Learn how to schedule an individual appointment in the Backoffice
Although TimeTap supports recurring appointments, this page focuses specifically on setting up an individual, one time appointment. Clients can schedule a one-time appointment through your booking site or the embedded scheduler on your own website.
This help doc covers:
Adding a One Time Appointment
To start adding a new one time appointment:
- Use the Add New Appointment button
or - Double-click the desired date and time on the calendar
Fill in the Location, Staff, and Service/Class/Course:
- If you have only one staff member and one location, these fields will be pre-populated but can be edited.
- If you have multiple staff or locations in your account, select the appropriate ones for this appointment.
- Select the reason (service/class/course) for the appointment.
Select the client:
- If the client is already in your account, start typing the first three letters of their first or last name in the search field to find them.
- For a new client, click Add New Client and fill in the required fields. Set the client's time zone and locale if needed. Click Add Client to add them to both your account and the appointment.
Choose the appointment date and time:
- Use the calendar drop-down to view available dates and times based on the staff member's availability.
- If setting up an appointment for a service, you can choose from the suggested times or click Override Times to enter a custom time.
- For classes, the times are pre-set, and the Override Times option is unavailable. To change the time, edit the scheduled class session.
Save the appointment:
- Click Save Appointment.
Send notifications:
After saving, a window will appear where you can choose to:
- Send an email to the client about the new appointment.
- Send an email to the staff about the new appointment.
- Add a note to the client’s email.
- Apply a package (if applicable).
- Set custom reminder times for the staff and client.
- Fill out any custom appointment detail fields.
- Edit the client's email before sending.
Finalize:
- Review and edit the email before sending if desired. Click Send Email to confirm.
- The appointment status will update to "Open", and you can navigate away from the screen. The appointment can be accessed again via your Calendar or Appointment Lists.
Adding a One Time Appointment with multiple staff
This feature is only available on Team plans.
Adding additional staff to an appointment allows multiple staff members to be assigned to and participate in the same appointment, blocking off both of their availabilities for the scheduled time.
Set up the initial appointment:
- Using same the instructions from above, select the location, service, client, date, and time, then click Save Appointment.
Add additional staff:
- In the Save New Appointment window, locate the Additional Staff section and click Add one now.
- Select an additional staff member from the drop-down list.
- Click the + icon to add more staff or the - icon to remove them.
Email notifications:
By default, email confirmations and reminders are sent only to the primary staff member. To send these emails to all staff, update your email templates by replacing the tag %PROFESSIONAL_EMAIL% with %ALL_STAFF_EMAILS%.
You can also use these emails tags in appointment templates
-
%ALL_STAFF_EMAILS%: Emails all staff in an appointment, including additional staff. -
%OTHER_STAFF_EMAILS%: Emails only additional staff. -
%OTHER_STAFF_FULLNAME%: Lists the names of additional staff.
Save the appointment:
- After selecting all the staff, click Save Appointment.
- The appointment will be created with the additional staff shown on the Appointment Detail page.
Calendar visibility:
- The appointment will appear on the calendar view as separate event for all staff added to the appointment, each color-coded in their assigned staff color.