Changing the duration of a single Appointment

When you make a change to the duration of an Appointment Type, the duration is permanently changed for all Appointments of that type. If you want increase or decrease the duration of a single Appointment, you can do so in 15-minute increments directly from the schedule — this change will apply to only that Appointment. If the Appointment is configured to recur, future Appointments will not be affected.

Appointment duration can only be extended into open times on the schedule. This means that if the staff member is scheduled for another service after an Appointment, the Appointment cannot be extended into that time. Additionally, if the Appointment requires an asset and that asset is booked for a time after the Appointment, the Appointment cannot be extended into that time.

To change the duration of a single Appointment:

  1. Click the App Drawer button .
  2. In the App Drawer, click Schedule.
  3. Click the Calendar button .
  4. Find the Appointment for which you want to change the duration.
  5. Click the lower right corner of the Appointment and drag it to the desired end time. You can increase or decrease the duration in 15-minute increments.
  6. In the confirmation popup:
    • If the staff member has a schedule conflict:
      • To change the duration and ignore the conflict:
        1. Select BOOK ANYWAY. This option will allow the Appointment duration to be extended and ignore any conflicts in the staff member’s availability.
      • To cancel the changes:
        1. Select DO NOT BOOK. This option will cancel any changes that you have made to the Appointment duration. You may make any changes to resolve the conflict, such as changing the staff member’s working hours, then return to the schedule to continue with your changes.
      • To fix the conflict by scheduling the Appointment for another date, time, and/or with a different staff member:
        1. Select FIX.
          • If you want to resolve the conflict by scheduling the Appointment on another date, click the option next to Select another date and select the desired date.
          • If you want to resolve the conflict by assigning the Appointment to a different staff member, click the list next to Select another staff member and select the desired staff member in the list.
          • If you want to resolve the conflict by scheduling the Appointment at another time, click the option next to Select another time and select the desired time.
    •  Determine which notifications should be sent:
      • Set Send Client Notification to ON to send a notification to the client informing them of the change to the Appointment. If you want to modify the notification, click Edit Client Notification and make your changes, then click UPDATE EMAIL. For more information, see Customizing automated notifications.
      • Set Send Staff Notification to ON to send a notification to the staff member informing them of the change to the Appointment. If you want to modify the notification, click Edit Staff Notification and make your changes, then click UPDATE EMAIL. For more information, see Customizing automated notifications.
  7. Click YES. The duration of the Appointment is changed.
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