Appointment type advanced settings

Categories: Appointments, Virtual services

This article describes all the advanced settings that are available when you’re creating or modifying an appointment type.

To learn about the general information settings available when creating or modifying an appointment type, see Appointment type general information settings.

NoteWhen the settings for a service are changed, those changes won’t apply to sessions of the service that you've already scheduled. Any upcoming sessions of the service that you’ve already scheduled must be canceled and scheduled again for the changes to apply. For example, if a service is scheduled for May 30 and the price of that service is changed on May 15, clients won’t have to pay the new price for the service. For the new price to apply, the service scheduled on May 30 must be canceled and then scheduled again.

Setting	Description
Taxes	A setting that allows you to select whether taxes apply to appointments of this type. If you’ve configured taxes, and taxes apply to appointments of this type, select each tax type that applies.
In-person or Virtual Service	A setting that determines whether your clients will attend the appointment in person at your studio, or remotely via a Zoom meeting or other non-integrated virtual service. To create an in-person appointment, select This is an in-person service. To create an online appointment using Zoom, select This is an integrated Zoom virtual service. This option will only display if your business is connected to a Zoom account. For more information, see Zoom integration. To create an online appointment using a non-integrated virtual service provider, select This is a non-integrated virtual service. If you select this option, you must add a valid URL for the virtual service to the NON-INTEGRATED VIRTUAL SERVICE LINK field when booking an appointment. For more information, see Booking an appointment. For online appointments using Zoom, the following settings will appear: Enable Zoom waiting room – This setting will allow clients to wait in a Zoom waiting room for the service to begin. Disable Zoom waiting room – This setting will not allow clients to wait in a Zoom waiting room for the service to begin. Notes To start a non-integrated virtual service from WellnessLiving, you must sign in to the hosting platform beforehand. For more information, see Hosting a virtual service. If you select This is an in-person service, you can enter a maximum of 8,192 characters in the DESCRIPTION field. If you select This is an integrated Zoom virtual service, you can enter a maximum of 2,000 characters in the DESCRIPTION field. The maximum character count for non-integrated virtual services will vary depending on the provider. For more information about the DESCRIPTION field see Appointment type general information settings.
ClassPass Integration	A setting that allows clients to integrate and share data between their ClassPass account and their WellnessLiving account. By default, the ClassPass integration is disabled. For more information, see Enabling and disabling ClassPass integration. NoteAfter enabling ClassPass integration, you must ensure that the CLASSPASS option is set to ON when you schedule appointments or classes to allow clients to book the sessions through ClassPass.
Client Online Booking	A setting that specifies whether clients can book appointments of this type online. Your choices are: Clients can book online – Clients will be able to see and book this appointment through your Client Web App and Achieve Client App. Disable booking online – Clients can’t book this appointment online. If this option is selected, you must select one of the following options: Display appointment to all clients – Clients will be able to see the appointment type on the booking tab of the Client Web App and Achieve Client App, but they’ll be asked to contact your business if they attempt to book the appointment online. Appointment is not visible to clients – Clients won’t be able to see the appointment on the booking tab of the Client Web App and Achieve Client App. If this option is selected, clients will still be able to check in to the appointment using the Client Self Check-In Web app. Only selected client groups and types can book online – Under CLIENT TYPES and CLIENT GROUPS, select the client types and client groups whose members can book the appointment using the Client Web App and Achieve Client App. If this option is selected, you must select one of the following options: Display appointment to all clients – All clients will be able to see the appointment type on the booking tab of the Client Web App and Achieve Client App, but clients without the specified client types or groups will be asked to contact your business if they attempt to book the appointment online. The appointment can be viewed without signing in, but clients must sign in to book it. Display appointment to selected client types and groups – Only clients with the specified client types or groups will be able to see the appointment type on the booking tab of the Client Web App and Achieve Client App, and the appointment can only be viewed when signed in.
Staff Booking	The client types for which staff members can book appointments of this type. Your choices are: Staff can book all Client Types – The appointment will be open to clients of any type. Staff can only book selected Client Types – If you choose this option, you must select the checkbox for each client type that staff members can book from the list.
Locations	The business locations at which appointments of this type will be available.
Staff	The members of your staff who can offer appointments of this type. This field is required. You can specify one or more staff members. When a staff member or client schedules the appointment, only the staff members specified in this setting will be available for selection.
QUICK Buy Settings	A setting that allows you to select whether QUICK Buy products are available for appointments of this type. If you select QUICK buy products are available for this service, you can select which QUICK Buy products are available. For more information, see QUICK Buy.
