Appointment type general information settings

This article describes all the general information settings that are available when you are creating or modifying an appointment type.

To learn about the advanced settings available when creating or modifying an appointment type, see Appointment type advanced 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.
SettingDescription
ImageThe image associated with this appointment type. Click this field to select and upload the image that will be used for this appointment. For more information about the recommended size and format for this image and where it will be displayed, see Recommended image size and format.
APPOINTMENT NAMEThe name of the appointment type. Your clients can see the name you enter, so it should be both descriptive and brief. This field is required.
BOOK NOW TABA list of Book Now Tabs that allows you to sort your available services into categories for clients to view, making them easier for your clients to find. For more information, see Client Web App: Book now tab.

If your business has multiple Book Now Tabs, you can select the tab under which this appointment type will be displayed. If you have not created or modified any Book Now Tabs, the default tab will be appointments. You can click the Add New Tab button to create a new Book Now Tab.

CautionIf you modify the Book Now Tab for a service, the direct booking URL for that service will change. Any client who uses the original direct booking URL will receive an error message.
ACTIVE APPOINTMENTAn option that allows you to activate or deactivate this appointment type. When this option is set to OFF, this appointment type is deactivated and cannot be booked.

You cannot deactivate an appointment type that has already been booked. In this case, you must remove all instances of the appointment from the schedule before you can turn the appointment type OFF.

DESCRIPTIONA description of the appointment type. Your clients can see the description, so it should be both descriptive and creative, but brief. This is not a required field, but it is highly recommended.
Add Special InstructionsAny special instructions your clients need to know regarding the appointment. For example, you can use this field to instruct your clients to bring clean indoor shoes to a fitness assessment.

Clients can view special instructions from the MY SCHEDULE tab in the Client Web App and Achieve Client App, and in the appointment notifications sent to them. Clients who are booked into an appointment will only receive the special instruction in their booking confirmation email if the special instruction email variable is added to the email template. For more information, see Email variables.

You can choose to hide special instructions from clients who have not booked an appointment:

  • If Hide special instructions when client is booking option is set to ON, clients will only be able to view and receive the special instructions after they have booked the appointment.
  • If Hide special instructions when client is booking is set to OFF, all clients will be able to view the special instructions.
CALENDAR COLORThe background color of the appointment type as it appears on your internal schedule. Use this to make it easier to distinguish your services from one another, or to simply liven up your schedule.
DurationThe length of time for the appointment.

You can choose whether to include processing time:

  • Don’t include processing time – When this option is selected, you specify the number of hours and minutes for appointments of this type in the SERVICE LENGTH field. You can also set Hide duration information from clients to ON, so clients cannot see the length of the appointment when booking this service. 
  • Include processing time – When this option is selected, you can add the time needed before and after the appointment for processing.

You can also choose whether to include additional padding time. Padding time does not affect the duration of the appointment:

  • Don’t add padding – No additional time is added to the appointment.
  • Add padding – You can include additional time before and after the appointment.

When you modify the duration of an appointment type, it will not affect the duration of any appointments that have already been booked.

CapacityThe maximum number of people that can attend an appointment of this type. For example, if you select 2, then two clients can book the appointment, but when a third client attempts to book the appointment, the client will be informed that the appointment cannot be booked with that staff member at that time.
PriceThe pricing for appointments of this type. You can select one of the following:

  • Clients can purchase individual sessions – Clients can book a single appointment of this type. When this option is selected, set the service cost:
    • SERVICE COST – The cost structure of the appointment type. The options are:
      • Fixed – The service has a fixed price.
      • Free – The service is free of charge.
      • Variable – The service has a variable cost from a set minimum to maximum. Clients will see the price range and staff members will see the highest price. The client must inquire about the price. If you choose this option, you cannot require the client to pay in full, and online payment cannot be used because the price is not set. Staff members will need to modify the price in the cart during checkout to reflect the appropriate value of the service.
      • Hide – The service has a cost that is not disclosed. The client must inquire about the price. If you choose this option, online payment cannot be used.
    • Enter the cost of the appointment in dollars.
  • Clients can only buy purchase options for this appointment – Clients can purchase appointments of this type only through a configured Purchase Option.

You can also choose to offer an online discount, as follows:

  • Offer online discounted price – Clients who book online will pay a different price than clients who book and pay in person. In this case, you must specify the ONLINE PRICE.
  • Don’t offer online discount – Clients who book online will pay the same price as other clients.

NoteThe cost value in the Clients can purchase individual sessions option must be properly set even if you choose to only allow customers to use Purchase Options to pay for the service. This is because the cost value is used to determine the price paid by customers to book an appointment of this type through Reserve with Google or ClassPass. The cost value is also used for determining an amount if you charge a percentage-based cancellation fee in your business policies. Additionally, if the cost value is set to zero, then appointments of this type will be considered free of charge even when using a Purchase Option.
Clients can use these Purchase OptionsThe Purchase Options the clients can use to book the appointment. When creating a Purchase Option, you need to select the appointment the clients will have access to using this option. For more information, see Session pass general information settings, Membership general information settings, or Package general information settings.
Client booking flowThe order in which clients will make selections when booking appointments of this type. You can select one of the following:

  • Client selects the staff member and then the date and time
  • Client selects the date and time and then the staff member
  • Client selects the staff member and the date and time in the order they prefer
Staff booking flowDetermines the order in which staff members will make selections when booking appointments of this type. This setting is only applied when the selected staff member is unavailable due to a booking conflict. To resolve the booking conflict, you can book an available staff member by selecting one of the following options:

  • Staff selects the staff member and then the date and time
  • Staff selects the date and time and then the staff member
Require Staff ApprovalA setting that specifies whether your staff members need to confirm booking requests for appointments of this type for clients to make the booking. Your choices are:

  • Client must request an appointment for staff to approve – Clients will only be able to request an appointment. Staff members can accept or deny appointment requests. Staff members must accept the request for the appointment to be booked.
  • Client can book without approval from staff – Clients can book appointments directly without staff member approval.

NoteStaff members must accept an appointment booking for it to be counted as a visit on the related Purchase Option. If a client attends the session and the status of the appointment booking is not changed from Requested, then the session will not count towards the number of remaining visits on the Purchase Option.
Purchase RulesA setting that specifies how clients can pay for appointments of this type.
For more information, see Purchase rules.
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Appointments - Appointment type general information settings