Adding Appointments Via Back Office

Appointments will be added to your schedule either by you while logged into TimeTap's Back Office or by your 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.

On this documentation page, we'll cover the three ways you can add appointments using TimeTap's Back Office:

• Using the "Add Appointment" button
• Clicking on the Calendar view
• Adding a client as an attendee to a class

These three ways are applicable only to the staff person who is logging into the Back Office. 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.

Adding Appointments with the Add Appointment button:

You can always add a new appointment by pressing the "Add Appointment" dropdown button from your Appointments page:

After clicking the green "Add Appointment" button, you'll see you have the option to add either a One Time Appointment or a Repeating Appointment:

From here, I recommend reading our documentation on adding one time appointments and adding repeating appointments to learn how to navigate those individual screens. You'll find links to those documentation pages below:

• Step by step guide on adding a One Time Appointment
• Step by step guide on adding a Repeating Appointment

If you have any questions on adding appointments, you can also contact our support team and we'd be happy to help out.

Adding Appointments by clicking on the Calendar:

You can also add a one time appointment by scrolling through your calendar and clicking on a blank spot. To do this navigate to the main "Appointments" menu and make sure you have the "Calendar" tab open:

Find the date and time that you want to add an appointment for and click on it:

A new window will appear where the time and date you click on will be selected:

If you were to double click on a free time slot in the calendar, you'll see that when you enter into the Add New Appointment screen that the date and time are pre-filled with your selection from clicking on the calendar. The Add New Appointment screen will allow you to modify the start and end time to your specifications if you need to:

Double clicking on the calendar is just going to get you to the Add One Time Appointment screen. You would need to press the "Add New Appointment" button at the top of the Appointments page to get to the Add Repeating Appointment screen. 

Adding Client as an Attendee to a Class

If a client is interested in making an appointment for a session for one of your classes, you can add the client as an attendee through the Class Session Details screen for that class.

To do this, first navigate to your Class Session Details screen by finding it on your Appointments → Calendar view and clicking on the session that's displayed there:

Once you've clicked on a class session a new window will appear, within this window you will have the option to add an attendee:

After you have clicked "Add Attendee" a new window will appear where you can search for an existing client by start typing their name in the Client Lookup field or click the Add New Client link to add a new client. Once you have the client's name in the Client Lookup field, click the Add Client as Sessions Attendee:

After the client has been added a new window will appear, here you can choose to send email to client/staff, add notes to the appointment, sent when reminder to the client/staff should be sent, and fill out any fields associated with the class. Click Save Appointment to add the client as an attendee to the class:

After the client has been added, the total number of attendees will update in the class session:

Double clicking on the session on your calendar display will take you to the Class Session Details page for that session. On this page, you'll see the session details laid out on the upper part of the page and any registered clients listed in the table at the bottom:

If you want to add a new client to the class session, simply click the button to "Add Attendee" from the top of the Attendees list section:

This will give you a small window where you can add a new attendee by either (A) searching through your existing Clients or (B) adding a new client:

Once you have the client's name in the Client Lookup field, click the Add Client as Sessions Attendee:

After the client has been added a new window will appear, here you can choose to send email to client/staff, add notes to the appointment, sent when reminder to the client/staff should be sent, and fill out any fields associated with the class. Click Save Appointment to add the client as an attendee to the class:

Please note: Edit email before sending isn't available for Nationwide users as those message templates are set across the board already for consistency among the companies' representatives.

Once you've navigated to the Add New Appointment screen through either the Add New Appointment button or by double clicking on the Calendar for the date and time you'd like to have the appointment, you are ready to actually set up the appointment itself.

In this documentation, we will cover how to set up a One Time Appointment as a staff person. You're also able to add appointments that happen on a repeating or recurring basis, but we are only covering adding one time appointments on this page. Clients are also able to add one time appointments for themselves using the scheduler that's on your mini website or that you embed on your own website. 

In this page we'll cover:

• Setting up a One Time Appointment
• Setting up a One Time Appointment with multiple staff

Setting up a One Time Appointment

In setting up a One Time Appointment, you'll first want to fill in all the required fields. If you only have 1 staff and 1 location, the staff and location fields will be pre-populated for you, but you can edit and change all the other fields. If you share the account with multiple representatives, you will also have to select which Staff the appointment is getting assigned to. Then, select the "Reason" (aka service or class) that you are going to be making the appointment for. I recommend selecting the Reason right after selecting the staff so that all the recommended dates and time slots (that are based on the availability you have added) show up with the proper start and end times:

Now that you have the reason, you need to enter in which client this appointment is going to be with. If the client alright exists in your account then you can type in the first three letters of his/her first or last name and find them on the client search:

If it is a new client, you can press the "Add New Client" link beneath the client search field to quickly add in the client:

Once you press Add New Client, you'll be prompted to enter in whatever Client Information fields you have set up in your Settings > Client Information screen and set the client's time zone and Locale (if applicable). Once you've entered in these details, press the "Add Client" button and the client will be added both to your account as well as to the appointment record:

If you are adding an appointment for a class session, you will see a field called, Total Seat. This field is design to indicate whether the client coming to the appointment will bring an additional person to the class session, if the person is bring another person type the number 2, if not you can leave at 1. Additional seat will automatically be deducted from the class capacity:

Once you've selected the Reason and the client, you can now look at the calendar drop down to see what dates you have available on your calendar for the selected service/class based on the selected staff person's availability:

Once you've selected a date from the calendar, you'll see the "Open Upcoming Appointments" panel on the right hand side update with any other appointments you have scheduled for that day. If you are setting up an appointment for a Service reason type, then the suggested dates and times will be based on what the staff you've selected has setup in his/her Service Availability.  You can then either choose a time for the appointment based on the list of available times or you can press "Override Times" to enter in a custom time:

If you are setting up an appointment for a Class reason type, then the suggested dates and times will be based on when you have scheduled your class sessions for. Since your class session times are already set, you will not have the ability to "Override Times" when setting up an appointment for a class. In order to do that, you would need to edit the details for the scheduled class session and set the session to a different time:

Now that you've got the client attached to the appointment in the Add New Appointment screen, you are ready to save the One Time Appointment. Click the Save Appointment button to save the appointment:

After you click the Save Appointment button a new window will appear, in this window you can:

1. Choose to send an email to the client
2. Choose to sent an email to the staff who will be assisting the client for this appointment
3. Add a note to the email that will be sent to the client
4. Select the number of hours before the appointment you'd like to send the reminder out to the staff and client
5. Fill out any custom appointment fields that you may have added (like comments or anything else you've configured under Settings → Client Information → Define Field Labels)

After customizing those last few things, go ahead and press "Save Appointment":

After sending the email, the screen will update and show that your appointment is now listed as being in Open status:

You can navigate away from your appointment at this time as it is successfully saved and added to your schedule. You can navigate to it again at any time by either using your calendar or your appointment lists.