Age Restriction	A setting that determines whether the appointments of this type are restricted to clients in a certain age range. Select one of the following options: Open to all ages – Appointments of this type will not be restricted by age. Restricted to certain ages – If you select this option, enter the Minimum Age or Maximum Age that clients must be within to book the appointment. You can also select an Age Range if you want to make the appointment available to clients within a particular age group. If you want the service to be hidden from clients who don’t meet the age requirements, set the Display service to clients who do not meet the age requirement option to OFF. Notes When appointment types have an age restriction, clients must be the correct age at the time of booking to successfully book an appointment. For example, if an appointment type is restricted to clients who are age 18 and above and a client is going to turn 18 in two days, the client can’t book an appointment that takes place in three days, even though they’ll meet the age restriction when the appointment takes place. The Display age restriction to clients setting only affects clients who are signed in to their accounts. Clients who aren’t logged in will be able to view all services and won’t see any indication that age restrictions exist even if this option is set to ON. Confirmation is required for staff members to book a client whose age is outside of the specified age range for an appointment with an age restriction. For more information, see Setting an age restriction for a service.
Questions	A setting that allows you to ask clients one or more questions when they book appointments of this type. Your choices are: Ask the client a question when they book – The client will be asked the specified questions when booking the service. To specify a question, type the question in the field provided. If you want to ask another question, click New question. If you ask more than one question, you can click the number control to set the order in which the questions will be displayed to the client. Don’t ask the client a question when they book – The client won’t be asked any questions when they book the appointment. NoteYou can view a client’s answers to your questions on the schedule in the Staff Backend and the Elevate Staff App.
Staff Selection	Options related to the selection of staff members for appointments of this type. Your choices are: Allow gender selection when booking – The client can choose the gender of the staff member at the time of booking. No gender selection when booking – The client won’t be able to select the staff member’s gender. Allow clients to select a staff member when booking an appointment – The client can select their preferred staff member from the list of eligible staff members (those selected above under Staff members). Don’t allow clients to select a staff member when booking an appointment – The client won’t be able to select a staff member.
Assets	An option that allows you to select whether assets are required for this type of appointment. For more information, see Adding Book-a-Spot assets to services.
Custom Business Policies	A setting that allows you to apply custom business policies, such as booking policies or automatic attendance tracking, to appointments of this type. To apply custom business policies, set this option to ON, which displays the appointment-specific business policy settings. The values of the appointment-specific business policy settings are automatically pulled from the Business Policies page. Therefore, you only need to change the specific values that you want to customize. For details on all the available options for appointment-specific business policies, see Business policy settings.
Booking Interval	The time interval used when booking this type of appointment. Your choices are: 15 minutes 30 minutes 1 hour 90 minutes Custom booking time For example, 15-minute intervals will allow you to book at times such as 1:00 p.m., 1:15 p.m., or 1:30 p.m., whereas 30-minute intervals will allow you to book times such as 1:00 p.m., 1:30 p.m., or 2:00 p.m. For more information, see Booking intervals. NoteIf an appointment is booked for a session, booking intervals for that appointment begin at the end of their unavailable time or session. For example, if a 90-minute appointment has booking intervals of 1 hour when the appointment is booked at 10:00 a.m., it can be available to book again at 11:30 a.m.
Take Notes	A setting that allows you to enable note-taking for this appointment. Your choices are: None – Notes won’t be enabled. Quick – Notes can be taken in a general notes section. SOAP – Notes can be taken in the SOAP (Subjective, Objective, Assessment, and Plan) format.
Visit Session Value	The session value of a single appointment (or visit). A single visit can be equal to one session or a custom session value of your choice.
Notifications	An option that allows you to select whether clients and staff members are notified of changes to booked appointments.
Quick Search Tags	The QUICK Search tags that apply to appointments of this type. In the list, select all the QUICK Search tags that apply. QUICK Search tags are not customizable. QUICK Search tags help categorize your appointment for clients who are searching for new services on WellnessLiving Explorer. For example, if this is a personal training session, add both Strength and Conditioning and Cardio Conditioning. If you’re offering a martial arts consultation for evaluating your clients before recommending classes, add Martial Arts. If you’re offering a service that doesn’t fit into any of the Quick Search Tag options that are available, choose the closest available option or leave it blank.
Revenue Category	The revenue categories to which the appointment is assigned. Click a revenue category to select or deselect it. You can select as many revenue categories as needed. The appointment will be assigned to the selected revenue categories. You can also manage revenue categories from here: To add a new revenue category, enter a name for it in the box, and click ADD. To rename a revenue category, click the revenue category’s Options button and select Edit . To delete a revenue category, click the revenue category’s Options button and select Delete tag .

Was this article helpful?

164

(164 out of 166 people found this article helpful )

Still need help?

What can we do better?

Contact Us