|Appointments||Calendar||Clients||Email & Text||Inventory||Profile||Tips|
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.
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 thelink 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:
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
Click thelink when creating or editing an appointment. One appointment can have up to 5 services.
Click the priceat 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.
Click on the appointment that you want to make recurring and at the bottom right corner click onand fill out the recurring section as desired.
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 onto create a copy of the appointment.
On the calendar simply drag and drop the services in the desired order.
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
When the client un-confirms they immediately see either
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
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).
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.
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
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.
In your profile go to the Hours tab
In your profile go to the manage staff page, and click on the days you work.
You can change your open or close time for a specific day by:
You can change the start time and/or end time of your calendar by going to your profile, clicking on My Normal Hours and changing:
Your Personal Calendar Time Range -
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.
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
Simply go to https://www.scheduleanyone.com/provider/calendar and add the bookmark.
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.
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 2-3 minutes and this avoids spamming clients with multiple confirmation messages.
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.
You can customize your emails to clients at: https://www.scheduleanyone.com/provider/webtemplate/email
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
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
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
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
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.
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.).
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.
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'.
When opening any date picker and selecting a day you can easily see the number of weeks from today on the left side.
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..
Conveniently give staff their sales list at the end of the day or week
Calendar's Week View
Calendar's Month View
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