Skip to main content
Top

Appointments

Updated

Appointments form the core of what TimeTap is all about. In the Appointments tab of the Backoffice, you'll find all of the bookings clients have made with you (or other staff on your account) and those that you have scheduled for them - 

 

You can view your appointments in a calendar format by month/week/day or sort them by status in a list view. 

In this help doc we'll cover - 

 

 

What Appointments Are in TimeTap

In TimeTap, an appointment is a booking for a service, a class or a course you offer - 

  • Service Appointments - A service appointment is made for a specific service that you provide. When a service appointment gets booked, it automatically gets added to your schedule and blocks off that time to prevent anyone else from booking with you. The appointment duration is typically based on the default appointment length you set for the service.

    The service determines the reason for the appointment. For example, if you are a massage therapist, a service you offer might be called "Hot Stone Massage". When a client books this service, they can see that they are scheduled for a Hot Stone Massage at a time that they selected. Similarly, if you are a tutor, your service might be "One-on-One Tutoring Session", and students would select this service and their desired time when booking the appointment.

    Most of the time, service appointments get added with a client, who will receive email notifications about the appointment. However, you can also create service appointments from the BackOffice without attaching a client if needed.

  • Class Appointments - When you add a class to your account, you'll also need to schedule when sessions of that class will be held. This differs from services, as service appointment times are based on the service availability that your staff offer. Once a class session gets scheduled, the system will mark you as "Busy" during that time, preventing clients from booking additional service-based appointments with you during that time.

    The class determines the reason for the appointment. For example, if you are a yoga instructor, you might offer various classes like "60-Minute Vinyasa Flow", "75-Minute Vinyasa Flow" and "Balance." Clients can choose from your available classes to see your schedule.

    A single class session may include several appointments, depending on the number of clients  that registered for that session. The maximum number of appointments in a class session gets determined by the class session's maximum capacity.

  • Course appointments - A course behaves much like a class, but a client must attend more than 1 session. Courses can be thought of as classes that require multiple class sessions to complete.

    The course determines the reason for the appointment. For example, if you are a driving instructor, you might offer a course called "Driver License Instruction". This course would be made up of various sessions, which would be given names like "Driving Basics", "Rules of the Road" and "Parking". Clients would need to complete each session that makes up the course to complete the course.

    A single course will consist of sets of various course sessions, and these course sessions will get grouped into a course set. Clients will book into a course set.

 

Where Your Appointments Get Displayed

Once an appointment had been added from the Backoffice or your clients have booked an appointment with you through your Client Scheduler, you can find all of your appointments through either the Calendar or Appointment Lists views found under the Appointments tab -

 

You can also find appointments for a specific client by navigating to their client profile and clicking on their Appointments tab - 

 

 

How You Can Add Appointments

Appointments can be added either through the Backoffice (where staff log in to to manage their schedule) or by clients as they visit your Client Scheduler (which is either hosted by us on your Default Booking Site or embedded on your own website).

To add an appointment as a staff person, you'll need to navigate to the Appointments page and click on the green Add Appointment dropdown to choose between adding either the Add One Time Appointment or Add Repeating Appointment options - 

 

Alternatively if you have not checked the box next to Turn Off Appointment Quick Add found under Appointments > Configurations, you will be able to click on any available time slot on the calendar and this will bring up the option to add an appointment, add a time off or add availability - 

 

If you have enabled the Turn Off Appointment Quick Add field on your account, you can still double click on a date and time on the calendar and the Add New Appointment screen will pop up.

 

 

Viewing the Details of Each Appointment

The Appointments page in TimeTap is where you can view and manage all the information related to each individual appointment. Every appointment in TimeTap has its own appointment profile - 

 

Accessible from the Calendar view or the Appointment Lists view, this page allows you to reference key details such as the name of the service or class booked, client information, the appointment status and any notes associated with the appointment.

From this page, you can also see the emails sent about the appointment, view the audit trail of changes, print appointment slips, create invoices and make edits to or reschedule the appointment as needed. The appointment profile is your central hub for managing each individual appointment.

 You can read more about the appointment profile here.

 

Related articles

Powered by Zendesk