Elevate Staff App: Booking and managing Appointments

Using the Elevate Staff App, you can book and manage Appointments from the schedule.

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.

NoteAppointments cannot be booked with staff members whose working hours are not set. For more information, see Setting a staff member’s working hours.

CautionWhen 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 changes or using all the visits on a Purchase Option, you can book unpaid and then reconcile each unpaid visit as it occurs.

In this article:

To book an Appointment:

  1. Tap the Schedule tab.
  2. At the top-left corner of the screen, tap the Add button .
  3. Tap Book Appointment.
  4. If your business has more than one location, select the location at which this Appointment will take place, then tap Next.
  5. In the list, tap the client you want to book the Appointment for. You may have to browse the list or use the Searchoption to find the client.
    • If you need to add a new client, scroll to the bottom of the page and tap + Add New Client. Fill in the client’s details and tap Create account. For more information about client profile details, see Modifiable client profile details.
  6. Select the category of the Appointment you want to book and tap Next.
  7. Select the specific Appointment Type and tap Next.
  8. If add-ons are available, they will be displayed. Select the add-ons you want to add to the Appointment and tap Next.
    • If the add-on has multiple options, select the options you want, tap ADD TO APPOINTMENT, and then tap Next.
  9. Specify the date and time of the Appointment:
    1. On the calendar, select the date the Appointment will occur; available dates are displayed in blue. A list of available time slots for the date will be displayed.
    2. If there are no dates available on the calendar, tap the Previous month button or Next month button  to view other months.
    3. Tap your preferred time slot.
    4. Tap Next.
  10. Tap Does not repeat to select whether the Appointment repeats.
    • If you do not want the Appointment to repeat, set Repeat to OFF.
    • If you want the Appointment to repeat, set Repeat to ON.
      1. Tap Frequency to select the basis on which the Appointment will repeat. You can select, Daily, Weekly, Monthly, Yearly.
        • If you select Weekly, you must then select the days of the week on which the Appointment will repeat.
      2. Tap Every to select how often the Appointment will repeat. For example, if you select Monthly under Frequency, you can select 2 months so the Appointment repeats every 2 months.
      3. Tap Does Not End to select whether you want the repeated Appointments to end.
        • Tap Does Not End.
          • NoteWhen 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 so on.
        • Tap After a number of Occurrences, and then select the number of times you want the Appointment to repeat.
        • Tap On a Date, and then select the date at which you want the Appointment to stop repeating.
      4. Tap Save and then tap Next.
  11. Specify the client’s staff member preferences for the Appointment:
    • If the option is available, select the preferred gender of the staff member and tap Next.
    • If the option is available, select the specific staff member and tap Next. If no staff member is available, either tap the Back button and select a different gender option or set the List unavailable staff option to ON.
  12. If required, select an asset to book for the Appointment and tap Next.
  13. Select a Purchase Option and tap Next Step.
  14. Complete your booking:
    • If you selected Book Unpaid, payment is not required through the app. Tap Complete to complete the booking.
    • If you selected a Purchase Option, tap Checkout and pay for the Appointment:
      1. Select a payment method.
      2. Depending on the payment method, enter the payment details or swipe a credit card with an attached card reader.
      3. If you want to split payment between multiple payment methods, tap Split Payment and repeat steps a and b.
        • To remove a payment method from the purchase, tap the remove button next to the payment method. The payment amount is redistributed among the remaining selected payment methods.
      4. Tap Complete.
      5. If you want a receipt emailed to you, tap Send Receipt. Otherwise, tap No Receipt.

To rebook an Appointment:

  1. Tap the Schedule tab.
  2. Tap the Appointment you want to rebook. You may need to adjust the schedule’s filters and date range to find the Appointment.
  3. Tap Rebook. The client, Appointment Type, and add-ons are automatically set to match the current Appointment.
  4. Specify the date and time of the Appointment:
    1. On the calendar, select the date the Appointment will occur; available dates are displayed in blue. A list of available time slots for the date will be displayed.
    2. If there are no dates available on the calendar, tap the Previous month button  or Next month button  to view other months.
    3. Tap your preferred time slot.
    4. Tap Next.
  5. Specify the client’s staff member preferences for the Appointment:
    • If the option is available, select the preferred gender of the staff member and tap Next.
    • If the option is available, select the specific staff member and tap Next. If no staff member is available, either tap the Back button and select a different gender option or set the List unavailable staff option to ON.
  6. Complete the booking:
    • If the Appointment can be rescheduled immediately, the Reschedule Appointment button is displayed. Tap the button to book the Appointment.
    • If confirmation is required from the staff member selected to run the Appointment, the Request Appointment button is displayed. Tap the button to send an email to the staff member requesting confirmation. The Appointment will be booked when they accept the request.
    • If online payment is required, select a Purchase Option and tap Next Step. Then make payment and checkout:
      • If you selected Book Unpaid, payment is not required through the app. Tap Complete to complete the booking.
      • If you selected a Purchase Option, tap Checkout and pay for the Appointment:
        1. Select a payment method.
        2. Depending on the payment method, enter the payment details or swipe a credit card with an attached card reader.
        3. If you want to split payment between multiple payment methods, tap Split Payment and repeat steps a and b.
          • To remove a payment method from the purchase, tap the remove button next to the payment method. The payment amount is redistributed among the remaining selected payment methods.
        4. Tap Complete.
        5. If you want a receipt emailed to you, tap Send Receipt. Otherwise, tap No Receipt.

To reschedule an Appointment:

  1. Tap the Schedule
  2. Tap the Appointment you want to reschedule. You may need to adjust the schedule’s filters and date range to find the Appointment.
  3. Tap Reschedule.
  4. Specify the new date and time of the Appointment:
    1. On the calendar, select the date the Appointment will occur; available dates are displayed in blue. The currently scheduled date is selected by default. A list of available time slots for the date will be displayed.
    2. If there are no dates available on the calendar, tap the Previous month button  or Next month button  to view other months.
    3. Tap your preferred time slot.The currently scheduled time slot is selected by default.
    4. Tap Next.
  5. Specify the client’s staff member preferences for the Appointment:
    • If the option is available, select the preferred gender of the staff member and tap Next. The gender of the staff member currently set to run the Appointment is selected by default.
    • If the option is available, select the specific staff member and tap Next. If no staff member is available, either tap the Back button  and select a different gender option or set the List unavailable staff option to ON. The staff member currently set to run the Appointment is selected by default.
  6. Complete the rescheduling:
    • If the Appointment can be rescheduled immediately, the Reschedule Appointment button is displayed. Tap the button to reschedule the Appointment.
    • If confirmation is required from the staff member selected to run the rescheduled Appointment, the Request Appointment button is displayed. Tap the button to send an email to the staff member requesting confirmation. The Appointment will be rescheduled when they accept the request.

To set the client’s attendance status for an Appointment:

  1. Tap the Schedule tab.
  2. Tap the Appointment for which you want to set the client’s attendance status. You may need to adjust the schedule’s filters and date range to find the Appointment.
  3. Tap the More button .
  4. From the list, select an attendance status. Your choices are:
    • Checked-In – The client has attended the session.
    • Early Cancel – The client canceled before your cancellation deadline. If you select this option, the Appointment session will be deleted.
    • Late Cancel – The client canceled after your cancellation deadline.
    • No-Show – The client missed the session without canceling.

To view alerts:

  1. Tap the Schedule tab.
  2. Tap the Appointment for which you want to view the client’s alerts. You may need to adjust the schedule’s filters and date range to find the Appointment.
  3. Tap Alerts. A list of flags and alerts from the client’s profile is displayed.

To take SOAP/QUICK notes:

  1. Tap the Schedule tab.
  2. Tap the Appointment for which you want to view the client’s alerts. You may need to adjust the schedule’s filters and date range to find the Appointment.
  3. Tap QUICK Note or SOAP Note, depending on what kind of notes are available for the Appointment Type.
  4. Add all necessary information in the provided boxes and tap Save.

To view the previous or next Appointment with the same client:

  1. Tap the Schedule tab.
  2. Tap the Appointment you want to use as a starting point. You may need to adjust the schedule’s filters and date range to find the Appointment.
  3. Tap Previous Appointment or Next Appointment to view the previous or next Appointment you have booked with the same client.
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