Booking an appointment

Your staff members can book appointments on behalf of individual or multiple clients in WellnessLiving or by using the Elevate Staff App.

In addition to booking single appointments, you can also:

  • Book multiple appointments at the same time.
  • Book a recurring appointment. For example, you can book a recurring manicure appointment that occurs once every seven weeks, or a recurring violin lesson appointment that occurs once a week on Thursdays.

Clients can book appointments for themselves using the Client Web App or the Achieve Client App.

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

NoteAppointments can only be booked with staff members whose working hours are set. For more information, see Managing a staff member’s working hours.

CautionWhen booking a recurring appointment, you can pay for all the recurring appointment sessions with a purchase option or book them as unpaid. If you choose to pay using a purchase option, the client’s purchase option will be debited for the total number of appointment sessions that are booked. If the purchase option is set to auto-renew, this can trigger additional charges. To avoid any unexpected charges, 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 View All.
    3. In the list, click Schedule. You can filter the list by entering Schedule into the Search field.
    4. In the top left corner of the schedule, click ADD, and select Book an appointment in the list.
      • Alternatively, if the schedule is in Calendar view, you can click any available time slot on the schedule to book an appointment. The row you select will determine the time slot of the appointment. If the schedule is in Day view, the column you select will determine the staff member. For more information, see Schedule views.
    5. Under CLIENT(S), select the clients you want to book into the appointment:
      • To select an existing client, type their name into the search box and select their name from the list. Repeat for each existing client you want to book into the appointment.
      • To add a new client to WellnessLiving and book them into the appointment, click Add New Client, enter their required information in the fields provided, and then click Save Client. Repeat these steps for each new client you want to book into the appointment.
      • To book a walk-in client, click Add Walk-In Client. Perform this action for each walk-in client you want to book into the appointment.
        • A walk-in client won’t have a client profile in your business. To create a client profile for a walk-in client you have booked into the appointment, click the CLIENT(S) tab, click Convert to Client, enter the required information in the fields provided, and then click Save Client.
        • If you book an appointment for a walk-in client, the client will be listed as Walk-in on all attendance reports.
        • You can only book an appointment for a walk-in client if the Clients can purchase individual sessions option is selected under the general information settings for the appointment type. For more information, see Appointment type general information settings.
    6. Under SERVICE, select the details of the service that will be provided for the appointment.
      1. Under Location, select the location where the appointment will take place.
      2. Under Service, select the service that will be provided.
        • If you select List All Services, you can select any service provided at the selected location.
        • If you don’t select List All Services, you can only select a service you’re set up to provide at the selected location.
    7. If the appointment is a non-integrated virtual service, enter a valid URL for your virtual service under NON-INTEGRATED VIRTUAL SERVICE LINK.
      • A valid URL must begin with HTTP, HTTPS, or SSH.
    8. If you have set up add-ons for the service, click Add under the add-ons you want to include.
      • Since add-ons are products, they must be paid for when booking. Any additional fees can be paid at checkout or charged to the client’s account balance.
    9. Under DATE & TIME, set the date and time when the appointment will take place.
      • For single appointments:
        1. Under Date, select the date when the appointment will occur.
        2. Under Start Time, set the time when the appointment will begin.
          • Alternatively, you can click Select Time From Calendar, then click the time slot on the calendar when the appointment will occur.
      • For recurring appointments:
        1. Set the Date and Start Time for the initial appointment.
        2. Set the Recurring option to ON.
        3. Under Repeats Every, select the number of days, weeks, months, or years when the appointment will repeat.
          • If you choose weeks, you can select the day of the week when the appointment will recur under Repeats On.
          • If you choose months, you can select the day of the week or the day of the month when the appointment will recur under Repeats On.
        4. Under Ends, select whether the recurring appointment has no end date, whether it will end on a specified date, or whether it will end after a specified number of occurrences.
          • When no end date is selected, the system books recurring appointments for six months. After one month, and every month thereafter, the system books another month of appointments to maintain six months of future bookings for the client. For example, if on January 1, you book a weekly recurring appointment with no end date, the system will automatically book appointments from January 1 to June 30. On February 1, the system will automatically book appointments for the month of July, and so on.
    10. Under STAFF, select the staff member who will provide the service.
      • Under Staff Gender Preference, select the preferred gender of the staff member.
      • Under Staff, select one of the available staff members.
        • If you select Show Unavailable Staff, you can select a staff member whose working hours would make them unavailable during the time when the appointment will occur.
    11. Under ASSETS, select any Book-a-Spot asset required for the selected service.
      • This option will only be visible if the appointment requires a Book-a-Spot asset.
    12. Under QUESTIONS, enter the answer to any questions that are listed.
      • This option will only be visible if a question has been added under Customer Questions in the advanced settings for the appointment type. For more information, see Appointment type advanced settings.
