Frequently Asked Questions

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Appointments Calendar Clients Email & Text Inventory Profile Tips

How do I create an appointment?

Click on the calendar where you want to create an appointment. Or click the "Create" link at the top of every page.

This opens the create appointment box. If you clicked on the calendar the staff member, date, and time will already be populated.

  1. The client name will automatically be completed as you start to enter it.
  2. Select the service type and service from the drop down.

How do I 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).

Can I save a note with an appointment?

Yes you can save a special request which can be seen by the client (if you have enabled online booking) as well as a staff only note.

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:

How can I change an appointment's 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

How can I add a service to an appointment?

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

How can I change an appointment's 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 e-mail the receipt to the customer.

How can I 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.

How can I 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.

How can I change the order of services on an appointment with multiple services?

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

What do the vertical bars on appointments indicate?

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

    When the client un-confirms they immediately see either

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

  • Green indicates phone confirmation
    See next question below for how to set phone reminder status
  • Left message when called for phone call reminder
  • No response when called for phone call reminder
  • Wrong Number when called for phone call reminder

How can I mark when I make phone call confirmations to clients?

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

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.

How can I change the calendar's 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.

How can I change the hours I work on a specific day without changing my normal work hours on my profile?

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

What happens if I have an appointment outside the hours displayed on my calendar?

Any day that has an appointment that either ends before your calendar's beginning time or starts after your calendar's ending time will have a purple header. (In month view and activity view that appointment will be displayed along with all your other appointments.)

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 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.

How can I bookmark the calendar so that it always shows the current day.

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

When are text messages sent (i.e. will I get a text message at 2:00 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 between 5:00 pm and midnight it is sent at 5:00 pm. If a text message is scheduled to be sent between midnight and 9:00 am it is sent at 9:00 am. For example, if text message is scheduled to be sent at 6:00 am, then it will be sent at 9:00 am. How could that happen? If you have configured text message reminders to your clients 4 hours before the appointment time; then, if you have an appointment at 10:00 am, the text message reminder would be scheduled to be sent at 6:00 am, but instead it will be sent at 9:00 am.

When are client confirmation e-mails sent?

Confirmation e-mails 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 2-3 minutes and this avoids spamming clients with multiple confirmation messages.

When are staff appointment alerts sent?

Alert e-mail 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.

How can I customize e-mails sent to clients?

You can customize your e-mails to clients at: https://www.scheduleanyone.com/provider/webtemplate/email

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 do I add a service or change what services I offer?

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.

How can I add, edit, or remove a 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 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 massage and buys a product; buys a certain combination of products; etc.). 

Is there a way to 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:

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.

How can I add the book online banner to my website?

Please login to see your banner information.

How can I add the book online button to my website?

Please login to see your banner information.

Service That Only Staff Can See & Update

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'.  

If you have questions about something in ScheduleAnyone click or hover over it for more information

Create an 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.

Reports

All reports in ScheduleAnyone are interactive; filter the data, change the date range, press numbers in the reports to see how the number was calculated, etc..

  • 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

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)

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
  • + S Save
  • + P Print
  • F11 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 )
  • + 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

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"

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
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