GETTING ROUND THE DIARY
Contents
1. Reasons This will show a drop down list of all the different reasons for an appointment These reasons can then be linked to a till category and a service will be automatically entered onto the bill when the bill is created Details This is a free typing field were you can enter in any other details you wish to record about the appointment Staff This is the staff member who you are booking the appointment for This is automatically selected when you HAIRLINK User Manual v4 5 Updated 01 05 2012 ETEA THE APPOINTMENT BOOK double click on a staff member s appointment column Req Prf Staff Requested or Preferred Staff member This can be selected if the client requested a particular staff member Start amp End These are defaulted to the time that you have selected when Times creating the appointment in the diary The times are automatically updated when you select an appointment reason For example a haircut may take 30 minutes so selecting this as a reason may change the duration of the appointment to 30 minutes Appointment time length can be manually changed from the drop down list of times as well Duration This is the duration for the appointment The duration will be automatically calculated from the start and end times You can also manually change the duration using the drop down list and when you do it will change the end time of the appointment Client Details This displays the current details on the cli2. 10 For the rosters days you wish to enable multi book place a tick in the Multi Book column 11 Click the Tick to save and close the staff record SB Samual Ben HAIRLINK User Manual v4 5 Updated 01 05 2012 ETEA THE APPOINTMENT BOOK Setting Up Rooms Some clinics may book appointments by the room or machine This is different to the normal diary whereby you book by the staff member If you are booking by room machine you need to ensure that the room or machine is not double booked by two staff members Using the rooms diary will ensure this does not happen 1 2 Login with the highest access rights you have Go to the Options menu and then select Pick Lists Setup Expand the Diary option and double click on Diary Profile A list of diary pages that have already been created will be displayed Double click on the Diary you wish to edit Change the Type to Rooms lf a room must be selected for each appointment made set Room is Required to Yes If a room is only required sometimes set Room is Required to No To add your new room types click on the Rooms button and then on the at the bottom of the new window Enter the details of the room you are creating a Name The room name eg Massage Room b ID A short ID for the room eg M1 c Status Enables or disables the room to be used d Room The room n
3. times back to whatever is in the roster To alter the hours when a staff member works overtime or starts late you need to change the grey Not Working times to blue manual locks 1 Find the day in the diary you wish to extend the staff members hours for 2 Right click on a staff members Not Working time and select Change to Manual 3 The Not Working Times should turn blue Using your mouse drag the Not Working times to the hours you wish NOTE When they diary allocates the staff rosters the Not Working times in blue will not be moved HAIRLINK User Manual v4 5 Updated 01 05 2012 ETEA THE APPOINTMENT BOOK Diary Locks The lock function allows you to lock out time slots so appointments cannot be made at those times This is handy for entering lunch breaks training time and meetings Your clinic can assign colours to locks so identification can be made easier Adding a New Lock 1 Click the F8 Lock button at the bottom of the diary or right click on the diary on the time you want to lock from and select Lock 2 Enter the required details and press F12 Accept 3 A lock will appear on the diary for the times requested Removing a Lock 1 Double click on the lock you wish to remove 2 The lock screen will open with all the lock details automatically entered but on the Unlock tab 3 Click F12 Accept to remove the lock i Twn Unio a Loc
4. 3 Enter the parameters for which the appointment needs to satisfy For example the appointment must be within the next three weeks on any day the client only wants to see AT and half an hour is needed for the appointment 4 Click F3 Search 5 The function will find the next available time slot that matches the search criteria If the time slot is not suitable click on F3 Find Again and the function will find the next time slot that matches the search criteria You can keep searching until a suitable space is found 6 Once a suitable space is found click on the F12 Accept button and an appointment details form will open to make the appointment at that time Find Free Appointment Slot in Main Staff Member AT Days M Monday W Tuesday Minimum Duration 00 30 Wednesday Search from 23 01 2012 M Thursday 23 02 2012 Hiid Search up to NU x C Saturday l Sunday Tick the days to include in the search for a free appointment slot Fig 6 4 HAIRLINK User Manual v4 5 Updated 01 05 2012 ETC Le THE APPOINTMENT BOOK Finding Client Appointments 1 2 Click on the Ctrl F button from the diary tool bar and then select Find Appointment The Find Appointment window will open Enter your search criteria and click F12 Search All the appointments matching your search criteria will be listed If you have found the appo