    13. If you want to book another appointment, click Add Another Appointment and repeat steps 4-13 for the additional appointment.
      • If you select a different client for the additional appointment, the two clients will be charged separately when you book the appointment.
      • To discard the additional appointment, click Remove Appointment, and then click OK.
    14. To book the appointment:
      • Click Book Unpaid (if available) to book the appointment without requiring payment from the client when booking.
      • Click Book and Pay to book the appointment and require payment from the client when booking. 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.
    15. If there are any scheduling conflicts for the booking, the conflict manager is displayed to staff members with the appropriate staff role permissions. Select how to resolve the conflicts and try to book the appointment again:
      • Address each individual conflict:
        • To book regardless of the conflict, click Book Anyway.
        • To cancel the appointment, click Do Not Book.
        • To modify the date and time 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.
      • Alternatively, if the schedule is in Calendar view, you can click any available time slot on the schedule to book an appointment. The row you select will determine the time slot of the appointment. If the schedule is in Day view, the column you select will determine the staff member. For more information, see Schedule views.
    5. Under SERVICE, select the details of the service that will be provided for the appointment.
      1. Under Location, select the location where the appointment will take place.
      2. Under Service, select the service that will be provided.
        • If you select List All Services, you can select any service provided at the selected location.
        • If you don’t select List All Services, you can only select a service you’re set up to provide at the selected location.
      • Under Duration, set the length of the appointment.
    1. If the appointment is a non-integrated virtual service, enter a valid URL for your virtual service under NON-INTEGRATED VIRTUAL SERVICE LINK.
      • A valid URL must begin with HTTP, HTTPS, or SSH.
    2. If you have set up add-ons for the service, click Add under the add-ons you want to include.
      • Since add-ons are products, they must be paid for when booking. Any additional fees can be paid at checkout or charged to the client’s account balance.
    3. Under DATE & TIME, set the date and time when the appointment will take place.
      • For single appointments:
        1. Under Date, select the date when the appointment will occur.
        2. Under Start Time, set the time when the appointment will begin.
          • Alternatively, you can click Select Time From Calendar, then click the time slot on the calendar when the appointment will occur.
      • For recurring appointments:
        1. Set the Date and Start Time for the initial appointment.
        2. Set the Recurring option to ON.
        3. Under Repeats Every, select the number of days, weeks, months, or years when the appointment will repeat.
          • If you choose weeks, you can select the day of the week when the appointment will recur under Repeats On.
          • If you choose months, you can select the day of the week or the day of the month when the appointment will recur under Repeats On.
        4. Under Ends, select whether the recurring appointment has no end date, whether it will end on a specified date, or whether it will end after a specified number of occurrences.
          • When no end date is selected, the system books recurring appointments for six months. After one month, and every month thereafter, the system books another month of appointments to maintain six months of future bookings for the client. For example, if on January 1, you book a weekly recurring appointment with no end date, the system will automatically book appointments from January 1 to June 30. On February 1, the system will automatically book appointments for the month of July, and so on.
    4. Under STAFF, select the staff member who will provide the service.
      • Under Staff Gender Preference, select the preferred gender of the staff member.
      • Under Staff, select one of the available staff members.
        • If you select Show Unavailable Staff, you can select a staff member whose working hours would make them unavailable during the time when the appointment will occur.
    1. Under ASSETS, select any Book-a-Spot assets required for the selected service.
      • This option will only be visible if the appointment requires a Book-a-Spot asset.
        • If you select Show Unavailable Assets, you can select a Book-a-Spot asset with working hours that would otherwise be unavailable during the time when the appointment will occur.
    1. Under QUESTIONS, enter the answer to any questions that are listed.
      • This option will only be visible if a question has been added under Customer Questions in the advanced settings for the appointment type. For more information, see Appointment type advanced settings.
    2. If you want to book another appointment, click Add Another Appointment and repeat steps 4-13 for the additional appointment.
      • If you select a different client for the additional appointment, the two clients will be charged separately when you book the appointment.
      • To discard the additional appointment, click Remove Appointment, and then click OK.
    3. To book the appointment:
      • Click Book Unpaid (if available) to book the appointment without requiring payment from the client when booking.
      • Click Book and Pay to book the appointment and require payment from the client when booking. 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.
    4. If there are any scheduling conflicts for the booking, the conflict manager is displayed to staff members with the appropriate staff role permissions. Select how to resolve the conflicts and try to book the appointment again:
      • Address each individual conflict:
        • To book regardless of the conflict, click Book Anyway.
        • To cancel the appointment, click Do Not Book.
        • To modify the date and time 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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