Locations
You can set up a location for your business through the Locations tab. To learn how to make changes to an existing location, read our documentation on editing your location's details.
To add a new location, navigate to Settings > Locations and click “Add New Location”. You’ll be taken to the Add New Location flow.
Once you’ve entered the Add New Location flow, you’ll be on the Name & Type screen where you can enter the name of the location and select whether it is a physical, virtual or variable location.
A physical location, such as a school, that you'll be meeting your clients at (most of your locations will likely be physical, FYI).
A virtual location represents any appointments that are held virtually (like over the phone, on Skype, Google Hangouts, etc.).
A variable location is when your appointment(s) take place at an address that is provided by your clients at the time of booking.
Once you’re done entering the name & type, click “Continue”.
Once on the Contact Information screen, you can optionally enter:
A phone number for your location: this phone number can be added to your email templates or to your appointment saved message using the tag %LOCATION_OFFICEPHONE%
An email address for your location: this email address can be cc'd on your email templates by using the tag %LOCATION_EMAIL%
An an address (for a physical or variable location) or description (for your virtual location): these will display to your clients underneath your location name on your scheduling flow. It can be included in your email templates with the tag %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
A different time zone for your location: 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
Once you’re done click “Continue”:
Once on the Details screen, you can optionally add:
a profile picture for the location which will show to participants as they are booking, directions to the location.
The directions that you enter can also display on your appointment emails if you use the tag %LOCATION_DIRECTIONS%. They won’t, however, be visible to the client when he or she is booking an appointment.
- Which staff should have access to the location (if you have more than 1 staff on your account)
Once you’re ready click “Continue”:
In the Confirm New Location screen, you can review the information you’ve entered in the other screens and once you’re ready click “Submit”:
To edit a location, go to Settings > Locations and click the "View" button next to the location you want to edit:
This will take you to the location's "Overview" page on its location profile. To edit the details here just click the "Edit" button in the top right:
That will make the fields on the location's profile editable. Once you’re done making changes, click “Save”.
The changes will be reflected under the Location Details section of the location’s profile page, and you’re all set.
TimeTap allows you to create dedicated URLs for combinations of specific staff, locations, services, and classes called custom booking sites. These URLs are helpful if you want clients to book appointments for specific services, at specific locations with specific staff members. Most of the time you will presumably create a Custom Booking Site for a particular location to send to the location's team to distribute. That's what we'll be going through here.
We'll begin by going to Settings > Locations > View (for the one you'd like to create one for).
Click on the button that says 'Create Custom Booking Site'
You'll be given the following lines to complete the creation of your Custom Booking Site:
Internal Name: That's where you can put what you'd like the Custom Booking Site to be known as internally (no participant will see that, so no pressure on what you name it).
Webhandle: Here is where you create the actual URL (i.e. downtownappt.timetap.com). The first portion (downtownappt) you can customize. The second will be a dropdown with different possible endings for your URL (i.e. .timetap, .mybenefitsappt, etc.). Keep in mind that what you create here is the URL that participants will use to book, so you want to make it easy to access and remember.
Publish Booking Site: If you want the URL you create to be accessible for participants to book, select the corresponding box. If not, your URL will remain private and not be an external booking tool.
Once you fill out this page, be sure to click 'save.'
You’ll be taken back to the profile of the Custom Booking Site you just created. If you click on the webhandle that you created, you can see the scheduler for that location in action:
On the new tab, you can highlight the url in the url bar and right click > copy in order to put it in a flyer or in an email for distribution to participants at that location:
The second tab of your Location Profile is the "Location Availability" tab. This tab is the inverse of the Service Availability tab from Staff Profile. Whereas in the service availability tab from the staff profile, you are looking at the hours when a particular staff person is available at a given location, in the location's service availability tab you are looking at what hours a particular location has staff assigned to it.
Whatever Location Profile you are in at the time is the particular location whose service availability you are viewing. Your availability is really important in TimeTap because it determines when you can offer service-based appointments. Reading this documentation carefully should give you a good idea of how to setup your location's service availability to offer appointments at the times you want them.
