Frequently Asked Questions

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Tips Website Email & Text P.O.S. Clients Appointments Calendar Staff Services Inventory Other
If you have questions about something in ScheduleAnyone click or hover over it for more information

For more information on any screen look for the blue question mark

What do the icons on appointments mean?

new Indicates is a New Clients
Clicking Blue Triangle Icon opens the Client Drop Down Menu
Appointment with Multiple Services
Appointment is Recurring
Client Requested Staff
Service has Finish Out (like a hair color service has a finish out at the end)
Text receipt to client
Email receipt to client
Search appointment, clients, etc..
Appointment has Product sale
Appointment has client request note
Appointment has image
Lamar School Client has tag / relationship
Open/Edit Staff Note Popup
Appointment has staff only note
27 Client has loyalty points
Client has a card-on-file
M Client has a membership
Client has gift card
Is an Outcall Appointment
Multiple tickets linked together usually so all tickets can be checked out with one payment

Other Icons

? Press either help icon for more information
Clock-In/Out Staff
W 2 Waiting List the '2' indicates there are 2 people on the waiting list
pre Appointment is pre-booked client pre-books when they book their next appointment before or during their last appointment
Forbid Online Booking for this Client
Client Un-subscribed from Marketing Emails
Client Un-subscribed from Marketing Texts
Open Cash Drawer when enabled, top left of main calendar Enable/Disable here
Ticket/Appointment at different location (applies to businesses with more than 1 location)
Appointment Ends, Before calendar's start time so appointment not displayed on calendar press header to view early appointment
Appointment Starts, After the Last Time Displayed on Calendar so appointment not displayed on calendar press header to view early appointment
Normal Work Start or End Time for this day has been changed How Change

Reports

Report Tutorial: How to Use Reports

Quick Summary: All reports in ScheduleAnyone are interactive

  • When viewing a report simply press any value for more information
  • On any report, press the column header to sort the report by those values
  • Start with the reports highlighted in Green on the Reports menu
  • All reports can be filtered using the report header (at the top of the screen

Quickly Open a Staff's Service List on the Calendar

  • On the Front Desk Calendar: + click a staff name in the header (at the top of the calendar), this will display the service list for that staff member

What are the shortcut keys?

All Pages

  • + G Focus on Search box (in the upper right corner of the screen)
  • + C Open Create Appointment Box
  • + A On Create or Edit Appointment Popup, Add Service
  • + R On Create or Edit Appointment Popup, Remove Service
  • + S Save
  • + P Print
  • + P Put Application in Full Screen | Exit Full Screen
  • ESC Close Any Popup | Cancel Any Appointment Drag/Drop

Reports

  • + F Toggle Between: Fit Report to Screen / Display All Columns

Calendar

  • + Previous Day (In Week View is Previous Week, in Month View is Previous Month)
  • + Next Day (In Week View is Next Week, in Month View is Next Month)
  • + Previous Week (On week view is previous month, month view is previous year)
  • + Next Week (On week view is previous month, month view is previous year)
  • + R Refresh Appointments (checks if any appointments on the page have been updated; by default this happens at least every 5 minutes or faster based on what you are doing on the calendar)
  • + T Navigate to today
  • + H Navigate to Main Calendar (i.e. Home)
  • + D Switch to Day View
  • + W Switch to Week View
  • + M Switch to Month View

Calendar's Week View

  • + 1 Switch to Day View, and go to Sunday
  • + 2 Switch to Day View, and go to Monday
  • + 3 Switch to Day View, and go to Tuesday
  • + 4 Switch to Day View, and go to Wednesday of the current week
  • + 5 Switch to Day View, and go to Thursday
  • + 6 Switch to Day View, and go to Friday
  • + 7 Switch to Day View, and go to Saturday

Calendar's Month View

  • + 1 Switch to Week View, and go to the first week of the month
  • + 2 Switch to Week View, and go to the second week of the month
  • + 3 Switch to Week View, and go to the third week of the month
  • + 4 Switch to Week View, and go to the fourth week of the month
  • + 5 Switch to Week View, and go to the fifth week of the month

Setup Kiosk Mode

Kiosk mode on Windows and Apple computers put ScheduleAnyone in full screen mode on your computer and do not display the print preview when printing receipts

Kiosk mode restricts the browser to just ScheduleAnyone (if you still want your staff to browse the internet just have them use a different browser)

To setup kiosk mode

  1. Go to this url and then click "Ctrl" + S to download the image Schedule Anyone Icon
  2. Right click the Google Chrome shortcut and select "Properties"
  3. Go to the "Shortcut" tab and in the "Target" input box enter this after the link to the chrome exe:
     --kiosk --kiosk-printing https://www.ScheduleAnyone.com?kioskmode=1 
  4. Click the "Apply" button so your Target should look like this:
     "C:\Program Files (x86)\Google\Chrome\Application\chrome.exe" --kiosk --kiosk-printing https://www.ScheduleAnyone.com?kioskmode=1 
  5. Click the "Change Icon" button and enter the path to where you saved the Schedule Anyone icon in step 1
  6. Close all your browser windows and click on your new Schedule Anyone icon to open Schedule Anyone in kiosk mode
    Congratulations you can now use Schedule Anyone in full-screen mode and receipts will print automatically

Exit Kiosk Mode

Different computers have different ways to exit kiosk mode

  • Apple Computer
    • Hover your cursor over the top left corner of the screen until you see the window bar. Then click the Exit full-screen button (It's red and looks like an X)
    • Use the keyboard shortcut: Control + Command + F
  • Window Computer
    • hold + press
    • press the key
  • Another Option
    • Press the 'Exit' option at the bottom of the screen

Your Online Business Card

How Automatically Send Reputation Management Texts?

Automatically Send Appointment Follow-Up Emails?

How Automatically Send Happy Birthday Emails?

How Automatically Send Welcome New Client Emails?

Comming Soon...

How Send Text Message Blast?

How Send Email Blast?

Email Marketing Recomendations

Text Marketing Recomendations

Make Your Website a Great Marketing Tool

Setup Your Free Schedule Anyone Website

When you setup your address, hours, services, and staff in ScheduleAnyone we automatically create a website for you

Simple website management anytime you add a new service, delete a staff, change a service price, etc... it is immediately changed on your website

Your website is also Search Engine Optimized (SEO) for Google, Facebook, Instagram, Twitter, Bing, and other search bots

Your website will work great on any device iPhone, Android, Windows, Mac, iPad, Chromebook, etc...

To customize your website in ScheduleAnyone go to Profile → Website, you can

Need a landing page, hiring now page, or other custom page? We can help

How Online Booking Works

ScheduleAnyone has a Highly Customizable Online Booking

  • Makes it easier to book appointments encouraging more appointments from clients
  • Saves you time coordinating with clients on appointment times
  • Adds traffic to your website
  • Builds your client database

Learn how ScheduleAnyone Online Booking Works

Your Digital Business Card

Your website is your modern Business Card and includes

Website Galleries

Can add an unlimited number of galleries to your website

The images in your gallery will be automatically sized for the device: phone, computer, or tablet - you can also upload different images for phones and computers

You can add pre-built galleries to highlight a Service Group, Classes offered, Past and Future Events, Product Brands, or Product Categories

Can also add a custom gallery which can used for a Blog, Before/After Picture gallery, or any idea you may have

How Highlight a new special, event, or something else important?

Add a welcome message popup or banner to your website that clients can click to be directed for more information or do something like book the service, buy the gift card, etc..

Create a custom Welcome Message

How Connect My Custom Web Domain to Schedule Anyone Website?

  1. In ScheduleAnyone go to Profile → Website, Step #3: Set Web Address and enter your website domain
  2. Go to your domain registrars DNS Settings
  3. Set these 2 DNS Records:
  4. Remove any domain forwarding you might have setup

How Connect My Go Daddy Domain?

  1. Go to Profile → Website, Step #3: Set Web Address so ScheduleAnyone knows to connect your website domain
  2. Then come back here for additional steps that are available once you complete the step above

Add Book Online banner to Website with Another Company

If your website is not hosted by ScheduleAnyone you can easily add a book appointment banner to your website to easily allow your clients to book online

Please login to see your banner information.

Add Book Online Button to Website with Another Company

If your website is not hosted by ScheduleAnyone you can add a book appointment button to your website to easily allow your clients to book online

Please login to see your banner information.

ScheduleAnyone send many different types of email and text messages to both your clients and your staff

Review the many different message types in the Emails & Text Message Guide

What Email and Text messages does ScheduleAnyone Send?

Overview of Emails & Text Messages Sent by ScheduleAnyone

Customize Emails Sent to Your Clients

You can customize your emails to clients at: https://www.ScheduleAnyone.com/provider/webtemplate/email

Text Client who has no Phone Company listed

Every month all emails and opt-in text messages are free, only marketing emails and texts cost extra (with the gold package the first 100 marketing texts or 500 marketing emails are free!)

Text reminders and text receipts that are NOT opt-in subtract from your available marketing emails (so the gold package includes 500 free every month)

By default, text messages are only sent if clients opt-in by providing their mobile phone company, change this setting here Client Text Message Configuration

Adding a Message Package allows you to send reminders to clients without requiring the opt-in via phone company and by default new clients opt-in to text reminders

How Change Message Package (the number of messages I can send each month)?

Every month you get free messages to send email/text blasts

These messages also count towards sending text reminders to clients who have not opted-in to text messages (by providing their phone company)

You can add more messages by going to Change Message Package

When are Text Messages sent (will I get a text message at 2 am?)

Text messages are only sent from 9:00 am - 9:00 pm or during normal business hours (if your normal business hours start before 9:00 am or end after 9:00 pm)

If a text message is scheduled to be sent after 9pm and before 9am then it will be sent at 9am

For example, if text reminders are setup to be sent to clients 4 hours before the appointment time; then, if you have an appointment at 10 am, the text message reminder would be scheduled to be sent at 6 am, but instead it will be sent at 9 am

When are Client Confirmation Emails Sent?

Confirmation emails are sent to clients when a new appointment is created or moved to a different date or the special request field is changed

Confirmations are sent to clients on a 10 minute delay if the change was made by a staff member Often multiple updates are made within 2-3 minutes and this avoids spamming clients with multiple confirmation messages

Managers and Admin can set when client confirmations are sent for all staff at Profile -> Advanced, clients tab Or for each staff at Reports -> Staff -> Profiles

Other staff can set when their own clients receive confirmations (except for staff with the role Read-Only and Employee who cannot change this setting) by going to Menu -> Profile

When are Client Reminders Sent?

An email reminder and text reminder can be sent to the client before each appointment

Review each reminder that has been sent and is schedule to be sent by going to Schedule -> Reminders

Managers and Admin can set when client confirmations are sent for all staff at Profile -> Advanced, clients tab Or for each staff at Reports -> Staff -> Profiles

Other staff can set when their own clients receive confirmations (except for staff with the role Read-Only and Employee who cannot change this setting) by going to Menu -> Profile

When are Staff Appointment Alerts Sent?

Alert email and text messages are sent to staff when a new appointment is created or moved to a different date or the special request field is changed.

Alerts are sent on a 10 minute delay, this is because often multiple updates are made within 2-3 minutes and this avoids sending multiple messages. The only exception to this is if the changed appointment occurs within an hour then the text message alert is sent immediately.

Alerts are not sent to a staff member when they update their own appointment because they should know about that update.

Each staff can setup when they want to receive alerts by going to their own profile and press the My Alerts button

Managers, Admin, and Receptionists can view/set when each staff receives alerts by going to Reports -> Staff -> Profiles

How Setup In-App Notifications?

Each staff can enable in-app notifications for appointment create/update/delete alerts, client sign-in alerts, and appointment check-in alerts

  1. Open the ScheduleAnyone app on the staff members phone
  2. Go to Profile Me
  3. Press the "My Alerts" button
  4. In the popup, move the App Notifications on this device toggle to the right until it is blue

Not Receiving In-App Notifications?

First verify that Do Not Disturb is Not turned on - if Do Not Disturb is turned on then turning off Do Not Disturb should fix the problem

If you stop receiving in-app notifications you might need re-enable in-app notifications due to new software update, restoring factory settings, logging into phone with new Apple Id or Google Id, etc..

To fix this issue turn off notifications in

  1. the ScheduleAnyone app (under your profile)
  2. And in your phone's settings, disable notifications for the ScheduleAnyone app
  3. Then in your phone's settings, re-enable notifications for the ScheduleAnyone app
  4. And in the ScheduleAnyone app (under your profile) re-enable notifications

ScheduleAnyone has everything you need to optimize checking out clients

To customize your P.O.S. go to Profile → Advanced

Credit/Debit Card Payments

How Checkout Appointment with Credit/Debit Payment?

To process credit cards in ScheduleAnyone

  1. Open the appointment
  2. Press the price (top left corner of appointment)
  3. Select "Credit Card" as the payment method
  4. Complete checkout on the credit card machine (or enter the card number manually in ScheduleAnyone)

How Checkout Multi-Merchant Appointment?

How Add Tip to Credit/Debit Payment?

How does Storing Cards-on-File work?

When processing a credit card you have the option to store the card on file

If a staff member marks a card to be stored online the client receives an email or text confirmation that their card was successfully stored on file at your business

The actual credit card number is not stored, instead a token authorization is stored

This token only works with your merchant account, even if somehow someone found this token it could only be used at your business

How Issue Credit/Debit Card Refund?

To refund a credit/debit card transaction

  1. From the ticket popup press Edit Payment (next to the credit card payment)
  2. In the Edit Payment popup set the New Amount (to refund the entire payment set the New Amount to "0")

To open the Ticket Popup for an Appointment

  1. Open the Appointment can open from the calendar or click the appointment/ticket date on any report
  2. Press the price top left corner of Edit Appointment popup

To open the Ticket Popup for a Class

  1. Open the Appointment can open from the calendar or click the appointment/ticket date on any report
  2. Press the price top left corner of Edit Appointment popup
  3. Press the client name

How Reimburse Credit Card Fees

You can setup a Credit Card Convenience Fee that charges your clients a small fee to offset your credit card fee

Go to the Add-On Fee Report and create an Add-On Fees that will always apply if the client pays with a credit card

Discounts & Add-On Fees

Add, Edit, or Remove Add-On Fee?

On the Manage Add-On Fees screen you can create/edit Add-On Fees that should always apply based on different rules or can optionally be applied before or during checkout

Add-On Fees are either a dollar amount or a percentage of the matching products/services on the ticket

Add-On Fees can be setup to only apply during a certain date range (or leave the date range empty if you want the Add-On Fee to never expire)

Add-On Fees can also be set to apply only when a minimum purchase amount is reached

Add-On Fees can also be applied based on a specific combination of products and/or services, or many other rules

Add, Edit, or Remove Discount?

On the Manage Discount page you can create discounts that should always apply based on different rules or can optionally be applied

Discounts are either a dollar amount or a percentage of the matching purchased products/services

Discounts can be setup to only apply during a certain date range (or leave the date range empty if you want the discount to never expire)

Discounts can also be set to apply only when a minimum purchase amount is reached

Discounts can also be applied based on a specific combination of products and/or services, such as when a client

  • does both a manicure and pedicure
  • gets a hair cut, hair color, and buys a product
  • gets a massage and buys a product
  • buys a certain combination of products
  • Or comes in on a slow day (like on Monday or Tuesday) or slow time (like 10 am - 2pm)
  • or many other options...

Change Service Discount or Add-On Fee on a Specific Ticket

Staff with the role Limited Receptionist role can change the default service discount or service add-on fee on any ticket by pressing the discount or add-on fee on the ticket

This opens the popup where you can customize the ticket's discount or add-on fee by service

The Customize by Service popup also allows changing how the Discount Commission or Add-On Fee Commission is applied on the ticket (is the discount/fee taken out of the business profits, staff commission, or split between the business and staff)

How Change Ticket's Discount or Add-On Fee?

Discounts and Add-On Fees that qualifiy for a ticket (based on the Discount or Add-On Fee rules setup when creating the discount or fee) will be displayed

Discounts and Add-On Fees setup to Always Apply (when applicable) will automatically apply, other discounts can be selected as desired

After an appointment is checked-out the discount or add-on fee cannot be changed

If you need to change a discount or add-on fee after an appointment is checked out, simply change the appointments status to anything other than "Checked Out" (so just mark in as "Checked-In" or empty

Loyalty Points

What is a Loyalty Program?

Encourage repeat business from clients by creating a Loyalty program

You can customize how clients can earn loyalty points and how clients can redeem loyalty points

Clients then automatically earn loyalty points after checkout when they pay for their appointment - it's as easy as that!

How Setup Loyalty Rewards Program for Clients?

Clients earn loyalty points when they spend money at your business

  1. Go to Profile Advanced, clients tab
  2. Near the top of the screen press the purple button Setup Loyalty Program
  3. Check the box at the top of the screen Earn Loyalty Points to turn on your loyalty program
  4. Setup how you want clients to
    • Earn loyalty points
    • Redeem loyalty points
  5. Once you enable your loyalty program then you are done, ScheduleAnyone automatically adds the loyalty points to the client's profile when the appointment is paid and checked-out
  6. Loyalty points are displayed at the top of the client's profile
  7. When creating or opening an appointment the loyalty points are displayed next to the clients name in a purple bubble like 15

View Loyalty Points?

Whenver you create or open an appointment it automatically displays how many loyalty points that client has

Loyalty points are also displayed at the top of every client's profile (if they have loyalty points)

You can also view loyalty points on the Client List and Ticket History report

Give Client Bonus Loyalty Points?

Only staff with the role of manager or admin can add bonus loyalty points

Loyalty points are also displayed at the top of every client's profile (if they have loyalty points)

Press the loyalty points banner at the top of the client's profile to update their bonus points

Other

Sell Gift Cards Online?

Selling gift cards online is a great way to increase revenue and grow your business

Happy customers will bring you even more customers when they can easily buy gift cards for their friends and family members

Go to your Gift Card Setup screen to customize how your gift cards are sold online

How Setup Client Membership Program?

Build recurring revenue and reward your most valuable customers with a Membership program

Learn How to Setup a Membership program for your clients in ScheduleAnyone

Setup Front Desk User

You can create a Front Desk staff to allow staff to use the front desk computer(s) with the ability to manage the schedule as well as check-in and checkout clients, but with restricted access such as

Each staff can also have their own username/password with different staff roles and permissions

Setup Computer Printer Margins

When printing from a computer (Windows, Mac, etc) we suggest using the Google Chrome browser

Here is how to adjust the print margins in Google's Chrome browser

  1. Open appointment
  2. In Edit Appointment popup press price (top left corner)
  3. In Ticket popup press print button (top left corner)
  4. In the print preview, in the area on the right press More Settings and here are how the settings should look
  5. Change the settings to the above and press Save (bottom right corner)

There are many receipt printer options that can also be set in ScheduleAnyone go to Customize Receipt

ScheduleAnyone has everything you need to mange your client database and keep your customers coming back with reminders, automatic follow-ups, email/text marketing blasts, and more; check it out in our Client List Guide

How View All Notes for a Client?

At the top of a client's profile and at the top of the Edit Appointment popup is client's name and a white triangle next to the client name

Press the white triangle to see the client profile menue, then select Note History

The Client Note History displays all the notes and images for that client and the notes are color coded by note type

Add a Client?

When you create an appointment you can just enter the client name and when you click save it will open the add client popup with the name already populated.

You can enter more information about the client now or just click save. (You can save even more infomation about the client by going to the client's profile).

How do I lookup a client?

To pull up a client's profile, enter the client name in the search box that is at the top of every page.

If you enter two letters and space and two more letters (such as "br bo") it will search for clients where the first 2 digits of last name + first name match (for example "br bo" --> finds "Brian Bober")

You can also search by phone number (it will ignore area code, unless you enter more than 4 numbers).

Also, if you say the client's name anywhere (for eample: when editing an appointment, in any report, etc) just click their name to pull up their profile.

Set How Long Before Appointment Client Can Create/Update/Delete Appointment?

In your profile go to the Business tab and change:

Clients can CREATE appointments until  hours before the appointment date

Clients can UPDATE appointments until  hours before the appointment date

Track Client Referrals?

On the Manage Referrals page you can add, edit, and remove different types of referrals.  You can even have the system automatically apply a discount to the client’s first purchase. 

Enter an expiration date if you want the referral to expire (for example: a few weeks after an advertising campaign ends) otherwise just leave that field blank.

You can enter the referral when you create a client (When you create a new client with a referral, that referral is automatically added to their first appointment)

Or you can go to the client’s profile and set how they were originally referred to you:

Or you can set a client’s referral for a specific appointment from the edit appointment box by clicking on the staff note icon and selecting the referral from the drop down.  This is useful if you have an existing client who you may not have seen for a while return based on an advertisement or because of a coupon.

You can Track Referrals on several reports

How Merge Duplicate Clients

Automatic Merge Every weekend duplicate clients are automatically merged (clients with same name and phone and/or email)

Merge Specific Client At the bottom of a Client's Profile press the Merge button which will give you a popup to lookup the client you want to mege with this client staff role must be at least Limited Receptionist to be able to merge clients staff where client contact information is hidden cannot merge clients

Lookup Duplicates or Merge Go to Profile -> Advanced, Client's tab then press the button View Duplicate Clients or Merge Clients

How Create and Add Tags to Clients?

How Create and Add Relationships between Clients?

Client Relationships are an extended type of Client Tags where you can create a relationship between clients (for more information see the question above)

Can I search deleted client profiles?

Yes, you can! Go to Profile -> Advanced, client tab and press the button: Search Deleted Clients

You can also, un-delete client profiles

Can a client delete their profile?

Clients can request that their profile by deleted - this is required by Apple, Google, and other regulators

Clients cannot delete their profile if they have any current or future appointments

Clients that delete their own profile will not show up in the deleted clients search and cannot have their profile un-deleted

Deleting client profiles will not change sales reports, payment reports, or other reports

Client Drop Down Menu

The Client Drop Down Menu offers more information about the client including client history and appointment updates

To open the Client Drop Down Menu press blue triangle to right of client name

If opened on the Client's profile (by a Receptionist, Manager, or Admin) the menu includes the ability to Delete the client or Merge the client profile with another client profile

If opened on the Edit Appointment popup the menu includes the ability to

  • Remove client from appointment (must be Receptionist, Manager, or Admin)
  • Print the appointment
  • Add Note / Images

What a staff member sees on the Client Drop Down Menu depends on their staff role and any access restrictions on their specific staff profile

Client Drop Down Menu Item Overview

  • Summary of past and upcomming services by each staff
  • Lists each services filtered by date range
  • Product purchase history
  • Displays all notes on the client's tickets (Requires Client Note Access)
  • Lists each payment by client, filtered by date range
  • Lists client's tickets, filtered by date range
  • Client information (Requires Client Profile Access)
  • History of all updates made to appointment
  • Remove client from ticket (must be receptionist, manager, or admin)
  • Add notes and images to appointment
  • Get directions to client's address (must enable in Profile -> Advanced)

How View Appoiment Updates?

You can all updates ever made to an appointment. Below are the instructions to see the updates by opening an appointment. To quickly see all recent updates go to Schedule Activity

  1. Open the Edit Appointment popup and press blue triangle to the right of client name
  2. In the Edit Appointment Drop Down Menu Select Appointment Updates
  3. If the appointment has more than 1 service, then the services will be displayed (if the appointment has only 1 service this step is skipped)
    • Services with a red background indicate they have been deleted
    • Select the update history for any service by pressing the last column (In the image below press where it says 45 seconds ago or 2 minutes ago)
  4. The Appointment Edit History displays all the edits ever made to this service on the appointment
  5. When select the update history for a deleted service - you'll have the option to un-delete the service

How view all appointment creates, updates, and deletes?

Go to Schedule Activity

Each row represents one service scheduled

Deleted services and appointments are displayed with a red background

Press, the updated column (the last column on the right) to see the update history for any service

Notes About Staff Access

Staff with the Receptionist, Manager, or Admin role can see all appointment edits

Staff with Independent or Full Calendar role can only see the update history for their own appointments

Staff with the Limited Receptionist, Employee, or Read-Only role do not have access to Schedule Activity but they can see the updates to a specific appointment

Un-Delete Appointment?

To un-delete an appointment go to Schedule Activity

Deleted services and appointments are displayed with a red background

On the deleted appointment row press, the updated column (in the example above where it says 16 minutes ago ) to see the appointment update history

Press the button Un-Delete Appointment

How Create Appointment 1, 2, 3, 4, ... Weeks from Today?

When opening any date picker and selecting a day you can easily see the number of weeks from today on the left side

How do I Create an Appointment?

Click on the calendar where you want to create an appointment

  1. The client name will automatically be completed as you start to enter it (you can also enter the client's phone number if you do not know their name)
  2. Select the service type and service from the drop down

Create Appointment with Phone Number

Can enter the client's phone number in the client name field of the Create Appointment popup

Save Note on Appointment?

Clients and staff can save a special request on any appointment which can be seen by the client and staff

You and your staff can also save a staff only note on any appointment

Click the + add note link when creating an appointment or click the note icon when editing the appointment

If there is a staff only note the note icon changes to:

Appointment Images and Notes can be viewed

Change Appointment Length?

You can simple hover over the bottom of the appointment and drag the bottom of the appointment to make the appointment longer or shorter. You can also click the time button when creating or editing an appointment.

If the appointment has processing or finish out time the button will be orange

Add Service to Appointment?

Click the + Add Service link when creating or editing an appointment. One appointment can have up to 5 services.

Change Appointment Price?

Click the price $120 at the upper left hand corner of the create appointment or edit appointment box.

You can change prices, add discounts, add products, and set payment method (including support for multiple payment methods). You can also print or email the receipt to the customer.

Create Recurring Personal Appointments (lunch, regular time off, etc)?

Click on the appointment that you want to make recurring and at the bottom right corner click on Make Recurring and fill out the recurring section as desired.

Create Recurring Client Appointment?

There are several ways to do this. One is to drag the appointment to the next desired date and clicking the "Create Appointment" button on the confirmation popup. It is easiest to do this on the Month view.

Also, on the edit appointment box you can click on Book Again to create a copy of the appointment.

Change Service Order on Appointment with many services?

On the calendar simply drag and drop the services in the desired order.

Vertical Bars on Appointments?

On the calendar, appointments that have been confirmed via text or email reminder or through a phone call from your business will have a vertical color bar indicating the appointments confirmation status

  • Dark blue indicates text confirmation
  • Light blue indicates email confirmation
  • Client un-confirmed through text or email confirmation

    see question below for more information

  • Green indicates phone confirmation
  • Left message when called for phone call reminder
  • No response when called for phone call reminder
  • Wrong Number when called for phone call reminder

What happens when a client un-confirms their appointment?

You can allow your clients to un-confirm appointments from both the text reminder and email reminder

When the client un-confirms they immediately see either

  1. A large popup asking them to call to cancel (click to view popup)
  2. Or a call/edit the appointment popup (if they are allowed to edit the appointment)

When a client un-confirms it does not delete the appointment, it adds a red vertical bar to the appointment on the calendar (see question above)

You can enable/disable the ability for clients to un-confirm appointments (as well as enable a text alert when clients un-confirm)

  1. Go to Reports -> Profile -> Staff, Clients tab
  2. Press the staff name in the report
  3. Select the Messages Sent to Clients tab at the top of the popup

Add Image to Appointment?

  1. In the Edit Appointment popup press the note icon (on the right of the edit appointment popup)

  2. In the Appointment Notes popup press the Upload Image button and select your image

  3. You can upload as many images as you would like to an appointment

  4. Appointments with image(s) with have the camera icon on the appointment

Appointment Images and Notes can be viewed

Open Edit Appointment Drop Down Menu?

The Client Drop Down Menu offers more information about the client, client history, appointment updates, and ability to remove client from appointment

  1. Open the Edit Appointment popup
  2. Press blue triangle to right of client name

For more information on Client Drop Down Menu

What is a Hidden Appointment?

ScheduleAnyone prevents deleting appointments that have a payment - this is to allow easily refunding or adjusting the payment in the future

When attempting to delete an appointment with a payment this popup will appear

If the appointment is deleted the appointment will still be displayed in the reports

The Sales Detail report, Ticket History report, Last 10 Sales report, and Client History report the appointment will be marked as HIDDEN

Change Calendar Date?

In the calendar header click the date range on the calendar's header

This opens the datepicker so you can quickly navigate the calendar to any date.

Change Normal Business Hours?

In your profile go to the Hours tab

Change Normal Business Hours, for specific staff member?

In your profile go to the manage staff page, and click on the days you work.

Change Hours I Work on a Specific Day?

You can change your open or close time for a specific day by:

  1. Navigating to that specific day in the calendar's Day View
  2. Hover over the edge of that day's off time
  3. Click and drag the edge to adjust that day's open or close time

If a day's open and/or close time is adjusted you will see the edit pen icon on the left day's header

Change Time Range on Calendar?

You can change the start time and/or end time of your calendar

  1. Go to Profile -> Me
  2. Press the button My Normal Hours
  3. At the bottom of the Regular Hours popup change the Calendar Start / End

By default the calendar’s time range is your Regular Business Hours earliest start time and last end time. So if Monday-Friday you work 9:00 am - 6:00 pm and on Saturday you work 8:00 am - 5:00 pm then your calendar's start time is 8:00 am and end is 6:00 pm.

Appointment Outside Hours Displayed on Calendar?

When a day has an appointment that either ends before your calendar's start time or starts after your calendar's ending time - then there will be a purple header with an up arrow (indicating appointment before calendar starts) or a pink header with a down arrow (appointment after calendar ends)

To view the off hours appointment

  1. In the calendar's day view, navigate to the day with the off hours appointment.
  2. Click the purple or pink header
  3. You'll see the off hour appointment(s) that you have that day.
  4. Click the appointment date to view or edit that appointment.

If you have a lot of appointments outside the time range displayed on your calendar you probably want to increase the time range displayed on your calendar (see question above )

How Bookmark Calendar in Web Browser?

Simply go to https://www.ScheduleAnyone.com/provider/calendar and add the bookmark.

Set Default Service Time?

Go to your Profile and press the button My Services

Assign Staff which Role?

Review the different staff roles Quick Summary and Detailed Overview

Typically Commission and Hourly Staff are asigned the Employee role

Typically Independent Staff (like booth renters) are asigned the Independent role

We suggest creating a generic Front Desk user that is assigned either the Receptionist or Limited Receptionist role

How Setup Payroll?

The Payroll Guide contains all you need to know to Setup Commission, Manage Timesheets, and use the Payroll report

Delete Staff Members?

In your profile go to the Staff tab.  Check the box next to the staff member(s) you would like to delete and click the button

Un-Delete Staff?

On the Deleted Staff Report check the box next to the staff member(s) you would like to un-delete then press the Undo Delete button

Add Staff?

In your profile go to the Staff tab and click the  button.  The new staff member will be added at the top of the staff list (highlighted in pink).  Don’t forget to click each column next to their name to set the new staff’s permissions and when they will receive appointment change notifications, configure their services, define their normal hours, as well as if their clients can book online and when theirclients receive reminders.

Easiest way to Add New Staff (automatically set their permissions and services)?

In your profile go to the Staff tab.  To make things easier check the box next to an existing staff member who will have similar permissions and services and then click the  button.  This way the new staff will be copy the permissions and services of the selected staff member and you only have to modify a few differences.

Change Staff’s Username and Password?

Admins and Managers can change any staff's username and password by going to Profile -> Staff and pressing the staff's name

Other Staff can only change their own username/password which they can do by simply going to Menu -> Profile

If a Receptionist adds a new staff, they can set the username/password when creating the staff (but after creating the staff profile cannot go back in and change username or password)

Staff setup with an email can go to Forgot Password to have a new password emailed to them

Set Staff Service Fee?

In your profile go to the Service tab and click Fees & Prices.  The price column displays what the client is charged and the fee is what is subtracted from commission employees before their commission is applied.

Setup Company Devices

You can setup company devices then allow some logins (like the receiptionist or front desk login) to only login to company devices

You can also only allow staff to clock-in/out on company devices

To setup this device as a Company Device

  1. Login with a login that has the manager or admin role
  2. Go to Profile -> Security
  3. Give the device a name (any name you can use to identify that device)
  4. Logout then login as a receptionist

Allow Staff to Clock-In/Out?

Press the clock in/out icon which is in the top left corner above the main calendar

If you do not see the clock in/out icon go to the Commonission report and assign staff an hourly wage (must be logged in as manager or admin)

For the clock in/out icon to show up on the main calendar when logged in as a receptionist Setup this computer as a Company Device

For more information checkout the Payroll Setup Guide

Restrict certain staff to only be able to login to company devices

  1. Setup your Company Devices
  2. Go to Profile -> Staff
  3. To the right of the staff name press the staff's role (in the Alerts & Role column)
  4. At the top of the Alerts & Role popup, press the Role tab
  5. Check the box next to Can only login to a company device and press Save

Change Front Desk Staff Report Access

You can view the acess that each staff role has to reports

Admins can change the access a specific manager or receptionist has to Payroll, Commission, and Timesheet reports as well as the profit information on sales reports

By default, mangers have full access and receptionists have no access

To change the Report Access for a staff member (who has the Receptionist or Manager role)

  1. Login as a staff with the Admin role
  2. Go to Profile -> Staff
  3. To the right of the staff name press the staff's role (in the Alerts & Role column) the selected staff must have the Receptionist or Manager role
  4. At the top of the Alerts & Role popup, press the Role tab
  5. Change the Report Access drop down

Change Access to Client Profile

By default, staff with the Read-Only role and Employee role cannot access client contact information, but have access to client notes

You can change these defaults Change Client Profile Access Change Client Note Access

Want to learn more about Staff Role? Quick Summary and Detailed Overview

How Change Services a Staff Offers?

In your profile click on My Services . This will list all the services offered by the business.  You can select what services you offer.  If you leave the price and minutes blank it will use the business’ defaults.

 

So if, by default, the business lists a finish out or processing time for a service but you do not have one just enter “0” (zero).  For example, if the default (for the entire business) is to have a 30 minute finish out and you don't do a finish out; then set the finish out time to "0" minutes.

Services Only Staff Can See

In your profile go to the Services tab and click the 'Add Service Type' button or click on the service group that you would like to edit.

Click lock in the upper right hand corner of the edit service type popup and select 'Staff Only' then click 'Save'.  

Appointment with Manicure and Pedicure

By default, an appointment with a manicure and a pedicure will have the services start at the same time if the services are performed by different staff

These defaults can be turned off completely or over-ridden on a specific appointment by changing any service's start time on the appointment

Salon Haircut and Color Logic

By default, an appointment with hair color and haircut will remove the hair color's finish out time

Also, if a client books online and puts the haircut before the hair color - ScheduleAnyone will automatically put the hair color first

These defaults can be turned off completely or over-ridden on a specific appointment by changing any service's start time on the appointment

Barber Haircut Logic

By default, when there are 2 or more barber haircuts on the same appointment the haircuts will occur at the same time if the staff are different

This is useful when a father books their own haircut and their son's haircut

These defaults can be turned off completely or over-ridden on a specific appointment by changing any service's start time on the appointment

Appointment with back to back massages

By default, when an appointment has back to back massages then any finish out time on the first service will be removed

For example, like adding extra minutes to a regular massage service

These defaults can be turned off completely or over-ridden on a specific appointment by changing any service's start time on the appointment

How Can I view My Service Categories

You do not need to do anything, service categories are automatically set when you setup your services

Service categories improve the information we provide to Googlebot, Facebook, and other companies to improve your websites Search Engine Optimization

Service categories help to automatically correctly set the service times for your appointments with multiple services, for example appointments with a

99% of the time it is best to not adjust these defaults, but as always ScheduleAnyone gives you full visibility to how your appointments are being booked

Go here to view or change your service categories

Getting Started

Anytime you add a new brand or product line you can send ScheduleAnyone the product order (just ask for a receipt as a spreadsheet) and we will upload the products into the system for you

You can add and edit products, brands, product lines, categories, orders, and audits through the create and edit buttons at the top of the Manage Inventory Screen

Use the Filter Row to filter what products are displayed; press the Reset button to reset the filter

How Do I Order Products?

Gold Package Only

We created this tutorial of how to create an order, send the order to your product distributor, then receive the order - which adds the products to your inventory

Product Order Tutorial

Pressing the button above allows you to view the tutorial but not create orders; if you want to use this feature contact ScheduleAnyone and we can upgrade you to the Gold Package to try it out for free for 30 days

Contact ScheduleAnyone

How Change Staff Inventory Permissions?

Gold Package Only

Login with the manager or admin role, then go to Profile -> Staff and by pressing the far right column for any staff you can set the permissions for that staff

How Track Products My Staff Use?

Gold Package Only

Do you buy products that you and your staff use, but are not sold to clients?

Keep track of these products' cost and count with usage invoices:

  1. Create Products with the setting for Internal Use
  2. Create Order for these products and include the cost (this updates the product count and cost)
  3. As these products are used Create Product Usage Invoices so you can record the used product cost and count
    • You might want to create a generic client like "Internal Usage" for these invoices

Setup Staff Product Price Discount

Gold Package Only

In the Product List header section press Edit then select Staff Setup to Setup Product Discounts for Staff

You can set staff product prices to be a fixed dollar amount over cost (like $2 above cost), a percent above cost (like 10% above cost), or a percent below the regular price

Setup Product Commission

Gold Package Only

You can setup a default product commission for all your staff in the Product List header section press Edit then select Staff Setup and then set the Staff Commission on Product Sales

You can also set a different product commission percent for specific staff on the Commission report

Assign Staff Product Commission

Gold Package Only

ScheduleAnyone can automatically calculate product sales commission for staff

If a product is added to an appointment with only 1 staff performing the services - then that staff is automatically assigned the commission

On product only tickets select the staff who should receive the product commission

You can also click on the product name on the ticket to open the Assign Commission Popup where you can assign the product commission for each product separately (helpful if you have multiple products and want to assign product commission to different staff)

Verify Correct Product Stock Amounts

Gold Package Only

By creating orders and selling products in ScheduleAnyone you can easily track product levels, cost, and profit

We suggest also performing Product Audits on a regular basis to verify accurate stock amounts

This way you will catch any missing order, missing or incorrect product sale, or another inventory related issue

How Send Client Invoice to Pay Online

Can email/text invoice for any ticket

Email or text an invoice to a client so they can pay the full ticket price or part of the ticket on your website

Send Invoice

You can easily email or text your client an invoice by opening the Edit Appointment popup, then opening the Ticket popup and pressing the email receipt icon or text receipt icon

You can also email/text a product-only ticket by pressing the email receipt icon or text receipt icon

Online Invoice

When a client goes to pay the invoice the invoice total will always be the total ticket amount

So if you send the invoice then change the ticket price the pay invoice web page will display the new ticket price

The pay invoice web page is not visible on your website, the client must click the link in invoice email or text you send them

The client can change the payment amount to be less (if only paying part of the ticket now) or more (if want to add a tip) than the total invoice

Cancel Invoice

After sending an invoice you can cancel an invoice

Canceling an invoice cancels the ability for the client to pay the invoice online

Cancelling an invoice allows you to change the invoice note or invoice date then re-send the invoice to the client

Re-Send Invoice

If you want to simply re-send the same invoice press the button Re-Send

This is helpful if the client did not see the email invoice and you want to send the invoice over text or just want to re-send the same email or different email

Print Staff Sales

Conveniently give staff their sales list at the end of the day or week

  1. On the Main Menu go to Reports -> Sales -> Detail
  2. Press the Print button (located on the left, above the Report)

Mark Client Phone Call Confirmations?

To mark that you made a phone call confirmation on the reminder view check the box in the Phone column.

If you need to write a note or set a phone confirmation status other than 'confirmation' click the date to open the phone reminder popup

Add Shortcut to your phone's Home Screen

  • Here are the instructions to add the "SA" icon to your phone's home page:
  • Android:
    1. Open the browser and go to https://www.ScheduleAnyone.com
    2. Press the menu button (the button to the left of your home button, on the bottom of your phone)
    3. Press "Add shortcut"
  • iPhone:
    1. Open the browser and go to https://www.ScheduleAnyone.com
    2. At the bottom of the screen you'll see an icon depicting an arrow that is pointing up out of a box. Click this icon
    3. Click "Add to Home Screen"
    4. At the top-right corner of the page click "Add"

confirm message: Are you sure you want to?

custom message

Note History Help

The note history first displays the important note and then the other note field from the client's profile.

Then notes from the client's tickets are displayed. The different colors indicate the type of note.

  • Special Request
  • Staff Only Note
  • Payment Note
  • Edit Payment Note
  • Product Return Reason
  • Reminder Note

Appointment Images are also displayed on the note history

You can control access staff have to client notes

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