Each location that you add to your account has its own profile with details around its address, contact information, directions, appointments assigned to it, and its availability. When you click into a location profile from Settings → Locations, you'll see three tabs: the Overview tab, the Service Availability tab, and the Class Schedule tab.
Underneath the "Overview" tab, you'll be able to update contact and direction details for your location as well as see upcoming and past appointments made with any staff assigned to that location. Under the "Service Availability" tab, you'll see the availability for all staff who have been assigned hours at that location. Under the "Class Schedule" tab, you'll see the schedule for all classes that are set for that location.
In this documentation, we'll cover everything found under the Overview tab including:
- The different components of your Location Profile
- How to Edit your Location Profile
- Using your location's private url and/or embed code
- Viewing your Upcoming & Past Appointments at a Location
We cover how to use and customize your staff's availability at a location under a separate documentation page that goes in depth about adding, changing, and removing your availability.
Nothing matters about your location profile if you can't find it. So to start off this part of the discussion, I want to go ahead and point out where you'll find any of your Location's profiles.
You can access a location's profile by going to Settings → Locations and clicking the "View Details" button to the right of the location:
Clicking the View Details page will open up the Location's profile where you'll be able to click in to edit Location Details and view upcoming and past appointments:
Your Location Profile will open up to the "Overview" tab where you'll see your location name, phone number, address, and directions. To the right of those details, you'll see your Upcoming and Past appointments tables.
The next tab on your Location Profile is your Service Availability tab. As mentioned above, we discuss how to configure and manage your location's service availability in the next piece of documentation. For now, we'll just say that if you want a quick view of a Location's availability for service based appointments, visit the Service Availability tab in the Location Profile.
The last tab is your Class Schedule tab. This will compile the schedule for all classes that have been assigned to the location.
As mentioned on every other documentation page in the Settings menu, there is a quick link to your mini website to test out any changes you make by clicking the blue "Preview Scheduler" button in the top right. This way after tweaking your location details or customizing your location availability, you can quickly click through your scheduler to make sure that everything looks alright.
If you open up your location profile by going to Settings → Locations and clicking the "View Details" button to the right of your Location's name, you'll enter into your Location's Profile. On your Location's Profile, you'll see all the different details about your location that you can edit in the "Location Details" box on the left hand side of the "Overview" tab:
These details include: location name, location type, phone number, address, timezone, and directions. To edit any of these items, click the "Edit Details" button in the top right of the section:
This will bring up the Edit Location Details window where you can make changes to the different aspects of your location. These different aspects include the items listed above. Here's a description of each so you know what you're changing:
- Name: This displays to clients as the name of where the appointment will be held. It can be included in your email templates or on your appointment saved message using the tag %LOCATION_NAME%
- Type: An office location indicates that it is a physical location that you'll be meeting at whereas a virtual location represents any appointments that are held virtually (like over the phone, on Skype, Google Hangouts, etc.)
- Phone: This phone number can be added to your email templates or to your appointment saved message using the tag %LOCATION_OFFICEPHONE%
- Email Address: This email address can be cc'd on your email templates by using the tag %LOCATION_EMAIL%
- Address (for office location type) or Description (for virtual location type): these will display to your clients underneath your location name on your scheduling flow. It can be included in your email templates with the tags %LOCATION_ADDRESS% or %LOCATION_DESCRIPTION% (these tags are interchangeable so if you use %LOCATION_ADDRESS% it will pull up whatever was entered in either the location address or description field for the location
- Timezone: If this location is in a different time zone than your business is set to in your account settings, you can indicate that here and staff availability & appointment times will take the location's time zone into account when scheduling
- Directions: If you choose to include Directions on your location profile, these directions will show up in the New Appointment Emails as well as the Appointment Edited/Rescheduled Email that clients receive. They show up underneath the location address toward the bottom of the email message. You can also embed them on the Appointment Saved Success Message using the tag %LOCATION_DIRECTIONS%.
Once you are done making changes, press the "Save Changes" button at the bottom of the screen.
Your services, your staff, and (as mentioned here) your locations all have something called a Private URL and Embed Code on their profiles. What are private URLs and Embed codes for these specific profiles? Well your main scheduler on your mini website lists all of your staff, services, and locations that a client could possibly book. At a service, staff, or location's private URL, a client would only see that service to book, that staff to book with, or that location to book at (depending on whose private URL they're visiting).
So, on the Settings > Locations view below, you'll see that I have two locations set up. People could visit my main scheduling page and book with me at my physical office location (Packard Place) or they could book with me for a Skype Call and we would connect over the virtual environment:
If I know, however, that someone would not be coming to visit me at my physical location and would only be booking with me at the Skype Call location, I could send them the private URL for the Skype Call location. To do this, I would just click into the Skype Call's profile view and copy the Private URL link that is listed in the Location Details section:
I could also embed this private scheduler onto my own website by using the location's Embed Code. The process for embedding the private scheduler for the location is the same as embedding the main scheduler. Just the code you would use would be slightly different to accommodate for the fact that it is a private scheduler for just that location.
On the right hand side of the Location Profile Overview tab, you'll see your Upcoming & Past Appointments table:
The appointments that will display in your Upcoming Appointments tab are all those listed in either Open or Checked In status. All the appointments that display in the Past Appointments tab have been marked either Completed, No Show, or Cancelled.