Making Appointments – Three types

We have three types of appointments you can book in, and I’m going to cover all of them, how you book them in, and what you might end up using them for.

0:16 Booking a Client Appointment

We’re not going to waste too much time; we’re going to jump straight into it. First, I’m going to book a client appointment with Matt Rees here.

One of the ways I can do that is by clicking and dragging on the calendar itself. I’ve picked this time slot here, and what you’re going to have pop open on the right-hand side is the new appointment panel. By default, I’m going to be seeing the time that I’ve selected just over here and the location of where that appointment is taking place.

This is all based on default calendar settings. However, you are able to update these if you need to. If I need to make some adjustments here or here, I can do that. As you can see, we’ve pre-selected the client appointment, and that’s what’s always going to be picked first because it’s probably the one you’re going to be using the most. We’ll get into some of these other ones later.

For now, I am going to go ahead and book a client. A little tip for you is that you can actually create a new client at the same time you’re booking an appointment.

If you do have a new client on the phone and you’re booking on their first appointment, you can actually do it all in one step rather than needing to create the client and come back and book the appointment. It’s a handy thing to have. For now, though, I’m just going to go ahead and type in and look for John Smith, and you will see that I’ll get this little recommendation here. I’m going to book John Smith in. Down here, I’m going to go ahead and select my service. When I do that, I’m also going to be raising an invoice at the exact same time. When I hit save here, you’re going to see the bottom, I already have an invoice in place, which is very handy. You don’t have to do two steps to get that done. You can see that that’s all loaded in here. That is how you would book an appointment for just a single client to see one practitioner. That’s what you can see there.

1:52 Personal Appointment (Blocking Time)

The next type of appointment is probably going to be very useful if you need to block out some time in your calendar for some sort of reason that you just don’t need a client’s booking in or you don’t want them booking in.

You’ve got a personal appointment just over here. That’s the next option that we’ve got. All I need to do is give this a title. Maybe I’m going to the dentist. I’m just going to drop that in there if I can spell that would be even better. Maybe I’m going off to the dentist. You can use this for a team meeting. You can use this for a lunch break.

You can use this for any situation where you just don’t want clients being booked in. If we hit save, you can see that it’s just loaded in there. Any appointment that is a personal appointment is going to have this little brown bar down the left-hand side, making it a little easy to figure out what’s going on there.

2:34 Group Appointment

The last type of appointment I’m going to quickly run you through is the group appointment. If you do need more than one client in a single session, whether that’s a group class or just more people in that single appointment, all I need to do is the exact same steps as before. I click and drag, and then I’m just going to go over here and hit the group appointment button.

Now I’m going to get these options through here. It’s probably good to give it a name. I’m just going to say group appointment because I’m very imaginative. The next option I’ve got here is the ability to select a group service. Before, when I booked in a client, I had to select the service when I was booking them in. Obviously, with this, you’re going to be adding multiple people in, and it’d be a bit of a hassle to add that service over and over again, especially if it’s the same service.

What I can do is set a default. We’re going to say standard consultation. What that’ll mean is every time I go to add a client to this, it’s going to pre-select that service and raise an invoice as well.

It just means it’s less for me to do. Down the bottom here is where we’re going to just go ahead and save that one.

Once we’ve created the appointment, you’re going to see we have this option here to limit the amount of participants that we actually have in this session.

It’s very good if it’s only meant to be four people. I can limit that down so that I make sure that I don’t overbook it, but you do have the option to have unlimited participants if you want.

I, however, am going to leave it at four, and I’m going to go ahead and book John Smith in for this one.

Now that we’ve done that, I’m going to hit save. Now that we’ve got John Smith here, let’s just go in and have a quick look at our invoice here.

You can see that that has carried forward because of that default service that we’ve selected. It’s also possible to book group appointments through the online portal.

4:11 Conclusion & Resources

I don’t have time to run through that today, but essentially, you would just be creating the group appointment times, and then they can be available through the client portal, which is our online booking system. Anyway, that is all I have time for today.

Thank you so much for your time. If you do want to learn more, we have plenty of tutorials that you can dig into. We even have the Zanda Academy, where if you want more of a learning environment, almost like a course where you can learn all the ins and outs of using the system, I’d highly recommend going and signing up for that. But as I said, that’s all I can go over today. Bye for now.