Booking an Appointment

Appointments can be booked by staff members on behalf of clients. Although Appointments are generally booked for individual clients, you can add multiple clients to an Appointment booking.

When booking an Appointment, you can choose to book a single Appointment or a recurring Appointment. Recurring Appointments are Appointments that repeat on a set schedule. For example, you can book a recurring manicure Appointment that occurs once every 7 weeks, or a recurring violin lesson Appointment that occurs once a week on Thursdays.

To book an Appointment as a client, see Client Web App: Booking Appointments.

To book multiple Appointments at the same time, see Booking multiple Appointments at one time.

For information about what is displayed on the schedule after booking an Appointment, see Appointments on the schedule.

Note Appointments cannot be booked with staff members whose working hours are not set. For more information, see Setting a staff member’s working hours.
Caution When you book a recurring Appointment, you will be prompted to either pay for all Appointments in the series of recurring Appointments with a Purchase Option, or book unpaid. If you choose to pay using a Purchase Option, the client’s Purchase Option will be debited for the total number of Appointments. If the Purchase Option is designed to auto-renew, this might trigger additional charges. To avoid any unexpected changed, or using all of a Purchase Option’s visits, you can book unpaid and then reconcile each unpaid visit as it occurs.

In this article:

To book an Appointment from the schedule:

  1. Click the App Drawer button .
  2. In the App Drawer, click Schedule.
  3. In the top left corner of the schedule, click +Add, and select Book an Appointment in the list. The booking wizard is displayed.
    • Alternatively, if the schedule is in Calendar view, you can click any available time slot on the schedule to book the Appointment. The row you select will determine the time slot of the Appointment, while the column you select will determine who the instructor will be.
  4. Under Select Clients, select one or more clients you want to book into the Appointment:
    • To add an existing client, type their name into the search box and click Search. In the list below, find the client and click Add. Repeat for each existing client you want to book into the Appointment.
    • To add a new client to WellnessLiving and book them for an Appointment, click Add new client, enter their required information in the fields below, and then click Add Client. Repeat for each new client you want to book into the Appointment.
  5. Click Select Location & Service. Under LOCATION, select the location where the Appointment will take place. Under SERVICE, select the service that will be provided.
  6. If you have set up add-ons for the serviceclick the add-ons you want to includeSince add-ons are products, they must be paid for up front. Any additional fees can be paid at checkout or charged to the client’s account. 
  7. Click Select Date & Time.
    • For single Appointments:
      1. Specify the date and time for the Appointment.
    • For recurring Appointments:
      1. Set the Book Recurring option to ON.
      2. Under REPEATS EVERY, select the number of days, weeks, months, or years upon which the Appointment will repeat.
        • If you chose weeks or months, under REPEATS ON, you can select the day of the week or the day of the month on which the Appointment repeats.
      3. Under ENDS, select whether the recurring Appointment will end after a specified number of occurrences, on a specified date, or whether it has no end date (i.e., repeats indefinitely).
        Note When no end date is selected, the system books six months’ worth of recurring Appointments. After one month, and every month thereafter, the system books another month’s worth of Appointments to maintain six months’ worth of bookings for the client. For example, if, on January 1st, you book a weekly recurring Appointment with no end date, the system will automatically book Appointments from January 1st to June 30th. On February 1st, the system will automatically book Appointments for the month of July, and on March 1st the system will automatically book Appointments for the month of August.
  8. Click Select Staff. Specify the staff member who will provide the service.
  9. Click Select Assets. Specify any assets required for the selected service (e.g., stationary bike).
    • This option will not be visible if the Appointment does not require assets.
  10. To book the Appointment:
    • Click Book Unpaid (if available) to book the Appointment without requiring payment from the client up front.
    • Click Book and Pay to book the Appointment and require payment from the client up front. For more information, see Making a sale.
    • Click Book and QUICK Buy to sell the client additional retail products in addition to the Appointment drop-in rate. For more information, see QUICK Buy.
  11. If there are any scheduling conflicts for the booking, the conflict manager is displayed. Select how to resolve the conflicts and try to book the Appointment again:
    • Address each conflict line by line:
      • To book regardless of the conflict, click BOOK ANYWAY.
      • To cancel the Appointment, click DO NOT BOOK.
      • To modify the time and date for the Appointment, click FIX.
    • Address all conflicts at once:
      • To book regardless of the conflict, click BOOK ALL ANYWAY.
      • To cancel the Appointment, click DO NOT BOOK ALL.

To book an Appointment from a client’s profile:

  1. On the Top Nav Bar, click the Search button , and enter the client’s information in the box. You can enter the client’s name, phone number, email address, UID, or client ID.
  2. In the list of clients displayed, click the client’s name.
  3. On the Overview page, click BOOK AN Appointment. The schedule is displayed.
  4. In the top left corner of the schedule, click +Add, and select Book an Appointment in the list. The booking wizard is displayed.
    • Alternatively, if the schedule is in Calendar view, you can click any available time slot on the schedule to book the Appointment. The row you select will determine the time slot of the Appointment, while the column you select will determine who the instructor will be.
  5. Click Select Location & Service. Under LOCATION, select the location where the Appointment will take place. Under SERVICE, select the service that will be provided.
  6. If you have set up add-ons for the serviceclick the add-ons you want to includeSince add-ons are products, they must be paid for up front. Any additional fees can be paid at checkout or charged to the client’s account. 
  7. Click Select Date & Time.
    • For single Appointments:
      1. Specify the date and time for the Appointment.
    • For recurring Appointments:
      1. Set the Book Recurring option to ON.
      2. Under REPEATS EVERY, select the number of days, weeks, months, or years upon which the Appointment will repeat.
        • If you chose weeks or months, under REPEATS ON, you can select the day of the week or the day of the month on which the Appointment repeats.
      3. Under ENDS, select whether the recurring Appointment will end after a specified number of occurrences, on a specified date, or whether it has no end date (i.e., repeats indefinitely).
        Note When no end date is selected, the system books six months’ worth of recurring Appointments. After one month, and every month thereafter, the system books another month’s worth of Appointments to maintain six months’ worth of bookings for the client. For example, if, on January 1st, you book a weekly recurring Appointment with no end date, the system will automatically book Appointments from January 1st to June 30th. On February 1st, the system will automatically book Appointments for the month of July, and on March 1st the system will automatically book Appointments for the month of August.
  8. Click Select Staff. Specify the staff member who will provide the service.
  9. Click Select Assets. Specify any assets required for the selected service (e.g., stationary bike).
    • This option will not be visible if the Appointment does not require assets.
  10. To book the Appointment:
    • Click Book Unpaid (if available) to book the Appointment without requiring payment from the client up front.
    • Click Book and Pay to book the Appointment and require payment from the client up front. For more information, see Making a sale.
    • Click Book and QUICK Buy to sell the client additional retail products in addition to the Appointment drop-in rate. For more information, see QUICK Buy.
  11. If there are any scheduling conflicts for the booking, the conflict manager is displayed. Select how to resolve the conflicts and try to book the Appointment again:
    • Address each conflict line by line:
      • To book regardless of the conflict, click BOOK ANYWAY.
      • To cancel the Appointment, click DO NOT BOOK.
      • To modify the time and date for the Appointment, click FIX.
    • Address all conflicts at once:
      • To book regardless of the conflict, click BOOK ALL ANYWAY.
      • To cancel the Appointment, click DO NOT BOOK ALL.
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