Service Profile

Navigating to the Service Profile

To go to the profile page of a service on your account, you’ll need to navigate to Settings > Services > click on the View button next to the service you want to view the profile of -  

Editing the Service Profile

The main page of a Service Profile gets divided in two sections - Overview and Email Merge Fields - 

To make changes to the Overview section you'll need to click on the blue Edit button on the upper right of the service profile -

This will allow to change the following - 

• Service Name - This is what displays to clients when they are booking an appointment with this service as the reason. It also gets sent out in emails to clients (using the %REASON% email tag) and will display under Appointments > Calendar View.
• Internal Display Name - This is what your staff will see from the Backoffice. Having a different name for the service saved here allows you to add a little more description that you can use to differentiate between 2 services that have the same Service Name saved. If this field is left blank, staff will just see the Service Name.
• Service Description - The text that is put into the Description box on a service profile will display below the service name in the booking flow on the Client Scheduler. Generally, businesses use this area to provide a brief description of what the service is This value can be populated using the %REASON_DESCRIPTION% email tag.  
• Staff Offering This Service - This is a list of which staff members offer this service. If a staff is selected here but you don't see them in the scheduling flow, you’ll want to make sure that they offer availability at the locations listed for this service.   
• Allow Wait List - If turned on, this feature will make it so that if a client is trying to book this service on a date where you are all booked up, it will prompt them to join a waitlist in case any timeslots become available.
• Appointments Require Staff Confirmation – If turned on, this will make it so that when a client books an appointment of this service, a request will first get sent to the staff for approval. Once the staff approves the appointment, it will get added to their calendar.
• Allow Multiple Appointment Booking – If turned on, this will make it so that when a client goes to book an appointment of this service they will be able to select multiple times/dates. This is not applicable if the service is set to require staff confirmation.
• Screening Question – Screening questions allow you to make sure that clients meet certain requirements before they are allowed to see the times that you have available for appointments. Only one screening question can be applied per service.  
• Set Quota – Puts a cap on the number of appointments that can be booked for the service in a certain time frame. The time frames you can choose from are in a lifetime, per year, per month, per week, and per day.  
• Private Service – If turned on, this service will only be bookable through the TimeTap Backoffice or from a Custom Booking Site. This will make it so that your clients will not see the service on your main Client Scheduler. 
• Custom Booking Site – If you want to create a Client Scheduler where clients will only be able to book appointments of this service, use this.
• Service Logo – Any image that gets included here will appear next to the service on the Client Scheduler.
• Client Tags for Service – If a service has a client tag set, it will only show as available for booking by logged-in clients that have the tag saved on their client profile.

While on the Overview page, you can scroll down to the Email Merge Fields section and click on the blue Edit button to make any changes -

This will allow you to make changes to the following - 

• Service Instructions – This is an optional merge field that can be used to populate special instructions about this service. To populate the value of this field, use the %REASON_INSTRUCTIONS% email tag.
• Service Additional Instructions – This is an additional optional merge field that can be used to populate any additional instructions about this service. To populate the value of this field, use the tag %REASON_INSTRUCTIONS2% email tag.

To make any changes to the Time page of a service, click on Edit -

Once here you make changes to the following - 

• Service Duration – This is where you define how long an appointment of the service will last. For an appointment timeslot to be offered to your clients, you must have enough room on your staff's service availability to allow for the duration of the appointment to fit. 
  
• Multiple Durations – If turned on, this lets you offer multiple durations for appointments of this service that clients can choose from.
• Buffer Before – The buffer before acts as padding that gets applied before the start time of an appointment. If the service is set to a duration of 50 minutes and has a 10 minute buffer before, then you would need to offer a total of 1 hour of availability for that service to be bookable.
• Buffer After – The buffer after acts as padding that gets applied after the end time of an appointment. If the service is set to a duration of 50 minutes with a 10 minute buffer after, then you would need to offer a total of 1 hour of availability for that service to be bookable.
• Latest Appointment – This defines how close to the service appointment's start time a client can book an appointment. 
  
• Advanced Appointments – This defines how far out in the calendar a client can see your availability to book an appointment. 
  
• Location Specific Availability for Service – By default, your services will be available in all locations. You can set up location specific availability so that they are only available in some locations, on certain days, and at specific times. 

To make any changes to the Payments page of a service, click on Edit -  

Once on the Payments page, you can modify the following - 

• Service Price – This defines how much an appointment for this service will cost to book. If you have a payment portal set up and require payment, then your client will be asked to submit this amount before they can book an appointment (unless you have a Deposit amount defined). You can also adjust the currency on your account so the price displays in a different currency than U.S. Dollars (which is the default).  
• Deposit – If you don't require the full price of the service upon booking, but only want to collect a smaller amount, enter it in this area. You must have a price defined to have a deposit.
• Allow Client to Choose to Pay Deposit or Full Amount – If turned on, will allow clients to choose whether to only pay the deposit or to pay the full price when booking an appointment.
• Taxable – If you collect taxes when someone books an appointment for this service, you need to check this box. You can define your business's tax rate on the Payments > Payment Settings page.
• Require Payment for Service – This defines whether or not you want to require payment on a per-service basis.
• Require Card Pre-Authorization for Service – If you don’t want to charge a fee for appointments of this service but do want to take a credit card to have on file, turn this on. This is perfect if you want to charge a no-show fee.
• Show Pay Now Button for Service – This defines whether or not the Pay Now button shows on the Client Scheduler.  

Once you have finished making whatever changes you want to make, click on the green Save button. You can test to see how the changes will look to your clients by clicking on the blue Preview Scheduler button on the upper right of the service profile.

How Service Buffers Work

A buffer can be applied to a service to add a bit of padding either before the appointment's start time or after the appointment's end time. If for example you have a 50 minute service that has a 10 minute buffer after applied after it, then the actual appointment would last between 8:00 AM - 8:50 AM, but the total time that's blocked off on the staff's calendar is 8:00 AM - 9:00 AM. 

To add a buffer to a service, you’ll need to go to the Time tab on a service profile -

You’ll have two option when applying a buffer - 

• Buffer Before – Applying a buffer before your service will add some extra time before the appointment’s start time. For example, if your service's duration is 1 hour and you have a 15 minute buffer before the appointment, then a client who schedules an appointment for 9:00 AM would be blocking your availability starting at 8:45 AM. 
• Buffer After – Applying a buffer after your service will add some extra time after the appointment’s end time. For example, if your service's duration is 1 hour and you have a 15 minute buffer after the appointment, then a client who schedules at 9:00 AM would be blocking your availability until 9:15 AM.

In this example we will apply the buffer after the service. After you've clicked on the blue Edit button, add a 10 minute buffer and click on the green Save button -  

Now, when you go to add an appointment for this service, you'll see that the available time slots display with the appointment time and then the full time that it will block off in parentheses - 

If you still have questions on service buffers after reading this documentation, contact our support team and we'll be happy to answer them for you!

Making a Service Private

A private service is a service that the client does not see as available for booking on the main Client Scheduler. The staff sees it as an option to when adding an appointment from the Backoffice, and it shows as available on any custom booking sites that have the Show Private Services & Classes flag turned on. This is great if you use the Client Scheduler to book initial appointments but have follow up appointments that you don't want clients to be able to book for themselves.

To designate one of your services as a private service, you’ll need to be on the Overview page of the service profile and check the box next to "Private Service".  

Now this service will no longer show as bookable on your Client Scheduler - 

But will still display as bookable from the Backoffice -

Cloning a Service

Cloning a service creates a copy of an existing service, which can save you some set up time if you offer similar services. You’ll want to clone the service and then make any necessary adjustments to the clone, such as to the service name or to the duration.

To clone a service, you’ll need to go to Settings > Services & Classes > click on the Clone button next to the appropriate service -  

Once you click on the Clone button, you'll see the cloned service appear directly below the service you cloned with the name "Copy of [service name]" with the same values for Type, Price, and Duration -

Viewing Open Appointments

If you would like to see a list of all open appointments for a specific service, you can use the Open Appointments tab on the Service Profile -

Clicking View next to one of the appointments will take you to the profile page for that appointment.

From the Open Appointment tab you can also send emails the clients with open appointments for this service, All you have to do is select the client you want to send an email to, and click the Send Email button -

After clicking on the Send Email button, a new window will appear that prompts you to select the template you’d like to use, which can be edited before sending. Once you've made all the changes you'd like to make, click on the green Send Email button -

You can also export a list of all open appointments for this service. All you have to do is select a few appointments and click on the Export List button -

A new window will appear prompting you to select which appointment fields you would like to export. Once you've made your selections and you've clicked on the green Export List button, an .xlsx document containing the selected values will begin downloading on your device -  

Viewing Closed, Cancelled, or No Show (Other) Appointments

If a client decides to cancel an appointment for this service, or you have marked an appointment as No Show or Completed, these appointments will appear on the Other Appointments page -  

Clicking View next to one of the appointments will take you to that appointment’s profile page.

From the Other Appointments page you can also send emails to the clients of these appointments - you just need to select the appointment of the client you want to send an email to and click on the Send Email button -  

After clicking on the Send Email button, a new window will appear that prompts you to select the desired template which can be edited before sending. Send the email by clicking on the green Send Email button -  

You can also export a list of all open appointments for this service by clicking on the Export List button -  

A new window will appear prompting you to select which appointment fields you would like to export. Once you've made your selections and you've clicked on the green Export List button, an .xlsx document containing the selected values will begin downloading on your device -