5. p a Mepa 2008498 OTT n Oe te ID Mega uw Ave pa T Geese Fig 6 1 The Diary is used to create view and edit appointments for clients In Hairlink gt you can configure more than one diary into various types and formats including a list view Diary Holding Tank The holding tank is a temporary holding bay for any appointments that you wish to change to another day or diary If you drag an appointment into the holding tank you can then search through other days or diaries to find a suitable time slot When a time slot is found simply drag the appointment from the holding tank onto the diary using your mouse Fig 6 2 HAIRLINK User Manual v4 5 Updated 01 05 2012 ETE key THE APPOINTMENT BOOK Diary Tool Bar The diary has its own diary toolbar which allow fast access to diary functions Below is a description of this menu Ctrl F This button allows you to search for appointments in the diary or find Fna free appointment slots This button will change the view from a single Day view to a vie CtrET showing the entire week Ctri P This button will print various diary related reports Print ae iD This button will change the zoom level on the diary Up to five zoom F6 levels can be set by the user which will change the number of staff foom shown across the top of the page and the number of hours down the side F7 This button will add a staff member onto the diary for
6. The minimal client entry form can also be configured to check if the new client may be a duplicate You can enable this from Options Setup Diary Diary Options Check if New Cin already in Database Tile Gender iM Maile First Name lane 0 LastName Senuth Co Name e a Dateoffith 7 ddimmyy Referral IR YPages Ph Wk 09 123 4567 Ph rim jas Ph Cell Ft Finished Email Street Num i Steet Suburb City PostCode F12 Create Now F11 Select Existing F5 Edit Detaits Fig 6 19 HAIRLINKS User Manual v4 5 Updated 01 05 2012 ETEA THE APPOINTMENT BOOK STANDING APPOINTMENTS Standing appointments are appointments that are repeated at regular intervals For example a client may have a massage every two weeks Instead of entering every Ppomimen individually or copying appointments and dragging them from the holding tank Hairlink can automatically enter these for you Examples of Using Standing Appointments Standing appointments can be used for many different types of appointments and has been designed to save time by removing the need to copy an appointment to the holding tank and drag each appointment to a different day in the diary Some examples of how standing appointments may be used are listed below A client may have a haircut on the first Monday of every month By using standing appointments with an indefinite time span the appointment will be made au
7. Tol a LO THE APPOINTMENT BOOK Creating a New Diary Page 1 2 Login with the highest access rights you have Go to the Options menu and then select Pick Lists Setup Expand the Diary option and double click on Diary Profile A list of diary pages that have already been created will be displayed Double click on a line where the Dry_Name column is blank to open a diary profile window Enter the Name of the diary you are creating Select the Type of diary you want to create See Diary Types page 9 Set Status to Active Click F12 Accept to save and exit the diary Default and Minimum Appointment Length When you make an appointment in the diary you can set a default appointment duration if the appointment duration is automatically entered by the reason For example if no reason was selected the system would automatically enter 15 minutes for the duration of the appointment the user could then change this if they needed You can also set the minimum amount of time a user can set for an appointment For example you may have a policy of 15 minute consultations you can set the minimum appointment length to 15 minutes so you don t get double booked accidently 1 2 Login with the highest access rights you have Go to the Options menu and then select Pick Lists Setup Expand the Diary option and double click on Diary Profile A list of diary pages t
8. client Explanation Business closed Business hours do not extend as far as the requested appointment time Appointment slot is already booked selected room already booked when using the rooms resources type diary The appointment slot has been locked manual lock Another appointment already exists in the requested time slot No available appointment slots when using multi booking Day marked as a holiday business closed Staff not available in diary An appointment is already made on that day In case of errors you may do one of the following Cancel the appointment by moving to the Deleted diary page Move the appointment to an available appointment slot n cases where the staff is not on the appointment diary you may add the staff column manually using the Staff button in the Diary screen n case where the appointment falls outside the normal staff hours you may choose to make a one off change to the staff roster First change the roster to a manual roster by right clicking on one of the Not Working blocks in the staff column click on Change To Manual now stretch the not working blocks to accommodate for the appointment Move the appointment to the appropriate slot HAIRLINK User Manual v4 5 Updated 01 05 2012 ETC hel THE APPOINTMENT BOOK MESSAGING SYSTEM The messaging system To Do List allows you to attach messages to a staff member s column in the diary When they
9. have a message that has not been completed a thumbtack will appear in the top left hand corner of their column A read thumbtack signifies at least one note has not been read a yellow thumbtack signifies all notes have been read Once all notes have been marked as done the thumbtack will disappear JBR Joe Bloggs x MR Mary Rose Fig 6 25 Each note in the To Do list is coloured for easy identification The note that you currently have selected will have a red border White Signifies the note has not been read Pink signifies that the note has been cancelled Blue Signifies that the note has been completed actioned Yellow Yellow signifies the note has been read but not yet completed or actioned To Do List SMS Conversation To Do List for MR From 5P Date 16 12 2008 Time 325 18 am Please cal Chant Joe Bloggs 2 231 Contact Numbers York 07 123 456 Home Celktor Animal Max Dog From CB Date 17 06 2002 Time 116 3D am Please cal to ceganise removal al sutures for heidi Client John Smet 1 6095 Contact Numbers Work 07 4441214 Home 07 444 1234 Cellular 021 234 5678 Animal Heid Cat From CB Date 17 06 2005 Time 115831 am Please teed the animals m Boarding From AM Please dean tre indows View Torbo Lat Fram Last 3 manthe Last 6 montis Unread items Unfinished tem S j 4 P bi ce gt Ft2 Cone i encol Exc Chose Fig 6 26 HAIRLINKS User Manual v
