionality as Random Bookings which you can request from the Business Conf
21. have SMS or Email reminders enabled you can choose to block them from being sent for this specific booking When you are happy with your changes click save To delete a booking 1 Follow steps 1 through 4 above 2 At the bottom of the screen click delete and the booking will be removed from your diary A cancellation email will be sent to yourself and your client Appointments Online 6 2 BOOKINGS SEARCH In order to view and edit your bookings without having to manually search through your Appointment Book s there is an automatic search feature that you can use to bring up and change your appointments Bogking From the My Bookings tab select Booking Search and follow the below steps 1 Enter in the Search Criteria that you would like to use in order to find your appointment s You can search by Appointment Book Appointment Status Confirmed Cancelled Awaiting Confirmation Service Customer Name or Booking Date 2 Once you have found the appointment you are searching for click the Pen and Paper icon on the left hand side of the appointment line This will take you to the page that allows you to edit details of the appointment Once you have made the changes you require select save To sort the results click a column heading to order by ascending descending value You can export the entire list of bookings generated to an Excel spreadsheet by clicking Export at the bottom of the page so
22. iguration page within the system Account Configuration Once you have requested Random Bookings Allow Random Bookings Get Book Now Button Request to Black Random Bookings sim ply follow the 7 steps bel OW Select the Book Now button you would like on your website to link your AO appointment nz Fay Mala SYS tem to YOU r We bsite If you are happy with this button please copy the Markup Code below into your website in the 1 Navigate to the roar would like your clients to book from Click Select Again to choose another Management page 2 Select the Business Style Nome Style 5 Exomple Configuration tab woos 3 In the second box labelled Account Configuration click the Get dd muc B OW Button Link kNowButtonImages booknow bigl pnqg a onClick window open http my appointmentsonline com au Custom w 4 A popup window will appear with 6 different styles of Book Now button Choose the version of the Book Now button you would like on your website and click on it 5 Another window will popup that holds the Markup Code you will need to copy and paste into your website where you would like the Book Now button to display 6 Copy the markup code that appears in the scroll box at the bottom of the window This is the code that you will need to place in your website in the location that you choose or give to your web developers for them to place in order to bring up
23. ilable slots that open up on the right side of the page Select the name from your list of customers If it is new customer select Add New Customer and input their details Select the confirmation method the customer would prefer NB email confirmation method will send an automatic email to your customer notifying them of their appointment with you If you select phone as the method of confirmation you will need to call text your client 5 If the customer requires a longer than usual appointment for any reason you can alter the Finish Time for the booking in the Appointment Slot Details section Enter a Booking Location if required for the appointment Select a Booking Payment Status for the appointment If needed you can enter a Private or Public note Once you are happy that the details are correct select Save and the booking will be added to your calendar 2 3 d 4 The second method for inputting a manual booking Is to select Create New Booking from the My Bookings tab 1 Follow steps 3 and 4 above 2 Manually select a service start date finish date start time and finish time in the Appointment Slot Details section 3 Follow steps 6 through 9 above Appointments Online 5 0 MAKING AND TAKING BOOKINGS cont d 5 1 1 ENTERING RECURRING APPOINTMENTS For those clients who offer recurring appointments Appointments Online gives you the ability to set these up on behal
24. many or as few reminders as you would like to clients Please follow the steps below to configure your booking reminders via the Business Configuration page via the Management tab 1 Select whether you would like to enable SMS or Email reminders 2 Enter a short Business Name so that your clients know who the SMS reminder is coming from 2 If sending SMS reminders you will need to purchase SMS credits and ensure you always have value in your account Click Buy More SMS Credits to purchase more credits for your account via PayPal If your SMS credits run out the system will send email reminders only to your clients until credits are purchased 3 You need to schedule the type and frequency of reminders that will be sent to your clients Click Add New Booking Reminder Select the time you would like the reminder to be sent and the method SMS or Email Click Add to save To change a reminder delete it from the list and recreate Booking Remi nder Settings Settings Send Reminders Via ViEmoil Vi SMS Short Business Name For SMS 15 Characters PhysioTest Remaining SMS Credits 151 Buy More SMS Reminder Credits Buy More SMS Credits Schedule Add New Booking Reminder 1 Credit 1 SMS 3 Minutes 7 dli wm a o 9 L Appointments Online 44 CUSTOM BOOKING LOCATIONS IT your business offers mobile appointments or if you have multiple calendars which require different addresses Appoint
