Managing Appointments Via Calendar
- Natalie Barton (Unlicensed)
Your calendar view will show you everything that's on your schedule and blocking off your availability for booking. This includes your open, checked in, completed, and no show appointments as well as anytime offperiods you've added. You can find your calendar view under the Appointments Menu, you can then switch between Month, Week, & Day view.
In this documentation, we will go through how to:
- How to filter booked appointments in your calendar
- Read & navigate to your appointments
- Change appointment times
- Find your appointment availability
Switching views in the calendar is pretty self-explanatory, but hopefully through this documentation you will understand when it's most beneficial to use each view.
Appointment Filters
Using the appointment filter feature will give you the ability to toggle between filters that contain common views that matter in your business. This will allow you to store different combinations of staff, locations, and reasons that you would like to see on your calendar or in your appointment lists views at a quick glance.
The appointment filter consists of six sections:
Filter: Here is where you can create filters based on predetermined criteria, once a filter is created and saved, it can be used at a later time.
- Color By: Colors can be assigned to Locations, Staff, and Reasons (Services/Classes) this feature will allow you to have a visual representation of what each appointment in your calendar is.
- Statuses: These are the different appointment and class statuses as well as synced events from externals calendars
- Locations: These are the locations you've added in TimeTap
- Staff: All staff members listed on the account
- Services & Classes: Services, classes offered to your clients
How to read the appointments on your calendar and navigate to appointment detail screens
The appointments that you see displayed on your calendar view list first the appointment time, then the Client name and finally the Service name:
You can create a new appointment from the calendar screen just by clicking on a blank area of your calendar. If you want to view more details about any of the appointments, simply double click on the appointment you see on the calendar and you'll enter into its appointment detail screen:
Once you've double clicked the appointment you will be see all the appointment details:
Change Appointment Times from the Calendar view
Each appointment that's on your calendar is drag and drop enabled.
On the week & day views, you will see that each appointment has two little bars at the bottom of it:
You can click on these two bars and drag the appointment to a new end time. Once you drag it to a new time, you will get a pop up window asking if you're sure you want to change the time. You will also be given the option to notify your client and the staff member assisting the customer of the change. Within this window you are also to a note to send to your client and the staff member, once you are OK with the changes you made click Update Date/Time:
If you made the change in error (hey, it happens!) you can just click "Cancel Updates" and the appointment will revert to the normal time. P.S. remember that with Nationwide, you won't have the option to edit the email, as NW keeps those messages consistent across the board - just an FYI.
You can also drag the appointment to a totally different time and date on your calendar just by clicking it and moving to the new date and time you'd like. Once you drag it to a new time, you will get a pop up window asking if you're sure you want to change the time. You will also be given the same option to notify your client and the staff member assisting the client of the change.