10. photo 2 Select the note you wish to edit so a red border surrounds it 3 Change the Status field to suit New This is for a new note Read The note has been read but not yet completed Done The note has been completed O O O o Cancelled The note has been cancelled Note Until a message is marked as Done or Cancelled it will keep rolling over to the next day HAIRLINK User Manual v4 5 Updated 01 05 2012 ETEA THE APPOINTMENT BOOK ARRIVALS In the arrivals diary the Arrivals Due list shows what appointments have not arrived yet while the Waiting Arrived list shows what appointments are currently in progress and what clients have arrived and are waiting in the clinic When you select an appointment all the appointment details are shown in the bottom section of the window including a timer to show how long a client has been waiting Client Joanne Bloggs Phone 091234567 H Datails 123 Raines Ave Papakura AUCKLAND Subject Joanne Bloggs 2 00 pm 0522 Reason t adies Cut Arnwed To See cH Clare Housenwater Wang Pri Stan Mod By Test Chen Fig 6 28 The Arrivals diary can be used for each diary that you have set up Change the diary by clicking on the tab at the top of the screen If you wish to view all diaries click on the AIl tab By default the Arrivals diary will not show Ready appointments see Appointment States on page 6 Tick
11. 4 5 Updated 01 05 2012 ETEA THE APPOINTMENT BOOK How to Add a New Message 1 Click on the staff member s name or photo at the top of the diary 2 The To Do list will open Click on the button at the bottom of the To Do List page 3 Fill in the form as required for the new To Do List Item FROM The staff members that is creating the message o Date The date that the note is created for o Status This is the status of the note New This is for a new note Read The note has been read but not yet completed Done The note has been completed Cancelled The note has been cancelled o Time The time the note is due for completion 4 Click OK to save the note UF To Do item of MR Fromm Date 16 12 2008 Ww Status Ey Time 9 25 18 am Notes Please call Client Joe Bloggs E 2 231 Contact Numbers Work 07123 4567 Home Cellular Animal Max Dog His catis ready to leave this afternoon Fig 6 27 TIP If you are leaving a note for a staff member to call a client add the client contact details quickly by using the Include Details button You can search for a client and the name client and phone numbers will be added to the note automatically HAIRLINK User Manual v4 5 Updated 01 05 2012 F Tol da lO THE APPOINTMENT BOOK How to Mark a Note as Done Read or Cancelled 1 Click on the staff member s name or
12. Diary Reason cccsseeseeseeseeseesenseeseeseesenseesenseesenseeees 16 Setting the Duration of Diary ReasonS sssssssnssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 16 Assigning Colours to Diary Reasons ccssseeseseeseeseeseensesenseeseeneeseaes 17 BUSINESS ROU S caie 18 HOiGAYS A 18 Setting Up a New Holiday ccccccccssseecsseeecensescenseseeneeseeseesenneesensesseaes 18 Editing the date of the Holiday ccssccessecseseeeseeeeneeeeseeeeseeeesesenseseees 18 HAIRLINK User Manual v4 5 Updated 01 05 2012 E Tol da lel THE APPOINTMENT BOOK NOTES ON Creating Holidays inccsscecesecssecscesesasncesnsecssecsesweestcacacesssncesesesesneeses 18 DIAY FONS gepa E EE EEN 19 Customising a Client FOrmM sssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnna 19 Prinung a chent FOM issiron ANNENS 19 AJUSTING STAFF ROSTERS sasnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 20 Adding Staff on a Non Rostered Day ssccsssessseeeeseeeneeeeseeeneeeees 20 Altering Staff Hours on a Single Day cccssscssseeeeseeeseeeeeeeeeeeeees 20 DIAY LOCKS siete rece sie re ENEE EEA 21 AddNO ANEW LOCK cesses tec eas tec ies sect ac nese tees ages eee wtnc E ESEE EEEN 21 Removing a LOCK assnnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn mnnn 21 APPOINTMENT ses wececciveteceeeswaneccavetvccucswesnconvedveansswessceivetecaweswecsesne 22 BOOKING an Appointment sasssns
13. ETEA THE APPOINTMENT BOOK THE APPOINTMENT BOOK CONTENTS GETTING ROUND THE DIARY 0 ccccceeeeeeeeeeeenseeneeeneeeneeeeees 3 VN oases E eee 3 Diary MOIIN TANK ee ects E sie a vecame cee euensnemennene ene 3 UI OO TN rete cates escent E 4 UME ICONS acer ee ceca ects ee meee et ewe nee eee eee eecaemcmeeneeeess 5 Diary INAV ICAU OUD ete cites ec ciceee cee E EE 5 A DOiNMENt STATES eeee nen ter heen een erent AEE EAE Eea 6 Searching the UAE occa eons cee aE EEEE E 7 Finding Free Appointment Slots csccccesseecseseeseeseesesneeseaseesenseesensesees 7 Finding Client Appointments cic ce oc cnescccece stew se essa dccceb ce saaeeteaccsaeeceneceuiewccaas 8 PY SE TOP maene EEEE EEEREN 9 DIAY ai ce eee eee eee eee ene eee 9 DATY VDC S ai E E E E E E E E EEEE 9 Creating a New Diary Page ccsssscsssseeceeseesesseesenseesenseesenseesensesseanesees 10 Default and Minimum Appointment Length ccceeeeeseseeeneeeeneeeeneeeees 10 ZOOM LEVE SETUD cscri EEN 11 Customising Staff Orde r csccccceseecceseeeceseeseeneesenseesenseesenseesensessensesees 12 TIME DIVISION DIS DIAY siisii a a a a E 13 Setting Up Multi BOOK sssssannnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnne 14 Setting Up ROOMS ssasssannnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnne 15 Diary Reasons s ssnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn 16 Creating a New
14. Unlink from Billing This Diary Reason is linked to Till Full Leg 1 1143 Product Full leg wax mens 1 1480 Sell Fricew Tax 9 00 HAIRLINK User Manual v4 5 Updated 01 05 2012 E Tol da lel THE APPOINTMENT BOOK Business Hours Staff members and appointments can only be added to the diary between the scheduled shop hours Follow the instructions below to change the shop hours 1 2 3 4 Log in with your user ID and password Click on Options then select Pick Lists Setup From the pick lists double click on Diary then double click on Business Hours This will open the Business Hours form From here you can edit any of the shop hours which are in 24 hour format Holidays Setting Up a New Holiday 1 2 Login with the highest rights you have Go to the Options menu and then select Pick Lists Setup Expand the Diary option and double click on Holidays A list of holidays that have already been created will be displayed Click the symbol to add a new holiday Enter the Name and Date of the holiday and set the Status to Active Click the Tick button in the bottom right hand corner of the window then click Ok to save the changes Editing the date of the Holiday If the holiday is already entered but is for a previous year just click on the date and select the correct date from the c
15. a single day which they are not already rostered on You can also choose a single taff staff member to view only their appointments This button allows you to lock out certain times of the day for a staff FS member or for all staff members You can use this for such things as Lock lunch breaks or a doctor s appointment F3 This button starts a cash sale Cash F4 This button starts a bill that is assigned to a client Bill Opens the actions menu of specific diary related functions Other HAIRLINK User Manual v4 5 Updated 01 05 2012 ETEA THE APPOINTMENT BOOK Diary Icons On diary appointments and in the billing window icons provide information to the user about the client Read below for a brief description of each icon New Client Shows when a client is new Current Balance Displays when the client has a balance outstanding in the current month 30 Day Balance Displays when the client has a balance in the previous month 60 Day Balance Displays when the client has a 60 day balance 90 Day Balance Displays when the client has a 90 day balance Bad Debtor Displays when the client has Stop Charge set on their client record Very Bad Debtor Displays when the client has Stop Charge and Stop Statements set on their client record This is usually when a bad debt has been written off Not Seeing Requested Displays when the client requested a staff member and did not get that staff
16. ails screen will open Make any changes as necessary HLA a we List Any changes made to the schedule will affect appointments already made this may result in the deletion of existing appointments and creation of new ones Examples To Stop a Standing Appointment Schedule Changing the End By Date any appointments after the new date will be removed To Change the Day of Week In the Standing Appointment details screen change the day of the week the appointments will be moved to the newly selected day Similarly changing the Start Time will move the appointments to the new start time HAIRLINK User Manual v4 5 Updated 01 05 2012 ETA THE APPOINTMENT BOOK Error Handling Errors may occur when generating appointments these are presented in a separate page Appointments in Error Errors may be accessed from the Dairy screen by expanding the Holding Tank right click on the holding tank gt left click on Expand Form gt when the Holding Tank is displayed left click on the In Error tab The table below describes errors that may be presented after creating or amending standing appointment schedules Error Details Not Open on Day Outside Work Hours Time Slot Not Available Room Not Available Conflict with Lock Conflict with Appointment Number of Slots Exceeded Holiday Staff Not Working Apt exists for the
17. alendar Notes on Creating Holidays If there are any appointments already booked on the selected date the system will not allow you to activate the holiday but will display a warning informing you of the number of appointments found on that day You will need to move all appointments from that day to another day before you can activate the holiday Once you have activated the holiday close the application and restart You will no longer be able to make appointments on that day If you look at the day in the diary you will notice the text of the date has changed to a dark red and the name of the holiday is listed in brackets immediately after the date To allow an appointment to be created on a holiday you will have to mark the holiday as Inactive Simply follow the instructions listed above to get back to the Holiday List HAIRLINK User Manual v4 5 Updated 01 05 2012 ETEA THE APPOINTMENT BOOK Diary Forms Hairlink has a number of forms that can be printed directly from the right click menu of an appointment All the forms are completely configurable by the user The forms that are available are New client form Address confirm form Consent form Custom consent form Customising a Client Form 1 2 Go to the Options menu then choose Setup Log in with your user ID and password Click on the Diary button then the 2 Form tab Select the form you wish to edit Using the word processor
18. and double click on Diary Profile A list of diary pages that have already been created will be displayed Double click on the Diary you wish to edit Change Time Division Display to the division you want Click F12 Accept to save and exit HAIRLINK User Manual v4 5 Updated 01 05 2012 F Tol da lO THE APPOINTMENT BOOK Setting Up Multi Book Multi book allows more than one appointment to be made for the same staff member in the same appointment block For example a client may be bringing both their children in for a haircut They may be able to see both children at the same time in the same 30 minute appointment block With multi book turned on both children could be booked in with an appointment When they look at the diary they will be able to see both appointments See Fig 6 10 1 2 8 0 Login with the highest access rights you have Go to the Options menu and then select Pick Lists Setup Expand the Diary option and double click on Diary Profile A list of diary pages that have already been created will be displayed Double click on the Diary you wish to edit Change Num Apt Time Slot to the number of appointments you wish to be able to book at the same time for a staff member Click F12 Accept to save and exit Open the staff record of the staff member you wish to enable multi book for Go to 8 Stf F11 Roster Click for Details
19. and remembering how long an appointment will take 1 2 Login with the highest access rights you have Go to the Options menu and then select Pick Lists Setup Expand the Diary option and double click on Diary Reasons A list of diary reasons that have already been created will be displayed Double click on the reason you wish to edit Change the Duration to suit see Click F12 Accept to save and exit HAIRLINK User Manual v4 5 Updated 01 05 2012 ETEA THE APPOINTMENT BOOK Assigning Colours to Diary Reasons To assist staff members in quickly gauging what type of appointments reasons are in the diary colours can be assigned to reasons It is recommended that only the important reasons are coloured coded to avoid confusion Follow the steps below to assign colours to appointment Click on Colour see Fig 6 11 and select a colour from the palette then click OK reasons 1 Login with the highest access rights you have 2 Go to the Options menu and then select Pick Lists Setup 3 Expand the Diary option and double click on Diary Reasons 4 A list of diary reasons that have already been created will be displayed 5 Double click on the reason you wish to edit 6 7 Click F12 Accept to save and exit Name Full Leg Diag Code Duration 60 lt mins Select Branch Add New Product Change Product Change Till Cat
20. appointment time To change the time of the appointment click and drag the appointment to a new time while still holding down the mouse button Changing appointment duration Changing the appointment duration can be done by moving the cursor over the bottom edge of the appointment The cursor will change to a double headed arrow You can now make the appointment duration longer or shorter while still holding down the left mouse button Transferring appointments To transfer an appointment from one day to another click on the appointment and drag it to the holding tank then navigate to the day the appointment is to be transferred and drag the appointment from the holding tank to the selected time slot How to Confirm and Unconfirm an Appointment Confirming an appointment means the client has been contacted and the appointment has been confirmed by the client Confirming an Appointment Right click on the appointment and select Confirm The appointment will change to a purple colour to indicate it is confirmed Uncomfiming an Appointment Right click on the appointment and selecting Unconfirm Appointments can also be confirmed via SMS For more details on confirming appointments using this method refer to the section on Sending Appointment Confirmations later in this chapter HAIRLINK User Manual v4 5 Updated 01 05 2012 ETEA THE APPOINTMENT BOOK Appointment Conflicts List lf an appointment is added that is u
21. ated on the first week of the month An appointment will be generated on the second week of the month An appointment will be generated on the third week of the month An appointment will be generated on the fourth week of the month An appointment will be generated each year following the start on date Based on the frequency appointments will be generated at the interval set in the Recur Every field For example if Frequency was set to Week and Recur Every was set to 2 appointments would only be generated every second week The date on which appointments will start being allocated The date on which appointments will no longer be allocated You are able to choose from three selections Appointments will continually be generated Appointments will be entered until the number entered in the End After field is reached Appointments will be generated until the End By date is reached While the standing appointment still needs to be allocated this needs to be set to Active otherwise to stop allocation set to Inactive HAIRLINK User Manual v4 5 Updated 01 05 2012 F Tol da lO THE APPOINTMENT BOOK Creating a New Standing Appointment 1 Search for and open a client record 2 Click on the Actions button and select Standing Appointments 3 The Standing Appointments window will open This window will list all the current standing appointments If t
22. custom order To edit the staff order follow the steps below 1 2 2 Login with the highest access rights you have Go to the Options menu and then select Pick Lists Setup Expand the Diary option and double click on Diary Profile A list of diary pages that have already been created will be displayed Double click on the Diary you wish to edit Change Stf Order to the method you wish to order staff If you selected custom click on the Order button Add staff members to the diary by clicking on the button and searching for the staff member You can easily change the staff order by editing the order 10 Click the Tick button to save and then the Exit button to exit the Custom Order screen 11 Click F12 Accept to save and exit HAIRLINK User Manual v4 5 Updated 01 05 2012 ETEA THE APPOINTMENT BOOK Time Division Display The Normal diary is displayed in units of time The lines that are drawn on the screen to display time can be broken down into multiples of 5 10 15 20 or 30 minutes Please see below for examples Fig 6 9 Fig 6 8 shows the diary with the time division display set to 10 minutes Fig 6 9 shows the same diary with time division display set to 15 minutes al 2 Login with the highest access rights you have Go to the Options menu and then select Pick Lists Setup Expand the Diary option
23. ent file You may click the F2 Change button if any of these details are not correct to update them Client Account This displays the current balance of the clients account with details a breakdown of where they may be overdue Reminders Displays reminders that are due ApptFor Samwallay CS1 Reasons Back W ax Detats Stat CS1 Carol Simmons Pf Staffs wma M Sant End Time 10am iam Durabon vw Room When Dwaton Fish St Appt For Res Que Reminders 11 00am 0030 10am CS Samwellay Bac Reminder Date gt J ESC Cancal Cxi S StandApt F11 Repeat YW Ft2 Finish Fig 6 16 HAIRLINK User Manual v4 5 Updated 01 05 2012 F Tol da lO THE APPOINTMENT BOOK How to Change Appointment Details Appointments can only be changed if they are still in the Due state white colour If an appointment is confirmed or arrived you will need to unconfirm or unarrive the appointment before proceeding with the changes Using the drag and drop facility it is easy to make changes to appointments Change Details To change any appointment details double click on a Due appointment to open up the appointment details form You can change any details relating to the appointment from here Change assigned staff member The appointment can also be moved between staff members To do this click on the appointment and drag it to another staff member while holding down the mouse button Change
