General Appointment Info

Appointments will be added to your schedule either by you while logged into TimeTap's Back Office or by a client who is using your scheduler.

You can add appointments underneath the main "Appointments" menu. Once appointments are added you can find them on your calendar or navigate to your lists and find them by status.

In this section, we'll cover the three ways you can add appointments using TimeTap's Back Office and how you can find them within TimeTap.

Remember, clients are able to schedule their own appointments by visiting your scheduler that's on your mini website and/or embedded on your own website.

Once appointments are added to your schedule, the next thing to ensure is that you are managing them properly. So, what does it mean to "manage your appointments properly"? Glad you asked 

The first thing you'll want to make sure you're doing is managing the statuses that your appointments are in. All of your appointments go through their own unique lifecycle:

• When they are initially added to your schedule, they start out in "Open" status. 
• From there, when the client comes in for the appointment you can mark them as "Checked In". 
• Once they've been "Checked In" you can then move the appointment to being "Completed" once the appointment is over. 
• Alternatively, the client may be a "No Show" for these appointments or may "Cancel" the appointment. 

While some of these statuses can be applied automatically, others of them you'll have to make sure to set yourself. Once the proper statuses are applied, the appointments will filter into the proper list views for you to find. 

There are several other things you can do to help you manage your appointments better:

1. If clients call to say they've not received a confirmation email for their appointment, you can check the appointment detail page to see if there was any issue with the email getting sent out
2. You can take notes on each of your appointments to keep track of anything you may want to remember about the client
3. You can edit or reschedule the appointment and keep track of all your changes under the Audit Trail tab of that appointment

All of these things can be done from the Appointment Detail page for the appointment. 

The rest of the pages in this section of our documentation go over the different management tools that you can use on your appointments. If you have any questions after reading through this documentation section on managing appointments, please get in contact with our support team and we'd be happy to help!

One of the things you'll become a pro at while using TimeTap is navigating your schedule of appointments. It's an important thing to get really good at using so you can find appointments quickly and sort your lists for exactly what you want to see.

There are three ways to navigate to the appointment detail screen for any of your scheduled appointments:

1. You can find existing appointments in the appointments lists that are available under the Appointments menu in the Appointments Lists tab and within a Client's Profile. 
2. You can also find all appointments (except for ones marked as cancelled) in you Calendar view.
3. Finally, you can use the Appointment Lookup option in the top of the app to search for an appointment by appointment id

If the appointment is for a seat in one of your class sessions, you can also use the Class Lists view to navigate to the Class Session Details screen and see the list of attendees there.