Service Profile

Every service that you have on your account has its own profile that contains specific details only relating to that service. In this documentation, we will walk through:

We will also discuss the upcoming and past appointments table in the service profile which displays appointments for the particular service with any staff at any location.

To find your service profile, navigate to Settings → Services and click on the blue "View Details" button next to the service you want to view the profile information for:

You'll now be directed into the profile page for that specific service. On the profile page you will see the service details which you can edit:

Your service profile is composed of five tabs, in which you can make changes and see relevant information: 

• Service: In this tab you can edit the service name and description, the staff member offering this service, whether you allow a waitlist or not (Business Plan Feature), Screening Questions (Business Plan Feature), whether you want to make this service private, and create a Vanity URL (Business Plan Feature).
  
  
• Time:  Service duration, buffer before and after service, how soon before the begining of the service your clients can book an appointment (Latest Appointment), how far out in the calendar a client can click to see your availability for an appointment (Advanced Appointment), and which one of your location offers service. 
  
  
• Payments: Service price, depossit required when booking an appointment for this service, applicable tax percentage.
  
  
• Open Appointments: Upcoming appointments for this specific service set to Open.
  
  
• Other Appointments: Any appointments in Closed, Cancelled, or No Show status.
  
  

Once you have successfully navigated to your service profile, you will taken to  the Overview tab which is divided in two sections: Overview and Email Merge Fields:

To make changes to the Overview section click the Edit button to the right of the service:

This will allow to change the following:

• Service Name: This is what displays to clients when they are booking an appointment as the reason for their appointment. It's also sent out in emails to clients and will display on your Appointments → Calendar view.
  
  
• Service Description: The text that is put into the description box on a service profile will display below your service in the booking flow. Generally, businesses use this area to either give a brief synopsis of what the appointment for that service will look like or to sell folks on a more expensive service.
  
  
• Staff Offering This Service: This is which staff member can offer this service. If a staff is selected her but you don't see them in the scheduling flow, be sure they have hours available at the locations listed for this service. 
  
  
• Allow WaitlistBUSINESS PLAN FEATURE: This feature will make it so that if a client is trying to book this service on a date where you are all booked up, it will prompt them to join a waitlist in case any times become available. Read our documentation on how to use the waitlist. 
  
  
• Screening Questions BUSINESS PLAN FEATURE:Screening questions allow you to make sure that clients meet certain criteria before they are allowed to see the times that you are available for appointments. Only one screening question can be applied per service. 
  
  
• Set Quota BUSINESS PLANS ONLY: Puts a cap on the number of appointments that can be booked for the service in a given time frame. The time frame options are in a lifetime, per year, per month, per week, and per day.
  
  
• Private Service: If you only want your service to be bookable through the TimeTap Back Office (or through the Private URL for the service) then check this box off. This will make it so that your clients will not see the service on your main scheduler. Learn more >>
  
  

• Private URL: This URL is randomly generated by TimeTap. If you only want to show clients options to book appointments for this service 
  
  

• Vanity URL BUSINESS PLAN FEATURE: Business account holders can create vanity urls to substitute your private URLs for Locations, Staff, Services, Classes, Service Groups, and Location Groups. This makes it so you have a friendly link to send your clients instead of the alphanumeric combination that makes up the private URL

While still in the Overview, scroll down to the Email Merge Fields section and click Edit to make changes to this section:

This will allow you to make changes to the following:

• Reason Instructions: This is an optional merge field that you can use to push special instructions about this service to the appointment email that is sent to your clients/staff. To include the information entered in this section use the tag %REASON_INSTRUCTIONS% in the email templates you want it to appear in

• Additional Reason Instructions: This is an additional merge fields that you can use to push special instructions about this service to the appointment email that is sent to your clients/staff. To include the information entered in this section use the tag %REASON_INSTRUCTIONS2% in the email template you want it to appear in 

To make changes in the Time tab click Edit: 

Once here you make changes to the following:

• Service Duration: This is how long an appointment for the service will take. In order for an appointment slot to be offered to your clients for a service, you have to have enough room on your staff's service availability to allow for the duration of the appointment to fit in. 
  
  
• Buffer: The buffer acts as a padding you can apply before the start time or after the end time of an appointment. If you service is set to a duration of 50 minutes with a 10 minute buffer, then you would need a total of 1 hour open on your schedule in order for an appointment for that service to be bookable. Learn more >>
  
  
• Latest Appointments: This is how close to the service appointment's start time a client can book and appointment.
  
  
• Advanced Appointments: Modification to this area will allow you change how far out in the calendar a client can click to see your availability for an appointment.
  
  
• Locations Available: By default, your services will be available in all locations. You can refine this, so that they are only available in some locations, on certain days, and even at specific times. Before setting this up, we recommend you watch the video tutorial linked HERE.

