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The Check In Screen is a tool that can be setup on a designated kiosk in your space so that your clients can enter their Name or Appointment ID to find their appointment and check themselves in for their appointment.
By default, new appointments are created in an Open status. You have the option to mark
as clients arrive for their appointments, which will time stamp the start time of the appointment and display it on the Audit Trail. An appointment can be
moved to a Checked In status either by the staff in the
Once the client leaves, you can then mark the appointment as "Completed" and essentially check out the client. Marking clients as checked in and checked out/completed will give you an overview of how long your appointments for a given service typically last, whether or not a client is typically early or late for his/her appointment, and an idea of who is in your office at any given time.
In this documentation we will cover:
- Setting up your check in screen
- How clients can check in for appointments for services
- How clients can check in for appointments for classes
- How staff can check in appointments
There are a few important things to note about checking in appointments. This is the only status change that does not trigger an email to send out to the client or staff person. It is really just for internal tracking using the TimeTap Back Office application.
Also, Checked In appointments are not a separate status altogether. Rather, they are a sub-status of Open appointments, almost like a staging area before the appointment is checked out.
First, we will cover the different parts of the the check in screen and how this can be used to allow clients to search by their name, appointment ID or both. To go to the screen where you can configure your check in screen click Dashboard and select Check In Screen:
Once in the Check In screen you are presented with a few different options to setup your screen:
Backoffice or from a designated kiosk using the Check In Screen described below.
This help doc covers:
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To configure the Check In Screen, select Dashboard > Check In Screen from the top Backoffice menu:
The Configure you Check In Screen page has the following setup options:
Check In Title: This is what appears at the top of your check in form
Appointment ID Search: If selected, this will allow clients to search for their appointments in the check in screen using their
Appointment ID
Appointment ID Placeholder: This is what appears in the search field if you have
Appointment ID search
turned on
Appointment ID Result Fields: This is the information about the appointment that will display in the results after the client searches by
Appointment ID
Client Search: If selected, this will allow clients to enter their
name, email, phone, etc, and pull up a list of appointments scheduled for them
Client Search Placeholder: This is what appears in the search field if you have
Client Search turned on
Client Search Result Fields: This is
the client information that appears in the
results table if you have
Client Search turned on
Action Items: These are the buttons that will appear in the search results for your clients to use. Based on your selection, you can allow your clients only
Check In or
Print their appointment details
Seconds before check in dismisses: After your client checks in, you can determine how long the confirmation message stays on screen before disappearing
by entering how many seconds the confirmation message should stay in the screen in this field.
If you are asking your clients to print their ticket, it's a good idea to leave the confirmation message
on the screen a little longer.
Password to exit Check In View: If you enter into the
Check In Only View, this will be the password you will have to enter to
return to
the Backoffice
Enter Check In Only View button: Click this button to enter the
Check In Screen
Preview: After you have made your selections to configure your check in screen and clicked the Update Settings
Example Setup
In this example:
The Check In Screen Title has been changed to read only "Check In"
Client Search has been enabled so that clients can search appointments by their name
The Client Search Placeholder has been changed to "Enter your name"
After searching for their appointment, clients will see their name, the staff name (who will be assisting them), and their appointment's date and time
Clients are only allowed to check in and not print their appointment information
The confirmation message is set to stay in the screen for 7 seconds
After the necessary changes have been made
, select Update Settings to see a preview of
the Check In Screen under the Preview section
.
The right side of the screen give me a preview of what the check in screen will look like:
Enabling the Check In Only View
To enter the Check In view
, select the
Enter Check In Only View
button:
You will then be redirected to the
Check In Only View:
The next section
covers how this setup can be used to allow clients to check in for their
service appointments.
For this example
, a retirement consulting firm
takes 1-on-1 appointments and
also
organizes seminars where
multiple clients can come in at once.
They have
a dedicated kiosk setup in the office lobby to allow clients to check in when they arrive at
the office,
which will allow staff members to
focus on wrapping up their current appointments. After
the Check In Screen has been set up and the Check In Only View has been enabled, clients will now be able to type their name in the
Client Search field and
select the
Search icon to see their appointment information:
After the client
selects the
Search icon, the appointment information will appear below
. At this point the client can
select the Check In button:
After the client has checked in, a message will appear to confirm that they have successfully checked in and will stay in the screen for the amount of
seconds that was
set in the
Seconds before check in dismisses
field:
After the client has checked in
, a check mark icon ☑ will be added to their appointment in the
Calendar view of the Backoffice:
The Appointment Detail page for that appointment also shows the updated Checked In status and displays the date and time when the client checked in:
If you look at the appointment in the Appointment Lists > Open, you will also see when the client checked in, the check mark next to the time stamp indicates that the client has checked in:
The Checked In information can also be viewed from the Appointments > Appointment Lists page:
After the appointment has taken place, you can mark it as Complete from the Appointment Detail page by
selecting the
Status button and
choosing Completed:
Clients can also check in for appointments that are part of a class session as well. In this case
, a financial education seminar
has been scheduled with a maximum capacity
of 10 attendees.
This time clients will be able to search for their appointment using their appointment ID (1) (which they can find in their appointment confirmation email and reminder), or name (2)
. The option for clients to Print their appointment information at the time of check in has been enabled, and the Seconds before check in dismisses settinghas been increased to 15 seconds to give the clients enough time to
select the
Print button(3)
. These changes can be made under Dashboard > Check In Screen:
After the changes have been made
, the Check In Only View
can be enabled on the kiosk that
is set up for the clients. Now when a client enters
their appointment ID or name
, they will have the option to check in first:
Once they've checked in, they will have the option to print their appointment information:
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Note: Allowing clients to print their appointment information is not limited to checking in for appointments that are part of class sessions, the same function can be applied when client are checking in for their |
service appointments. |
This will bring up a new window
with a preview of their appointment details and an icon to print in the top right:
If you go to the Class Session Details screen, you will be able to see which clients have checked
in for that session:
