Location Profile

Each location on your account has its own location profile, which serves as a central place for managing location details such as the address, contact information, directions, appointments assigned to it, and the times when staff are offering service availability at that location.

This help doc covers - 

We cover how to use and customize your staff's availability at a location under a separate documentation page found here that goes in depth about adding, changing and removing your availability. 

 

Clicking on View will open up the location's profile set to the Overview tab - 

 

 

Components of a Location Profile

A location profile consists of several different pages - 

 

On the left side of a location profile you'll see 8 tabs - Overview, Location Availability, Class Recurring Schedule, Class/Course Individual Sessions, Course Sets, Open Appointments, Other Appointments and Audit Trail.

• Overview - View and edit the overall details for this location (like Location Name and Address).

• Location Availability - View the availability of all staff members offering services at this location.

• Class Recurring Schedule - View all existing repeating class schedules that take place at this location.

• Class/Course Individual Sessions - View all individual class & course sessions that take place at this location.

• Course Sets - View all course sets scheduled to take place at this location.

• Open Appointments - View all appointments with an Open status booked at this location.

• Other Appointments - View all appointments booked at this location with the status of No Show, Cancelled, or Completed.

• Audit Trail - View all changes that have been made to the Overview section for this location.

 

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How to Edit a Location Profile

You can make changes to most parts of a location profile. To make edits to the fields on a location profile, you'll first need to click on the blue Edit button on the upper right of the Overview section - 

Once you click on that button, you will be able to change the following fields - 

• Location Name - This is the location name that displays to clients to represent the place where the appointment will be held. It can be included in your email templates or on your appointment saved message by using the %LOCATION_NAME% email tag.

• Internal Display Name - This is the location name that staff will see when they log in to the Backoffice. This allows you to give a little more description to the location when your staff are viewing without having to have the same info display to clients. If this field is blank, we will just use the name entered in the Location Name field for this purpose.

• Type - 

  • Physical Location - You'll want to select this type if this is a location where you meet with your clients face to face, such as an office building.

  • Virtual Location - You'll want to select this type if this location is a non-physical meeting space, such as a phone call or Zoom

  • Variable Location - You'll want to select this type if the location where the appointment takes place is different for each appointment, such as if you travel to your clients' home or office for your appointments.

• Location Contact Name - If you have a main contact for this location, then their name can be included here for internal reference when viewing this profile.

• Office Phone - This is the phone number for the location, and the value of this field can be added to your email templates or to your appointment saved message using the %LOCATION_OFFICEPHONE% email tag.

• Location Email - This is the email address for the location, and can be included on your email templates by adding the %LOCATION_EMAIL% email tag to the CC field of 1.

• Address (for Physical Locations) or Description (for Virtual/Variable Locations) - The information saved in this field will display to your clients underneath the location name on your Client Scheduler. This can be included in your email templates using the %LOCATION_ADDRESS% or %LOCATION_DESCRIPTION% email tags (these tags are interchangeable, so if you use %LOCATION_ADDRESS%, it will populate whatever was saved in either the location's Address or Description field).

• Directions - If you choose to include directions on your location profile, this value will show up by default in the New Appointment Emails as well as in the Appointment Edited/Rescheduled Emails that clients receive. These directions will show up under the location address in the email signature, and can be added to the Final Confirmation panel using the %LOCATION_DIRECTIONS% email tag.

• Additional Directions/Instructions - If there are any 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 %LOCATION_INSTRUCTIONS2% email tag.

• Timezone - If the location is in a different timezone than your main business, you can set that here for this individual location so appointment times display to clients in the location's timezone.

• Allow Timezone Change - Choose to allow clients to change the timezone, not change timezones, or not display the timezone at all when they are booking appointments for this location.

• Private Location - By checking this box, you can make it so that this location will only be shown on booking sites that are set to show private locations and in the Backoffice and when staff are scheduling appointments for clients from the Backoffice.

• Custom Booking Site - Easily create a booking site specifically for this 1 location here. When a booking site is created from within a Location Profile, that site can only show availability for staff that offer it at that location and any services that are set to be offered at the location.

  • If you need to create a booking site that shows a different combination of staff or services than are typically offered when this location is selected on your Default Booking Site (and are on a Business subscription), then you will want to instead create a Custom Booking Site to give you full control over the options offered on that scheduler (you can do this by going to Settings > Custom Booking Sites > Add New Booking Site). Business accounts can also customize the URL for booking sites instead of using the alphanumeric combination that is assigned upon creation. Business accounts will have access to the Customizations section of each Booking Site Profile (Settings > Custom Booking Sites > View) where other items like the Panel Flow, Welcome Text and Logo can be changed for that specific scheduler.

• Profile Picture - You can upload a profile picture for this location, which will be visible to your clients as they go through your scheduler and select a location.

• Location has Booking Window - If you only want clients to be able to see and book at this location on your scheduler between certain dates, you'll need to check this box and enter the desired start and end dates in the Booking Begins/Ends On fields that will appear after this option is enabled. This is not the same as Location Availability - you can think of Location Availability as the date and time that appointments can be scheduled for, whereas the Location Booking Window decides the dates when clients can actually see that availability on the scheduler to schedule their appointment. Once outside the dates in this booking window, the location will no longer be visible on your booking sites.

• Staff with access to this location - This field will show a list of all staff members who have access to view this location when logged into the Backoffice.

• Inbound Buffer Minutes - If you travel between locations and want to have some time upon arriving at this location to get set up before your appointment starts, enter the number of minutes here. 

• Outbound Buffer Minutes - 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, enter the number of minutes here. 

The following fields are not editable but appear in the Overview tab - 

• Embed Code - This the code that will allow you to add your Client Scheduler to a personal website or a Facebook profile.

Once you are done making changes, click on the green Save button at the top of the page.

You’ll find the blue Preview Scheduler button in upper right corner of most of the Settings pages in the Backoffice that can be used to access your Default Booking Site to test out any changes you make - 

 

After updating your location details or customizing your location availability, you can quickly click through the panels of your scheduler to make sure that everything looks as expected.

 

 

Using a 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 - 

 

Your main Client Scheduler (also called the Default Booking Site) lists all the staff, services and locations that a client could possibly book an appointment for. The Default Booking Site will show the general availability for any locations, staff or services/classes/courses that are not set as private.

When you create a custom booking site from a location, staff or service profile, a client who visits that booking site would only be able to book an appointment of that specific service, staff or location.

For example, 4 locations are set up on Locations page below. People could visit the main scheduling page could book an appointment at a physical office location such as at your Main Office or Atlanta Office, they could book a virtual appointment at your Virtual Meeting Room or they could book an appointment that takes place at their location with Client's Address - 

 

If you have some clients who could only meet with you virtually and you wanted to only provide them booking options at the Virtual Meeting location, then you could send them the custom booking site URL for that location. To do this, you'll need to click on the Create Custom Booking Site button on your Virtual Meeting Room location profile. You will then be taken to a new page where you can - 

1. Assign an internal name to the Custom Booking Site (this is the name staff will see for this site in the Custom Booking Site list).

2. Choose the webhandle (the customizable part of the booking site URL clients will visit to get to this booking site).

3. Decide if you want to publish the Custom Booking Site (for example, if you are just staging it for the time being, you can leave the box unchecked and decide to mark it as published when you're ready for it to launch)

Once you have created the custom booking site, you can access it anytime under the Custom Booking Site field of the location profile. You'll also see buttons that will allow you to embed that specific URL on a personal website as well as edit the profile for the booking site that you have created - 

Have more questions on embedding that Custom Booking Site? The process for embedding the private scheduler for a location is the same as embedding the main scheduler. Just the code that you use would be slightly different. 

• Open Appointments - Shows all appointments in an Open status at that location.

• Other Appointments - Shows all appointments in a Cancelled, No Show, and Completed status at that location.

You can see the full details for any appointment in the list by clicking on the black View button.

Emailing a Client from the Appointments List

From these appointment lists, you can also send an email to any client with an appointment at this location. To send an email to your client, choose an appointment by checking the box next to it and click on the Send Email button - 

This will open a new window where you can choose from some of your appointment or invitation templates. Once you've chosen the appropriate template, you'll want to click on the green Select Template button - 

This will pull up the Send Email/Text Message window, where you can make changes to the email you're about to send or simply click on the green Send Email button - 

 

Exporting the Appointments List

You can also export a list of all appointments in one of these lists by selecting Export List.

This will open a new window that prompts you to choose which information should be exported in the appointment list. Once you have selected the information you want to include, click on the green Export List button and an .xlsx file will begin downloading to your computer -