Appointment Settings Overview

Appointment settings allow you to change the parameters around scheduling appointments for customers.

Appointment Settings are broken down into three sections: General Settings, Statuses, and Windows.

For information about blocking out holiday time, see our Knowledge Base article, Account Settings: Scheduling Holidays.

Finding your Appointment Settings

1. From the top Navigation Bar, go to Settings -> Company Settings.

Note: A user with an Admin or Location Admin role can change these settings at a store level by going to Location Settings instead.

2. On the Settings Overview page, the left column provides settings by category. Click Appointments, and from the available select General Settings, Statuses, or Windows as needed.

General Settings

Default status settings are customizable by the user.

• Default Appointment Status (New) - This is the assigned status of an appointment when it is made.
• Default Appointment Status (Converted) - This is the assigned status when an appointment is taken from the queue and helped by an employee.
• Default Appointment Status (Canceled) - This is the assigned status when an appointment is canceled.

• Duration Options - This designates the amount of time assigned for appointment intervals—for example, 15min, 30min, or 1hr.
• Default Appointment Duration - Default amount of time given to an appointment. More options will be available as you add more duration options.

• No Show Grace Period - The amount of time the appointment can still be started after the customer has missed their window. 
• Calculation Method - When the No Show Grace Period starts counting seconds, either from the start of the appointment or after the window has closed.

• Appointment Calendar View Settings - The following checkboxes, when checked, will allow information about the appointment to show up within the calendar blocks:
  • Customer Name
  • Assignee Name
  • Customer Service Address
  • Device Name

Note: For more about scheduling and viewing appointments within the calendar, please see Scheduling Appointments.

• Appointment Advanced Notice Settings - Alter when an appointment can be created using the following parameters:
  • Store Open "buffer" - In minutes, prevents appointments from being opened in the buffer period after opening the store.
  • Store Close "buffer" - In minutes, prevents appointments from being opened in the buffer period before closing the store.
  • Minimum Advanced Notice - Appointments cannot be scheduled at a time before the minimum notice. For instance, if the minimum notice is 1 hour, the appointment cannot be scheduled within one hour at the time of creation.
  • Maximum Advanced Notice - Appointments cannot be scheduled after a time exceeding the maximum notice. For instance, if the maximum notice is 14 days, the appointment cannot be scheduled after 14 days from the time of creation. 

• Appointment Summary - Toggle whether the summary appears instead of the appointment edit screen when clicking on the appointment block.

• Show start appointment - Toggle the option to start the appointment.

Statuses

Here, users can set the state attributed to each appointment status, as well as change the order of the statuses, and even add new statuses. A color is assigned, based on the classification of the status.

1. To add a new appointment status, click the Add Button (+) on the upper-right side of the page.

2. An Add Status pop-up will appear, with fields for entering and changing the Name, State, and Order of the status and an option to set the new status as a default for that state.

• Name - Assign a name to your new status
• State - Assign a state to classify the appointment status: Open, canceled, closed, committed, or no-show.
• Order - Assign a number to change the order of statuses on the overview page. A lower number will seat an entry higher on the list.

To edit a status, click the Edit button next to the entry, under the Actions column.

An Edit Status pop-up will appear, and you can make updates to the Status as needed.

Note: Default statuses (Open, Closed, and Canceled) cannot have their state edited, and they cannot be deleted.

To remove an appointment status that has not yet been used, click the Delete Button under the Actions column.

Note: Once a created status has been used, it is locked from deletion, to maintain historical records.

Windows

• Maximum Concurrent Appointments - The number of appointments allowed to be scheduled at the same time.
• Maximum Concurrent Appointment Windows - The number of appointment windows allowed to exist at the same time.
• Require Appointment Window for All Appointments - Toggle on to require users to adhere to Appointment Windows.

• Appointment Window Settings - Under this section you can create appointment windows using the following specifications:
  • Name of Time Block
  • Day of the Week
  • Start Time
  • End Time
  • Is Active - Select this box for the window to be available or uncheck to deactivate this window.

START 1.18.X