If after reading through this documentation you have any questions about how your location's service availability is configured, please contact our support team to ask them.
When the location has no availability set up for taking appointments, the availability tab will look completely bare. In order to add a date range of availability, click the "Add New Date Range" button:
This will take you into the "Add Staff Availability" flow and will have the location from whom's profile you clicked through from pre-selected:
In this example, I'll be adding availability for a single day so I'll select the option that I'm adding "Availability for a date range" and hit "Continue":
Next, under "Adding Availability for Appointments on" I'll select the date I'm adding availability for - May 24th, 2019 and hit "Continue":
Under the "Working Hours" tab, I'll set up what hours I'm available on Friday. In this example, let's say that on Friday I am adding availability for this location from 9A - 2P, then hit "Continue":
On the Confirmation screen, make sure that the hours of availability look correct before pressing "Submit":
Once you press "Submit" you'll be taken back to the Staff's Availability tab where you'll see their new date range of availability setup:
If you want to learn more about how to read your availability once it has been added to your service availability tab, you can check out our documentation on understanding your service availability display. We also have a lot written on how you can edit staff availability for services, make changes to your date ranges, as well as remove it all together.
At this point, it's a good idea to quickly hit the "Preview Scheduler" button just to make sure that it your availability for clients trying to book looks proper during the date range you added. This helps to ensure you got everything entered correctly 
Location groups allow you to organize your offices into more "territory" like spaces.
This basically creates "Folders" for your locations so you can direct clients to the scheduler that contains the locations nearest or most convenient for them.
This is great if you have a whole lot of locations where you offer appointments. Maybe you service multiple states. You could group all of your locations in one state within a single group and then provide that group's private URL to your client base that's there for them to book through that.
Say you cover multiple counties. You wouldn't want to display all of these in one long list! Instead, you would create various groups, one per county so participants can filter accordingly.
In this documentation, we'll cover:
- How to create a location group
- Editing a location group
- Send clients to book at your location group
Click the button to "Add New Group" from your Settings → Locations page:
Set up your new group by first giving it a name. In this case I'll name the group "Charlotte Locations", and select the locations you want to include in this group. In this case, I'll select all the Charlotte based locations. You'll see that you can also add an internal display name, description and timezone, but those are all optional and can even be edited after the fact:
Finally, click the "Save" button in the top right to save your new location group to your account:
This will take you to the profile view for the saved group:
I'll now be able to find this group under my Settings → Locations → Locations Groups list view:
Now, that the group is created you can send clients to book at that group by copying the private url for the group and linking it either on your site or in an email to the client.
Continue reading this documentation to learn how to:
- Edit a group to include additional locations
- Send clients to your location group to book
Once you've established a group, you may, at a later date, decide to add another location that you want to include in that group.
Let's say I now service a new location within Charlotte. I've already added the new location, but now I need to include it in my existing Charlotte Locations group.
First, I'll navigate to Settings → Locations → Location Groups list view and click the "View" button next to my group that's named "Charlotte Locations":
This will take me to my group profile view which shows the groups current name, it's private URL, and the current selection of locations in that group. To edit the selection of locations in the group, I'll simply click the "Edit" button next to the locations section of the page:
At first only the existing locations in the group will have a check mark next to them:
To include a new location, I'll simply check off that location and then click "Save" in the top right:
Now when I go to the location groups private URL to book, I'll see that new location in the scheduler flow as well:
If you've added a location group on your account, then most likely you'll want to have a way for participants to get to it to book. This means that you'll need to send your participants a link to the location groups private url which is a different web page than your normal scheduling landing page.
To get your location groups private url, follow these steps:
Go to Settings → Locations → Location Groups:
You'll see the location groups private url in the table view there. Simply highlight it with your mouse cursor to copy it and send it to a participant or click on the link to open it up in a new tab on your browser:
