How to Manage Appointments on Our Platform
When you click on an appointment from the calendar, you'll be presented with our Manage Appointment screen. Here, you can quickly access all information related to your appointment such as client info, notes about the appointment, your client's answers from the request form, the consent form and whether it's completed, and a lot more.
The Manage Appointment screen is split up into four (4) tabs:
Appointment Information
Request Forms
Client Info
Contact Log:
Appointment Information
When you click on an appointment, you will see the Appointment Information tab. Here you'll find details about the appointment such as date, time, service, artist, status, and notes, as well as the client's name and contact information.
This is also where you can send the customer a pre-filled consent form, manage the deposit on the appointment, and proceed to checkout
Sending Consent Forms
One important feature on this screen is the ability to send consent forms to your clients. You can send the consent form via SMS or email, and it will be attached to both the client's profile and the appointment once it is completed:
Once the client has completed the consent form, the button text will change to "View Consent Form" for easy access:
Deposit Options
The Deposit options menu is where you can add, view, refund, or forfeit a deposit.
If there is no deposit related to the appointment, you'll have the option to add it here.
Adding a Deposit
You can add a deposit to the appointment through a variety of methods, including sending an invoice link, manually entering a card, paying on a terminal, or manually logging the deposit. Click on Deposit then Add Deposit button to see options:
The Add Deposit button brings up a Take Deposit screen, where you can choose how you'd like to take the deposit. See below for options:
Deposit payment options below.
Managing a Deposit
If there is already a deposit on the account, you have the option to either view the deposit or forfeit it. Viewing the deposit allows you to refund it, while forfeiting it adds it to the artist's payout report.
Checkout
The Checkout feature allows you to easily complete the payment process for the appointment. Here's more information about how to use the checkout.
If there is a deposit associated with the appointment, it will be added as a line item on the checkout screen.
If the appointment has already been paid for, you can view the transaction and perform actions such as resending a receipt, voiding the transaction, or issuing a partial or complete refund:
View Transaction brings you to the View Transaction screen where you can Void/Refund (red button) or Resend Receipt (blue button, lower right). You can also Edit the transaction by clicking Edit (blue button, top right):
Statuses
On the Manage Appointments screen, you will also see the different statuses that an appointment can have. The status field is on the bottom right of the Appointment Info tab:
The appointment statuses are listed below:
Pending Approval
Pending Approval means that your customer booked an appointment through one of your booking links and it is pending approval from the shop or artist. The shop or artist can approve the appointment by updating the status to Approved from the drop down menu.
When an appointment is Pending Approval, it will show up as slightly 'greyed out' on the calendar (see left):
Approved
An appointment is Approved when it is either:
Auto-approved, which happens when:
You book the appointment directly on the calendar through the system
A customer books an appointment from an appointment link and the service they book is set to 'Auto-Approve'
A appointment is manually updated by a user to be in Approved status.
Waiting List
Here you can add a customer to the wait list. You add an appointment to the wait list, and you can see your wait list from the shop dashboard.
Paid
The Status field updated to Paid automatically when the checkout is completed.
Cancelled
An appointment is Cancelled when a user marks it as Cancelled. When this happens, the user will be asked if they want to forfeit the deposit (if there is one). Forfeiting the deposit puts the deposit (whole or partial) into the artist's payout report. Here's more info on forfeiting deposits.
No Show
An appointment is marked No Show when a user marks it as No Show. When this happens, the user will be asked if they want to forfeit the deposit (if there is one). Forfeiting the deposit puts the deposit (whole or partial) into the artist's payout report. Here's more info on forfeiting deposits.
Appointment Request Forms
In addition to managing your existing appointments, our platform also allows you to create and manage appointment request forms. These forms can be found under the "Appointment Request Forms" tab on the Manage Appointments screen. This feature is especially useful for managing appointments with new clients or for special requests.
Client Information
On the Manage Appointments screen, you can also update your client's profile with any necessary information. This includes adding flags or notes to their profile for easy reference in the future.
Contact Logs
The Contact Logs feature is a log of all communication sent to the client, including appointment reminders, consent forms, aftercare forms, and more. This is a helpful tool for keeping track of all communication with your clients and ensuring that they have received all necessary information.
It also helps cover yourself if the client claims to not have received a consent form, appointment reminders, or aftercare instructions: you have a record of all client communication through the system:
