Location Profile

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 seven tabs: Overview, Location Availability, Class Recurring Schedule, Class/Course Individual Sessions, Course Sets, Open Appointments and Other Appointments.

Each one of the tabs available will show you quite a bit of useful information: 

  • Overview: Location name, contact information, direction details, vanity URL BUSINESS PLAN FEATURE, and ability to add a profile picture for this location
  • Location Availability: The availability of the staff member offering services at this location 
  • Class Recurring Schedule: This tab will show all existing repeating class schedules taking place at this location
  • Class/Course Individual Sessions: Here you get to see all individual class/course sessions taking place at this location
  • Course Sets: Here you see see all of the course sets scheduled to take place at this location
  • Open Appointments: All open appointments booked at this location
  • Other Appointments: All appointments booked at this location with the status set to No Show, Cancelled, or Complete

In this documentation, we'll cover everything found under the Overview tab including:

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. 

The Components of your Location Profile

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" button to the right of the location:

Clicking the View button will open up the Location's profile and you will immediately be taken to the Overview tab:

Once in the Overview tab you'll see your location name, internal display name, location type, phone number, location email address, physical address address, directions to this location, additional directions/instructions, timezone, option to allow clients to change the timezone, private URL, embed code, and even have the change to upload a picture for this 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.

How to Edit your Location Profile

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 "Overview" box on the left hand side of the "Overview" tab:

 To edit any of these items, click the "Edit Details" button in the top right of the section:

Once you you've clicked Edit you will be able to change the following: 

  • Location 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%
  • Internal Display Name: This is what staff will see when they login to the back office. This allows you to give a little more description to the location when your staff are selecting without having to have the same name display to clients. If this field is blank, we will use the name entered in the Location Name field
  • 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.). A variable location indicates that the location where the appointment takes place is different for each appointment, if you travel to your clients' homes or office this is the option you want to select
  • Office Phone: This phone number can be added to your email templates or to your appointment saved message using the tag %LOCATION_OFFICEPHONE%
  • Location Email: 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 and variable 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
  • 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%
  • Additional Directions/Instructions: If there are additional or alternate directions that you want to show to your clients in your email notifications, you can fill those in this field and include them in your email templates using the tag %LOCATION_INSTRUCTIONS2%
  • Timezone: If your location is in a different timezone than your main business, you can indicate that here so appointment times display to clients in your location's timezone. 
  • Allow Timezone Change: Choose to allow clients to change the timezone, not change timezones, or not display the timezone when they are booking appointments for this location
  • Custom Booking Site: BUSINESS PLAN FEATUREBusiness account holders can create vanity urls to substitute your private URLs for Locations, Staff, Services, Classes, Service Groups, and Location Groups. This makes it so you have a friendly link to send your clients instead of the alphanumeric combination that makes up the private URL. Professional account holder can create a dedicated URL for a location. 
  • Profile Picture: You can upload a profile picture for this location, which will be visible as your clients are going through your scheduler and select a location
  • Inbound Buffer Minutes: BUSINESS PLAN FEATUREIf you travel between locations and want to have some time upon arriving at this location to get setup before your appointment, put the time in minutes in this field. You can read more about how to utilize this feature here.
  • Outbound Buffer Minutes: BUSINESS PLAN FEATURE: If you travel between locations and want to have some time when leaving this location to get your bags packed and get to your car, put the time in minutes in this field. You can read more about how to utilize this feature here.

The following are not editable but appear in the Overview tab:

Once you are done making changes, press the "Save" button at the bottom of the screen.

Using your location's custom booking site and/or Embed Code

Your services, your staff, and (as mentioned here) your locations all have something called a custom booking site and Embed Code on their profiles. What are custom booking sites 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 custom booking site, a client would only see that service to book, that staff to book with, or that location to book at (depending on whose URL they're visiting).

So, on the Settings > Locations view below, you'll see that I have four locations set up. People could visit my main scheduling page and book with me at a physical office location (Charlotte Office or Miami Office) or they could book with me for an Over the Phone option or I could travel to their location:

If I know, however, that someone would not be coming to visit me at one of my physical locations and would only be booking with me over the phone, I could send them the private URL for the Over the Phone location. To do this, I would just click into the Over the Phone's profile view and click the Custom Booking Site button location at the bottom of the Overview section: 

After you click the Create Custom Booking Site button, you will be redirected to a new page where you can: 

  1. Assign an internal name to the Custom Booking Site
  2. Choose the Webhandle
  3. Decide whether you want the Custom Booking Site to be public-facing or not (for example, if you are just staging it for the time being, you can leave it unchecked and decide to mark it as published when you're ready for it to launch).

You'll only need to create that Custom Booking Site one time, once you created it, the next time you visit the location's profile page, you'll find it under the Custom Booking Site header. You'll also see quick links there to embed that specific URL as well as edit the site you created (that would be where you can make the site public if you hadn't done that previously)!

Have questions on embedding that Custom Booking Site? 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.

We have also written extensively about creating a Vanity URL BUSINESS PLAN FEATURE which you can share with your clients. 

Open and Other Appointments tabs

Now we will discuss the Open Appointments and Other Appointments tabs, here you will be able to see upcoming and past appointments for a specific location:

First, let's take a look at the Open Appointments tab, 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 and select the Open Appointments tab: 

Once in the Open Appointments tab you will be able to see all appointments with Open status taking place at this location. You can view appointment details by clicking View next to any appointment in open status. From this screen you can also send an email (Invitation Templates) to any client with an open appointment at this location. To send an email to your client select an appointment by checkin the box to the left of the client name and click Send Email:

This will open a new window, where you can select one of your marketing templates, once you've chosen the appropriate template click Select Template:

In the next window you can make changes to the email you are about to send, select if you want to be notified once it is completed or simply click 'Send Email':

Finally, while still in the Open Appointments tab you can export a list of all Open Appointments by clicking Export List:

This will open a new window where you are able to add the information you would like to see in the list. Once you have the information you want, click export list and a .xls document will begin downloading to your computer:

To see past appointments with set to Complete, Cancelled, or No Show go to the Other Appointments tab:

The Other Appointments tab shows you all Cancelled, No Show, and Completed. From this tab you are able to View appointment details (1)send an email to the client (2), and Export the appointments in .xls forma(3)