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Appointments

Updated

Appointments are at 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 that you have scheduled for them. 

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

This help doc covers:

 

 

What appointments are in TimeTap

In TimeTap, an appointment is a booking for either a service or a class that you offer.

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

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

Most of the time, service appointments are made with a client, who will receive email notifications about the appointment. However, you can also create service appointments in TimeTap's Back Office without attaching a client if needed.

Class Appointments: When you add a class to your account, you also schedule when sessions of that class will be held. This differs from services, as service appointment times are based on your staff's "Service Availability." Once a class session is scheduled, it marks you as "Busy" during that time, preventing clients from booking service-based appointments with you.

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," or "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 registered for that session. The maximum number of appointments in a class session is determined by the class session's maximum capacity.

 

 

Where your appointments are displayed

Once an appointment had been added using the Backoffice or your clients book an appointment with you using the scheduler, you can find all of your appointments through either the Calendar or List views found under the Appointments Menu:

 

You can also find appointments for a specific client by navigating to their client profile and viewing their Appointments tab:

 

 

 

How you can add appointments

Appointments are made either through the Backoffice (where staff log in to to manage their schedule) or by clients as they visit your scheduler (which is either hosted by us on your Default Booking Site or which you embed on your own website).
 

To add an appointment as a staff person, navigate to Appointments and select the Add Appointment dropdown to choose between adding either a One Time Appointment or a Repeating Appointment series:

 

Alternatively if you have enabled the Quick Add function (Appointments > Configurations), you can click on any available time slot in the calendar, this will bring up the option to add an appointment, add a class session or add a time off:

 

If you have turned off the Appointment Quick Add function, you can still double click on a date and time on the calendar and the Add New Appointment screen will open up.

 

 

Viewing the details of each appointment

The Appointment Detail page in TimeTap is where you can view and manage all the information related to a specific appointment. Every appointment in TimeTap has an Appointment Detail page.

Accessible from the Calendar view or Appointment Lists, this page allows you to reference key details such as the service or class booked, client information, 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 or reschedule the appointment as needed. The Appointment Detail page is your central hub for managing each individual appointment in TimeTap.

 You can read more about the Appointment Detail page here.

 

 

Related "Appointments" Docs:

  • Add new appointments
  • Categorize & manage your appointments
  • Find existing appointments
  • Edit or reschedule bookings
  • Use email notifications
  • Manage recurring appointments
  • Add time off to your calendar
 

 

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