24. go to Email SMS then Look at Reply Arrived Yellow The client has arrived in the salon and Is waiting to be seen 2 00 p m 2 30 p m 30 123 Street 1007 AUCKLAND In Progress Red A bill has been started for this appointment and it is either still open or it has been saved and exited and marked as not ready for reception Ready Green Items have finished being added to the bill The bill has been marked as Ready so reception can edit the bill and take payment Finished Blue The client has been processed and the bill has been finished with a payment receipted 2 00 p m 2 30 p m 30 123 Street 1001 AUCKLAND 123 Street 1001 AUCKLAND 2 00 p m 2 30 p m 30 123 Street 1001 AUCKLAND HAIRLINK User Manual v4 5 Updated 01 05 2012 ETA THE APPOINTMENT BOOK Searching the Diary Finding Free Appointment Slots The Find Free Appointment Slot function helps find space in the diary where there are no bookings For example a client may need to get their haircut in the next 2 weeks before they go on holiday The salon may be very busy at this time with very few free spaces Instead of having to scour the diary to find a free slot they can use the Find Free Appointment Slot function to do it for them 1 Click on the Ctrl F button from the diary tool bar and then select Find Free Slot 2 The Find Free Appointment Slot window will open
25. hat have already been created will be displayed Double click on the Diary you wish to edit If you wish to set the minimum appointment duration change the Min Apt field to suit To change the default appointment length change the Def Apt field to suit Click F12 Accept to save and exit HAIRLINK User Manual v4 5 Updated 01 05 2012 ETEA THE APPOINTMENT BOOK Zoom Level Setup The zoom level set up configures the number of hours and staff members that are displayed on the diary There are five different zoom levels that can be configured When the zoom button is pressed on the diary it will move to the next zoom level that has been configured 1 2 Login with the highest access rights you have Go to the Options menu and then select Pick Lists Setup Expand the Diary option and double click on Diary Profile A list of diary pages that have already been created will be displayed Double click on the Diary you wish to edit The zoom levels are displayed on the right hand side in the table Edit the zoom levels and click F12 Accept to save and exit Zoom Level Setup HAIRLINK User Manual v4 5 Updated 01 05 2012 E Tol da lel THE APPOINTMENT BOOK Customising Staff Order You can order the staff members across the top of the diary in four methods Numerically by staff number alphabetically by the staff member s last name alphabetically by staff ID or a user defined
26. here are no current standing appointments it will be blank 4 Click on the blue button at the bottom of the window and the appointment details window will open 5 Enter the details for the appointment The left hand side of the form is the same as the normal appointment details screen The right hand side of the screen contains details for the standing appointment 6 Click on the Next button and the appointments will be generated The system will check for existing future appointments as well 7 Hairlink 2 will now produce a list of all the future appointments Check the appointment details and then click on the F12 Finish button JL Standing Appointments for Diary Main amp Branch Parnell Standing Appointment Check 7 appointments already exist 4 appointments will be deleted Lnk DateReqd Sta Reason Start Finish Apt Made Ref_Number 31 Jan 2012 1 CS1 Back Weax 11 00 a m 11 30 a mJError 28 Feb 2012 CSi Back Wax 11 00 a m 11 30 a m Made 27 Mar 2012 1 CS1 Back Wax 11 00 a m 11 30 a m Made Fig 6 22 8 A warning prompt will appear Read it and click Yes to continue 9 If the allocation was not successful you will be asked if you would like to correct the errors now 10 Click Yes to correct the errors 11 A list of all the appointments in error will be displayed To correct an appointment double click on the appointment
27. in error This will change the diary to the appointment date 12 At this stage you may need to move appointments or alter the roster To cancel an appointment move it to the Deleted diary 13 Next drag the appointment onto the diary to the position you want it HAIRLINK User Manual v4 5 Updated 01 05 2012 ETEA THE APPOINTMENT BOOK HD Aes U Aepetnimeres BAGG EEEE E a e PP Dsanes for Pamoli Main Waiting Par Opt Room Deleted spoiniments in Error 1 Filtered by Client Samuel La Simmons Main 31 Jan 2012 Tue Back Wax 71100 4 m 30 min lt ia Doub e dick to change Diary and Staff to suit re 7 rs Fa w b H snow au Find Gah w p D hamad Rai kanan Amed Progees Reedy Frished BE Fig 6 23 14 Once all the appointments in error have been cleared close the error window HAIRLINKS User Manual v4 5 Updated 01 05 2012 E Tol da lel THE APPOINTMENT BOOK Editing amp Checking Existing Standing Appointments Once the standing appointments have been created and added to the diary they function in the same manner as any other appointment You can double click on it to change the appointment details or use the mouse to stretch or drag it To edit all the remaining standing appointments open the client record and select standing appointments from the actions tab Double click on the standing appointments schedule you wish to edit and the appointment det
