A Location in your TimeTap account is the place where your appointments take place. It can be a physical location that your clients come to (like a school), it could be a virtual location (like Skype, a conference line, or FaceTime), or it could be a shifting location (like "Your home" and you go to the clients home to fulfill the appointment).
A staff person is assigned hours of availability at any given location during which clients can book service-based appointments. Staff people can be assigned hours at multiple locations, but if an appointment is booked with them at one location they are assigned hours at, then their availability at the other location is blocked off so that the staff person doesn't get double booked in the same time slot.
On this page we'll cover everything related to appointments, like how to add them, manage them and keep them organized with location groups.
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 the Locations section under your Settings menu 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 directions to or for 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. 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”:
You’ll be taken back to the location you just made's profile:
