Even though TimeTap supports recurring appointments, this page focuses specifically on setting up an individual, one time appointment. Clients can schedule a one time appointment through either your booking site or the embedded scheduler on your own website.
In this help doc we'll cover -
Adding a One Time Appointment
You can add a new one time appointment using 2 different methods -
- Clicking on the green Add New Appointment button
- Double clicking on the desired date and time on your calendar
That will take you to the add appointment page -
First, you'll need to select the appropriate Location, Staff and Service/Class/Course -
- If you have only 1 staff member and 1 location on your account, these fields will be pre-populated but can be edited.
- If you have multiple staff or locations in your account, select the appropriate choices for this appointment.
- Select the reason (service/class/course) for the appointment.
Then, you'll need to select the client -
- If the client is already in your account, start typing the first three letters of their first name, last name or email address in the search field to find them.
- For a new client, click on the Add New Client link and fill in the required fields. You'll need to set the client's timezone to add the client, and then click on the green Save New Client button to add them to your account and the appointment.
Next, you'll need to select the appointment date and time -
- Use the calendar dropdown to view the available dates based on the staff member's availability.
- Select the appointment time from the Time Slot dropdown.
- If setting up an appointment for a service, you can choose from the suggested times or click on the Override Times button to enter a custom time.
- For classes, the times are pre-set and the Override Times option is unavailable. To change the time, you'll need to edit the scheduled class session.
Finally, you'll need to save the appointment -
- Click on the green Save Appointment button.
And then you can make some final configurations -
After saving, a window will pop up 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).
- Add any additional staff to the appointment.
- Set custom reminder times for the staff and client.
- Send any relevant forms to the client.
- Fill out any custom appointment detail fields.
- Edit the client's email before sending.
Finalize -
- You can review and edit the email before sending if desired. Click on the green Send Email button to confirm -
- The appointment status will be set to Open, and you will be free to navigate away from the page -
This appointment can be accessed again via your Calendar or Appointment Lists views.
Adding a One Time Appointment with Multiple Staff
This feature is only available on TimeTap 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.
First, you'll need to set up the initial appointment -
- Using the instructions from above, select the location, service, client, date and time, then click to Save Appointment.
Then you can add any additional staff -
- In the Save New Appointment window, locate the Additional Staff section and click on the Add one now link.
- Select an additional staff member from the dropdown list.
- Click on the + icon to add more staff or on the - icon to remove them -
Set the 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 %PROFESSIONAL_EMAIL% email tag with %ALL_STAFF_EMAILS%.
You are encouraged to use these email tags in your 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 appropriate staff, click on the green Save Appointment button.
- The appointment will be created with the additional staff showing on the appointment profile -
Calendar visibility -
- The appointment will appear on the calendar view as separate events for all staff added to the appointment, each color coded in the assigned staff color if you have the calendar filter set to color by staff -