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 seven 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. Book an appointment in one of the following ways:
      • Tap on a date and time. This only applies when the schedule is in Calendar view The Calendar View button in the Elevate Staff App.
      • At the top-right corner of the screen, tap the Add button .
    3. Tap Book Appointment.
    4. Under CLIENT, select one or more clients you want to book into the appointment:
      • To select an existing client, type their name, phone number, or email in the search box and tap on them in 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, tap Add new client, enter the required client information in the fields provided, and then tap Save. Repeat for each new client you want to book into the appointment.
    5. Under Location, select the location at which this appointment will take place.
      • If your business has more than one location, the default booking location will be the location that the staff member selects when signing into the Elevate Staff App.
    6. Under Service, select the appointment type that will be provided.
      • To find a specific service, type its name in the search box.
      • Under Duration, set the length of the appointment by adjusting the number of hours and minutes accordingly.
    7. Under PRODUCT ADD-ON, tap Add under each add-on that you want to add to the appointment. This option won’t be visible if there are no product add-ons
      • To find a specific add-on, type its name in the search box or scroll through the options by tapping the arrows or swiping left or right.
      • To remove a selected add-on from the appointment, tap Added.
    8. Under DATE AND TIME, set the date and time when the appointment will take place.
      • For single appointments:
        1. On the calendar, select the date when the appointment will occur.
        2. Under Start time, select the time when the appointment will begin.
      • For recurring appointments:
        1. Set the Recurring option to ON.
        2. Under Repeat frequency, select the time interval upon which the appointment will repeat. You can select day, week, month, or year.
          • If you choose week, you can select the day of the week when the appointment will repeat.
          • If you choose month, you can select the day of the week or the day of the month when the appointment will repeat.
        3. Under Repeat every, select the number of days, weeks, months, or years upon which the appointment will repeat.
        4. Under End repeat, 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.
    9. Under STAFF, select the staff member who will provide the service.
      • Under Gender preference, select the preferred gender of the staff member.
      • Under Staff member, select one of the available staff members.
        • To display and select a staff member who is unavailable during the appointment’s scheduled time, set the Display unavailable staff members option to ON.
    10. Under ASSET, select any BOOK-A-SPOT assets required for the appointment. This option will not be visible if the appointment does not require a BOOK-A-SPOT asset.
      • To select a BOOK-A-SPOT asset based on its layout, tap Show layout.
      • To display and select a BOOK-A-SPOT asset that is unavailable during the appointment’s scheduled time, set the Display unavailable assets option to ON.
    11. Under QUESTION, enter the answers to any questions listed.
    12. Complete the appointment booking:
      • Tap Book unpaid (if available) to book the appointment without requiring payment from the client when booking.
      • To book the appointment and require payment from the client when booking:
        1. Tap Book & pay.
        2. On the checkout screen, review the details for the service and update details if necessary:
          • Tap the PURCHASE OPTION section to select a different Purchase Option.
          • Tap the DISCOUNT section to apply a discount code, a fixed discount, or percentage discount.
          • Tap ADD RECEIPT NOTES to enter custom receipt notes for this booking.
        3. Continue from step 8 in Elevate Staff App: Making a sale.
    13. 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:
      • To address all conflicts at once:
        • To book regardless of the conflicts, tap Book all anyway.
        • To cancel the appointment, tap Do not book all.
      • To address each individual conflict, tap Fix for the individual conflict in the list:
        • To book regardless of the conflict, tap Book anyway.
        • To cancel the appointment, tap Do not book.
        • To change the staff member for the appointment, tap CHANGE STAFF MEMBER and select a different staff member.
        • To reschedule the appointment, tap CHANGE DATE AND TIME and select a new date and time.

    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. 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 and then tap Next.
      • To address an individual conflict, tap the More button next to an appointment and select one of the following options:
        • Book Anyway – Book the appointment regardless of the conflict.
        • Do Not Book Cancel the appointment.
        • Fix Modify the time and date of the appointment or select another staff member.
      • To address all conflicts at once, tap one of the following options:
        • Book All Anyway Book all appointments regardless of the conflicts.
        • Do Not Book All Cancel all of the appointments.
    7. 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 tab.
    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. 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 and then tap Next.
      • To address an individual conflict, tap the More button next to an appointment and select one of the following options:
        • Book Anyway – Book the appointment regardless of the conflict.
        • Do Not Book Cancel the appointment.
        • Fix Modify the time and date of the appointment or select another staff member.
      • To address all conflicts at once, tap one of the following options:
        • Book All Anyway Book all appointments regardless of the conflicts.
        • Do Not Book All Cancel all of the appointments.
    7. 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 create or modify SOAP/QUICK notes:

    1. Tap the SCHEDULE tab.
    2. Tap the scheduled appointment.
    3. Under APPOINTMENT SETTINGS, tap the Add button Image of the add button next to SOAP Notes or QUICK Notes.
    4. Enter all necessary information in the provided boxes.
      1. To add additional information when creating new SOAP or QUICK notes, tap +Add Other Notes and enter the information in the ADDITIONAL box.
      2. To add additional information when modifying existing SOAP or QUICK notes, enter the information in the ADDITIONAL box.
    5. 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.

    To view questions and answers for an appointment:

    1. Tap the Schedule
    2. Tap the appointment for which you want to view the client’s questions and answers. You may need to adjust the schedule’s filters and date range to find the appointment.
    3. Tap Questions. A list of questions the client was asked when booking the appointment, and the client’s answers to those questions are displayed.
    Was this article helpful?
    (132 out of 132 people found this article helpful )

    What can we do better?

    Thank you!
    Thank you for contacting us. We have received your request and will get in touch shortly.

    Contact Us

    We're ready to help you with everything to make your business great, but first check out our Support Center for all the information you need!
    Elevate Staff App - Elevate Staff App: Booking and managing appointments