25. ments Online allows you to enter or request a booking location for each appointment There are two forms of Booking Location which are attached to specific services you offer a Appointment Book Location to be used by businesses that have different addresses for each Appointment Book they use Contact us to have an adaress stored against your calendar b Customer Specified Location to be used by businesses that take mobile bookings This allows you and your clients to enter the address at which the appointment will take place Once you have entered a Booking Location for your services your clients will be asked to enter an address as a required field during the booking process or by yourself when entering a booking manually into the system Booking Request Details Pose tolec the method you would Ure the busnes fo use wher Coning your oppontmen ond ony requrements or requests for your booing Conliemation Method Phone Email Confimation 4 lus e One ihoron goppontmentyonkne c uic Curren Smad Address Booking Loecofion 123 Fake 5t Suburbvile WA 6000 Tht pa cct Phu O OFF eu O De ertered Peme ento me 10 Oo OF Pe DO wd OOo oe ua et aec so The location is stored against each booking It is important to remember that this is not saved in the system as a customer address If you or your client makes a subsequent booking the system will remember and
26. r appointment book you can assign specific markers to each of your appointments in the Business Configuration page By assigning custom booking markers to your appointments you are able to sort and track bookings based on categories specific to your business There are four different markers you can label and assign to appointments depending on your individual requirements For instance you may label the first marker Unconfirmed to show that the appointment has been booked into Management User Management uration to view ond edit your business configuration details your calendar but is awaiting confirmation by yourself or your Gi Marke 2 receptionist Other markers could be Qiec3 Markers named Appointment Confirmed or amr d Please Confirm Appt 24 hours prior depending on your needs Once you have labelled your markers you will be able to assign them against appointments and change them as needed You can also search based on these markers which is helpful if you need to confirm appointments 24 hours in advance for example as you can simply select to see all appointments with this coloured marker and a list of appointments is displayed My Daily Appointment Book 8 00 Initial Consultation Standard Consultation Extended Consultation 8 30 AM Initial Consultation Standard Consultation Extended Consultation November 2008 loo R IS 8 Ico Initial Consul
27. s request bookings Login to your PayPal Business Account Visit PayPols Help Centre Refund Policy Refunds offered for cancelation 24 hours prior to booking Enable Payment Integration The Business Configuration page is also where you will enter or change your Payment Integration details and your Appointment Reminder Schedule for SMS and Email reminders to clients Booking Reminder Settings Settings Send Reminders Via Email Vl SMS Short Business Name Dhani For SMS 15 Characters Remaining SMS Credits 151 Buy More SMS Reminder Credits Schedule Add New Booking Reminder Time Before Booking Send Email Send SMS 3 Minutes Appointments Online 10 0 APPOINTMENTS ONLINE TROUBLESHOOTING Should you run into trouble at any point or require assistance with certain aspects of the system you can view Help Topics from the How To tab on the top menu bar We have a comprehensive FAQ page continually being updated at hitp www appointmentsonline com au content content faq html We re also available on Facebook to answer any queries https www facebook com AppointmentsOnline There are also Help Icons placed throughout the site to pull up step by step instructions relating to that section of the system Should further assistance be required or if you have questions that are not covered within our manuals or help sections please email accountseappointmentsonline com cdu
28. s of the site in case you need assistance with a particular function Appointments Online 4 0 SETTING UP AND MODIFYING YOUR APPOINTMENT BOOK Your Appointment Book is your online appointment diary where all of your bookings are listed on a daily basis Your Appointment Book is made up of the services you offer clients and the appointment slots that will be made available to you and your clients 4 1 SETTING UP THE SERVICES YOU OFFER In order to create your schedule you must first enter the details of each service your business offers Services you create can be booked into by customers or made available for your infernal use only To create your service list select Service Management via Management tab To create a new service or modify existing services l Click on the Add New button or select an existing service and click on the View Modify buttons 2 Foreach service you offer clients enter a Service Name the Time Required the Price and a Description of the service 3 If you accept online payments from clients you will also need to select a Payment Option from the drop down box specifying the method of Online Payment for each service eg Deposit Required Payment Required In Full etc 4 Ifyou have SMS or Email Reminders enabled and do not wish for them to be sent for particular services tick to Block Scheduled Booking Reminders 4 f this is a mobile service and you either require clients to enter a booking
29. tation Standard Consultation Extended Consultation Standard Consultation K IN 1 00 AM 11 45 Black Closed Green No Appointments Bold Green Partially Booked Red Fully Booked Appointment Book Physiotherapist 2 30 PM Initial Consultation Standard Consultation Extended Consultation 3 00 PM Initial Consultation Standard Consultation Extended Consultation 3 30 PM Initial Consultation Standard Consultation Extended Consultation 4 00 PM Initial Consultation Standard Consultation Extended Consultation Appointments Online 9 0 CHANGES TO YOUR SYSTEM CONFIGURATION If at any stage you wish to alter your system in order to either start stop taking bookings on your website add remove SMS and Email Reminders or add remove the option for clients to pay online for their appointment this can be done from the Business Configuration page Account Configuration Allow Random Bookings Get Book Now Button Request to Block Random Bookings Accept Payment S V Request to Change Payment Integration Provider Integration Request to Remove Payment Integration Payment integration To accept payments online via Credit Card from your clients at time of their booking please select to turn Payment Integration on here Please enter your PayPal Merchant ID below Should these details change ensure you update details here or your PayPal Payment Portal will not work when client
Download Pdf Manuals
Related Search