28. intment you were looking for select the appointment and click F12 Accept otherwise search again with new criteria You will now be taken to the appointment you have selected on the diary 5 Reason All Reasons 6 Diary Main 7 Staff all Staff Notes l Any word 2 00 p m 00 30 Samual Ben Ladies Cut HAIRLINKS User Manual v4 5 Updated 01 05 2012 ETEA THE APPOINTMENT BOOK DIARY SETUP Diary Profile Diary Types When adding a new diary page there are six types of diary to choose from Below is a brief description of each 0 Normal The normal diary shows appointments by time and staff member This diary is typically used for consultations See Fig 6 6 below Main Waiting Par Opt Room Deleted Nicola Senith 02 10666200 M 1130 am 1200 p m 30 2 10666200 M 1200 pm 12 45 p m 45 otung r 12 30 pam TOO pam 30 Fig 6 6 1 Num List Not used 2 Day List Not used 3 DOW List Not used 4 Rollover The Rollover diary is another list type diary like the Num List The difference is this diary will roll over appointments from the previous day if they are Arrived In Progress or Ready 5 Rooms The Rooms diary shows appointments by time and staff member like the Normal diary However a Room button will also appear on the diary for you to check room bookings HAIRLINKS User Manual v4 5 Updated 01 05 2012 F
29. k Unlock Paid Lock No Lock All Statt No StafiToLock JEC Eloise Collins Bordar colour id Clear Border Lock Al Day No Start Time 11 00 p m End Time 200pm EC Eloise Collins Locked Lunch Break 1 00 p m 1 59 p m 60 Lunch Break Duration 01 00 Days to Lockout From 24 01 2012 To 2401 2012 Reason Lunch Break Fig 6 13 HAIRLINKS User Manual v4 5 Updated 01 05 2012 F Tol da CO THE APPOINTMENT BOOK APPOINTMENTS Booking an Appointment 1 Click the Diary button to open the diary 2 Select which diary you wish to make the appointment in Eg Main Dianes for Pamell Main Deleted Fig 6 14 3 With your mouse double left click on the time and the staff column you wish to make the appointment for Eg 10 00am with Joanne Bloggs JB Joanne Bloggs i es p Fig 6 15 4 Search for the client you wish to make an appointment for or click on the New button to add a new client 5 When you have selected the correct client the appointment details window will open Fill in the details as required then click F12 Finish to complete the appointment Client Clicking on the client button will allow you to change the client that the appointment is for Appt For Clicking on the Appt For button will allow you to change the person that the appointment is for but this will leave the bill in the Clients name
30. member for the appointment See Requested Displays when the client got the staff member they requested B E oS a yEy se Diary Navigation Navigation around the diary is controlled by the navigation tool bar This toolbar consists of three or four buttons Prev Day Allows you to scroll back in the diary day by day Next Day Allows you to scroll forward in the diary day by day Today Takes you to the current day in the diary Note Only shows when not on current day Date button When you click on the Date button a calendar opens where you can go to future or past days in the diary as E air Tanaan 1am Aae ais LU HAIRLINKS User Manual v4 5 Updated 01 05 2012 E Tol a lel THE APPOINTMENT BOOK Appointment States Each appointment on the diary will be colour coded to display the stage the appointment and billing process are up to This makes it easy for the user to glance at the diary screen and instantly see the status of an appointment Due White The client has not arrived or confirmed their appointment and no bill has been Started 2 00 p m 2 30 p m 30 123 Street 1001 AUCKLAND Confirmed Purple The client has been contacted by phone email or sms and they have confirmed their appointment Replied Orange The client has been sent a SMS which they have replied to with a message that is not Y or Yes To view the reply right click on the appointment and
31. nable to fit in the required space you can be prompted to place it in the Waiting List Diary While it is in the Waiting List you can then check the diary for a space to fit it into If you select the appointment and press Enter on your keyboard you can use the plus and minus buttons to change the duration to fit it into a free space better Note Appointments must be moved from the Waiting List Diary before any other diary functions can be used This option can be enabled or disables from Options Setup Diary Diary Options Use Conflicts Diary Wanting List list Select the cell and press ENTER key to change the duration 24 01 2012 Ann Chelsea Smith Massage 0210666200 M 12 00 p m 12 45 p m 45 EEE Fig 6 18 HAIRLINKS User Manual v4 5 Updated 01 05 2012 ETAC LO THE APPOINTMENT BOOK Minimal Entry New Client Form The minimal client entry form is used for entering new clients from the Diary and can be enabled from Options Setup Diary Diary Options Minimal Entry for new clients The form has fewer fields and ensures that before the new client can be saved provided staff have entered a name and one form of contact You can also make it compulsory for staff to add the referral method This can be enabled from Options gt Setup Client gt Options Use Referral Referral is Compulsory Referral types can be set up from Options Setup Client Referrals and are customisable by the user TIP
32. nnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 22 How to Change Appointment Detalls cccccseseeseseeeeneeeeneeeeneeees 24 How to Confirm and Unconfirm an Appointment ccsesesee 24 Appointment Conflicts LS oars sees sees ee 25 Minimal Entry New Client Forim cccccssecseseceseeeseseneeeeeesenees 26 STANDING APPOINTMENTS ccccssccssceseeeeeeseesensensenseeeeenseaes 2 Examples of Using Standing Appointments cccsssssseeeeeeeeeees 27 How to Access Standing Appointment c cccssesssseeeeseeeeneeees 27 Setting up Standing Appointment s cccceseecsseeeeneeeeneeeeneeseees 28 The Standing Appointment Details Window c ssseseeeee 28 Creating a New Standing Appointment c ccsseeceneeeeeeeseees 30 Editing amp Checking Existing Standing Appointments 32 e a inea cece E E E 33 MESSAGING SVS TE M anii 34 How to Add a New Message 2 ccssccsseceeecenesenssenesenseenseenseonseneees 35 How to Mark a Note as Done Read or Cancelled c scecssseeees 36 ARRIVALS ccceecceccneceeeeeeeesensensenseneeeesensensenseneeessenseasensenseesenseass 37 HAIRLINK User Manual v4 5 Updated 01 05 2012 ETEA THE APPOINTMENT BOOK GETTING ROUND THE DIARY Overview Pe Pree Oey Peeet PPeewts Foessis Taas Abery 6 bt Kee ere Wereg Poe eet Fee Disisi M iaa fee 7 Lats RIS RIAAN
33. the Show Ready Appointments check box if you would like these to display in the Arrivals diary as well i V TIP Click on the F7 Staff button to only show appointments for a particular staff member HAIRLINK User Manual v4 5 Updated 01 05 2012
34. tomatically and reduce the chance of another staff member accidently booking a different appointment into that time slot Standing appointments can also be used for staff scheduling For example you may have a staff meeting on the first Monday of every month Please note such appointments may skew information in some reports such as Staff Productivity report No Show report and other diary reports oe TIP As standing appointments are automatically scheduled in advance they are best utilised in conjunction with the appointment confirmation feature by SMS Email or phone By sending an appointment confirmation message clients will not forget they had appointments booked in advance How to Access Standing Appointments There are several ways of accessing the standing appointments window From Client screen click the Actions button then Standing Appointment menu option From Diary screen right click an existing appointment then click the Standing Appointment menu option HAIRLINK User Manual v4 5 Updated 01 05 2012 ETAC hel THE APPOINTMENT BOOK Setting up Standing Appointments Before using standing appointments you must set up how far ahead you would like Hairlink gt to generate the scheduled appointments To do this in Hairlink go to Options Setup Log In Diary enter the number of weeks to allocate ahead in Weeks to Allocate Standing Apts 1 60 NOTE The number of
35. tools edit the form Select the computer disk in the top left hand corner to save the form Printing a Client Form 1 2 Right click on a client s appointment and choose Print Forms History From the pop up box choose which form you wish to print HAIRLINK User Manual v4 5 Updated 01 05 2012 E Tol da lel THE APPOINTMENT BOOK AJUSTING STAFF ROSTERS Adding Staff on a Non Rostered Day The diary automatically adds staff members to the diary using a staff members roster on their staff record Occasionally a staff member may come into work on a non rostered day and therefore will not have a column on the diary You can use the Add Staff to add the staff member onto a single day To do this follow the steps below 1 Go to F7 Staff Add Staff 2 Search for the staff member you wish to add and click F12 Accept 3 The staff member will be added to the diary Blue manual locks will appear in place of the normal Not Working times If the staff member s roster is updated to be working for this day the manual locks will override the roster Manual Lock 2 30 p m 11 59 p m 569 Fig 6 12 Altering Staff Hours on a Single Day The background processor will periodically check the staff roster on the staff record and allocate the diaries based on that If you move the grey Not Working times on the diary when the background allocates the roster it will change the Not Working
36. umber Eg the Massage room is room number 1 10 Click F12 Accept to save and exit 11 Save and exit the Room List window 12 Click F12 Accept to save and exit HAIRLINK User Manual v4 5 Updated 01 05 2012 F Tol da CO THE APPOINTMENT BOOK Diary Reasons Creating a New Diary Reason Diary Reasons are used when making an appointment to show what the appointment is about The diary reason can be linked to a SERVICE so it is automatically billed when the bill is started To create a new diary reason follow the steps below 1 2 8 Login with the highest access rights you have Go to the Options menu and then select Pick Lists Setup Expand the Diary option and double click on Diary Reasons A list of diary reasons that have already been created will be displayed Click on the blue button at the bottom of the page to create a new reason and select OK to the insert new record prompt Enter a Name for the appointment reason and change Status to Active If you wish to link it to a service click on the Add New Product button and choose the service you want Click F12 Accept to save and exit Setting the Duration of Diary Reasons To make entering appointments a faster and more streamlined process you can assign default durations to appointment reasons This will ensure staff members do not waste time entering the duration details
37. weeks to allocate standing appointments should NOT exceed the number of weeks to pre allocate diary General Site M Use Diary System Mths to Keep Diary Records for 1 12 Weeks to Pre Allocate Diary 1 60 C Weeks to Allocate Standing Apts 1 60 Fig 6 20 The Standing Appointment Details Window The left hand side of the form is the same as the normal appointment details screen The right hand side of the screen contains details for the standing appointment Frequency istWeekDayotMonh l Feecur every a1 months on W Monday l Tuesday 2 M Wednesday Resson Back Wwa T Tineaday Details s l Fneay l Saturdsy Stant css gt F Mark as Requested Start amp End Time 00am 11am 4 03 2012 Dwston fC Sy Dae gt j Eney E Active l HE ESC Cancel View Hatory of Cient rn Repeat lt gt F12 Neat Fig 6 21 HAIRLINKS User Manual v4 5 Updated 01 05 2012 Repeat Pattern Frequency Daily Weekly Day of Month 1st Weekday of Month 2nd Weekday of Month 3rd Weekday of Month 4th Weekday of Month Yearly Recur Every Repeat Range Start On End On Never Ends After Count By Date Other Items Status ETEA THE APPOINTMENT BOOK An appointment will be generated every day An appointment will be generated each week An appointment will be generated each month following the start on date An appointment will be gener
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