The Payment tab is where you can make changes:

Once the in the Payment tab you can modify the following:

• Service Price: This is how much an appointment for this service will cost in total. If you have a payment portal set up and require payment, then your client will be asked to submit this amount upon booking (unless you have a deposit amount entered). You can also adjust the currency on your account so the price displays in a different currency than U.S. Dollars (which is the default). 
  
  
• Deposit: If you don't require the full price of the service upon booking, but only want to collect a deposit amount, enter it in this area. You must have a price entered in order to put in a deposit.
  
  
• Taxable: If you collect tax when someone books an appointment for this service you check box. You can change the your business's tax rate in the Payment Settings. 
  
  
• Description: The text that is put into the description box on a service profile will display below your service in the booking flow. Generally, businesses use this area to either give a brief synopsis of what the appointment for that service will look like or to sell folks on a more expensive service. 

Once you have finished making whatever changes you want to make, click the "Save" button to commit the changes to the service. You can quickly test out and see how you changes will look to the clients who are booking with you by clicking on the Preview Scheduler button at the top of the service profile.

A buffer can be applied to a service to add a bit of padding either before your appointment's start time or after your appointment's end time. If you have a 50 minute service that has a 10 minute buffer applied after it, then an appointment could last between 8:00am - 8:50am, but the total time that's blocked off on the staff's calendar is 8:00am - 9:00am. 

To add a buffer to a service, go to Settings → Services and click on the "View Details" button to the right of the service you want to add a buffer for:

Once in the Service profile click the Time tab and the Edit button: 

You have two option when applying a buffer:

• Buffer Before: Applying a buffer before your service will add some padding before the start time. For instance, if your service's duration is 1 hour and you have a 15 minute buffer before the appointment, then your client who schedules at 9:00 am would have you reserved starting at 8:45 am. 
• Buffer After: Applying a buffer after your service will add some time padding after the end time. For example, if your service's duration is 1 hour and you have a 15 minute buffer after the appointment, then a client who schedules at 9:00 am would have you reserved until 9:15 am.

In this example we will apply the buffer after the service. After you've clicked the Edit add a 10 minute buffer and click Save:

Now, when you go to add an appointment for this service, you'll see that the available time slots display with the appointment time and then the full time that it will block off in parentheses:

If you still have questions on service buffers after reading through this documentation, please contact our support team and we'd be happy to answer them for you!

A private service is a service that the client does not see on the scheduler. Only the staff sees it as an option to book from TimeTap's back office. This is great if you use your scheduler mostly for an initial appointment but have follow up appointments that you don't want clients to be able self schedule for. 

To make a service private, navigate to Settings → Services and click on the "View Details" button to the right of the service you want to make private:

This will direct you to the Service's Profile screen. On the Overview tab, click the "Edit" button:

On the Overview window, check the box next to "Make private" to make the service private which will remove it as an option on the client facing scheduler. After checking the box, click the button to "Save Changes":

Now this service will not show up on your client facing scheduler:

But will still display as bookable from your TimeTap back office: 

Cloning a service creates a copy of an existing service, and can save you some set up time if you offer similar services. You can clone a service, then make any necessary adjustments to the clone, like it's name or duration.

To clone a service, open the Active Services and Classes List under Settings → Services & Classes. Once on this screen, you'll see your active services and classes listed, with the Clone button under the Actions heading between View Details and Delete:

Once you click Clone to clone a service, you'll see it appear above the service you cloned with the name "Copy of <your service name>" with the same values for type, price, and duration. You can now click View Details to edit the profile of your clone service:

If you would like to see open Appointment for a specific service, you can use the Open Appointments tab in the Service Profile screen:

Clicking View next to one of the appointments will take you to the Appointment Details page for that appointment:

From the Open Appointment tan you can also send emails the clients with open appointments for this service, All you have to do is select the client you want to send an email to, and click the Send Email button: 

After clicking the Send Email button, a new window will appear. This is will contain the bulk email template, which you can change or modify before sending. Once you've made all the changes you'd like to make, click Send Email: 

You can also import a list of all open appointment for this service. All you have to do is click the Export List button:

A new window will appear prompting you to select the information you would like to export. Once you've made your selections and you've clicked Export List, a .xls document containing the selected criteria will begin downloading to your computer:

If your client decides to cancel their appointment for this service, or you have marked an appointment to No Show or Completed these appointment will appear in the Other Appointments tab:

Clicking View next to one of the appointments will take you to the Appointment Details page for that appointment:

From Other appointment tab you can also send emails the clients with Completed/No Show/Cancelled appointments for this service, All you have to do is select the client you want to send an email to, and click the Send Email button: 

After clicking the Send Email button a new window will appear, this is will contain the bulk email template, which you have the change to modify before sending. Click Send Email: 

You can also import a list of all open appointment for this service. All you have to do is click the Export List button:

A new window will appear prompting you to select the information you would like to export. Once you've made your selections and you've clicked Export List a .xlc document containing the selected criteria will begin downloading to your computer: