Product
Appointments
Appointments Overview
9min
The Appointments module simplifies scheduling by managing specialist availability and facilitating seamless booking processes. It caters to both internal team usage and client-side booking through various interfaces, such as manual input by staff or chatbot-assisted scheduling.
This module is accessible by Admins, Managers, and any user with authorized access to the Appointments module.
This module can be accessed through the navigation list on your left side of the screen, then go to Appointments.
- For Internal Use:
- Team members can book appointments directly via the module.
- Advanced filters to locate and manage appointments by date, location, and specialist.
- Instant notifications for updates (e.g., confirmations or cancellations).
- For Client Use:
- A client-facing landing page, customizable with your business branding, enables clients to self-book appointments.
- Chatbot integration allows clients to book appointments during live interactions, showcasing real-time availability.
- Updates Section:
- Displays appointment-related updates for quick visibility.
- Notifications for client appointment requests, changes, or reminders.
- Person View (Default View):
- Displays appointments for all specialists in a timeline format.
- Navigate dates using the arrows or jump back to the current day with the “Today” button.
- Card Color Codes:
- Light Blue: Appointment Booked
- Dark Blue: Appointment Confirmed
- Red: Appointment Canceled
- Light Green: Appointment Completed
- Appointment Card Features:
- Click to view appointment details or perform actions like confirmations and cancellations.
- Calendar View:
- Weekly calendar layout for easier management of long-term schedules.
- Toggle weeks with navigation arrows.
- Select specific specialists or filter appointments by location.
- Appointment List View:
- Summarizes all appointments for a specific date, including booked, confirmed, and canceled slots.
- Exportable for reporting and printing purposes.
- Each appointment includes action buttons for quick contact or status updates.
- New Appointment:
- Accessible via the "Add Appointment" button or by clicking empty time slots.
- Input fields:
- Contact: Select an existing contact or add a new one.
- Location, Specialist, and Service: Mandatory fields to assign the booking correctly.
- Date & Time: Select start and end times.
- Communication Channel: Notify clients via WhatsApp or email.
- Additional Notes: Optional for specific instructions or comments.
- Block Time Period:
- Temporarily block availability for specific specialists.
- Input fields:
- Location & Specialist
- Start & End Dates
- Reason for the block.
- Filter Options:
- By Location, Specialist, Service, Contact, Date Created, or Status.
- Toggle notifications for early availability.
- Waitlist Management:
- Enables visibility and prioritization of clients on the waitlist for time slots.
The Updates column in the Appointments Module provides a centralized area for tracking and managing recent activities, notifications, and requests related to appointments. It is particularly useful for ensuring that no client request or appointment action goes unnoticed. Its main features are:
- Real-Time Notifications:
- The updates column dynamically displays notifications for actions such as:
- New appointment requests from clients.
- Requests for appointment confirmations.
- Appointment reschedules or cancellations.
- Actionable Insights:
- Each notification includes critical information:
- Client Name: Name of the person making the request.
- Contact Details: Phone number and email for immediate follow-up.
- Appointment Details: Location, specialist, and service type.
- Timestamp: Indicates when the request or update was made.
- Quick Access:
- Click on a notification to view further details or directly access the related appointment for quick action (e.g., confirm or cancel the request).
- Clear Visual Organization:
- Updates are displayed in chronological order, ensuring that the latest actions are always visible at the top.
- Medical Practices:
- Clients can schedule consultations, follow-ups, or specialist appointments via the booking page.
- Internal staff can block unavailable hours during surgeries or other events.
- Salons and Spas:
- Allow clients to self-book haircuts, massages, or other services while managing employee schedules.
- Fitness Centers:
- Trainers can manage one-on-one session bookings, cancellations, or group class scheduling.
- Corporate Meetings:
- Set up client or internal team meetings while ensuring that room availability and schedules are conflict-free.
- Real Estate:
- Automate booking for property visits or client consultations.
- Optimize Filters:
- Use filters for specialist, location, and status to streamline appointment searches and updates.
- Enable Notifications:
- Always enable notifications for reminders to reduce no-shows.
- Utilize Waitlist:
- Regularly check the waitlist to fill canceled slots and improve utilization.
- Maintain Up-to-Date Availability:
- Ensure specialists’ schedules are accurately updated to avoid double-bookings or mismanagement.
- Use Exported Reports:
- Analyze appointment data weekly to track performance, cancellations, and overall booking trends.
- How can clients self-book appointments?
- Through the landing page or via chatbot-assisted booking during interactions.
- What happens when a client cancels an appointment?
- The appointment card turns Red. Notifications are sent to the assigned specialist.
- Can I export appointments for reporting?
- Yes, use the Appointment List View to export data in a printable format.
- What if two clients book the same slot?
- Double bookings are prevented through real-time updates and sync mechanisms.
- Can I edit appointment details after booking?
- Yes, access the appointment card and make necessary changes.
- Is there a way to send automated reminders to clients?
- Yes, reminders can be configured using WhatsApp or email notifications during setup.
Updated 23 Dec 2024
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