After you've successfully set up the Appointments feature & linked your calendar (step 1), you will need to create an appointment type to give your clients the ability to book an appointment based on your calendar availability.
If you offer multiple services or you offer one service that varies in duration, you will need to create an appointment for each using the instructions seen below.
Example: You are a massage therapist and you offer 30, 60, and 90-minute massages. You will need to create three separate appointment types.
Creating a New Appointment
Step 1: Add a new appointment
- Index Settings.
- Under Tools, select Appointments.
- Tap the "+" next to the "Appointment Types" section.
If this is your FIRST appointment, disregard the steps above and click "Continue" on the "Create an appointment type" step, then follow the steps below.
Step 2: Enter the appointment details
On the "Appointment Type" screen, you will be prompted to enter some basic information about the appointment. Enter the following information:
Name
Enter the name that you want to be displayed to clients as the appointment type you offer. Note that this is required and will cause an error if left blank.
Duration
Enter the length of the appointment. You have the following options:
- In minutes: 15, 20, 30, 45, 60, 75, 90
- In hours: 1-23 max
Location
Select an option of how and where the appointment will take place. Options:
- Video Conference
- In-Person Meeting (includes the physical address)
- Phone Call
- None - To be announced
Availability
Select the days of the week AND times you offer your appointments. Use the "Start Time", "End Time" and "Repeat" sections to customize your business hours.
If no changes need to be made and everything looks good as-is, select "Save"
Note: It's important to exclude any specific days or the week or times you aren't available so they will not be available when clients are booking with you.
Booking Options
Include how much in advance you'd like your clients to be able to see your calendar availability and book an appointment.
Fill out the following sections:
- Minimum notice
- Maximum notice
- Buffer Time
- Cancellation Notice
Booking Form
This section includes what information you'd like to collect for the appointment booking. Some default options include:
- Name
- Phone Number
Optional fields:
- "Add Custom Field" to collect custom info from your customers.
- "Submit" button label (default)
- you can customize what the button says when customers are submitting their form, up to 20 characters max is allowed.
Confirmation
You can choose to have the bookings be automatic (auto-confirmed) or manual (you will be notified and can confirm or decline bookings manually)
Thank You Message
Add a custom message after a client books an appointment with you.
Reminders
Allows you to send a reminder(s) ahead of the scheduled appointment time. Option to send out email and/or text reminders.
Time options are:
-
Minutes: 15-90 mins in advance (scheduled in 15-minute increments)
-
Hours: 1-24 hours in advance
-
Days: 1-30 days in advance
Note: You can schedule multiple reminders. Click "Add" to save each reminder.
Step 3: Preview Booking Page
Once the required fields (seen above) have been inputted, you will be able to PREVIEW your newly created appointment. Select the Appointment you just created to ensure all the details of your appointment were set up correctly.
If you have questions or need help with creating an appointment, submit a request.