TABLE OF CONTENTS


Appointments screen overview

 


Book an appointment

Booking an appointment is easy. Follow the steps below:

  1. Open the Appointment scheduler screen and choose the date you want to make your appointment.
  2. In the left-hand menu, click the New tab.
  3. Select the treatment from the list of product options.
  4. Available times will appear in white in the centre of the appointment scheduler. Click on any available slot.
  5. Choose your room preference from the list, or just click the product/time at the top of the popup to automatically select a room for you.



  6. Once your room is selected, you will be prompted to enter the customer details. You can search for an existing customer by entering their name, phone number or email address, then select from the results. If the customer does not already exist, click New Customer, or click directly on the Edit booking tab to fill out their details.

    If you also use our Membership module, you can see active customer memberships on the right-hand side. Any customer notes entered will always show when you are creating a new booking. e.g. allergies.



  7. In the Edit booking tab, select the agent if it is not a direct booking. The sale type will update automatically and you can enter the agent's voucher number.
  8. Complete the extra marketing info and enter a booking note if necessary. Booking notes will only show for this particular appointment, and not on future ones.
  9. Check the price options and add additional extras if required.
  10. Save your changes to stay on the booking screen, or Save+close to save and exit. Click close to exit the screen with no details saved.


Store a credit card to confirm an appointment

Before you can use this function, you need to make sure you have this setup.  

  1. Once your appointment is saved, select Functions at the bottom of the Scheduler Booking screen, then click on the Credit Card store.
  2. In the popup, click Add card, then enter the customer's credit card details. Details are securely stored on Windcave.
     


Take payment for an appointment

You can process payment for an appointment booking from 2 places in the system:

  1. Directly from the Scheduler booking screen by clicking To POS at the bottom of the screen.

  2. From the Appointment scheduler screen, by selecting the booking to bring up the details in the bottom left-hand panel, then click To POS.


Take payment for multiple appointments at the same time

  1. Select multiple appointments in the Appointments screen by holding CTRL or Shift on your keyboard as you click.
  2. On the bottom left, you’ll see a summary of the bookings you have selected. To deselect any, click the booking again to exclude it from the list.
  3. Click the To POS button to take payment for all the selected bookings.


Charge a stored credit card at Point of sale

If you stored a credit card against a customer, you’ll notice the Stored CC text appear when you proceed To POS. To use the stored credit card to pay, select the “Eftpos online” payment button and charge the card through the Windcave popup.



Post an agent booking to invoice

You can post a booking to invoice in 2 ways:

  1. Once your appointment is saved, select Functions at the bottom of the Scheduler Booking screen, then click Post to invoice. Check the pending details, and amend any information if required, then click Apply.

  2. From the Appointment scheduler screen, select the booking so the details appear on the bottom left-hand side of the screen, then click Invoice. Check invoice details, then click Apply. You can only post one booking to invoice at a time.


Clear a posted invoice

If you’ve made a mistake, or something changed and you already posted the booking to invoice, you can clear the posting as long as the invoice has not been generated. 

  1.  Open the Scheduler booking screen and select Functions, then Clear last un-invoiced postings. 
  2. This should remove your last invoice posting. If you posted more than once, repeat these steps to clear the next posting.


Reverse an invoice posting

If an Agent disputes an invoice and/or something needs to be changed after you created the invoice, then you can no longer clear the posting. You will need to reverse the posting, to create a credit for the agent.

  1. Open the Scheduler booking screen and select Functions, then Reverse last invoiced postings.
  2. This will create a reverse posting in addition the original post. 
  3. You can now amend the booking details, then repost the corrected details to invoice.


Send a confirmation email from Scheduler screen

  1. Load your booking into the Scheduler Booking screen
  2. Click the Functions button in the bottom left corner
  3. Select Send Confirmation Email
  4. If an email address doesn't already exist for the customer you will be prompted to enter it at this point, then click OK to confirm it
  5. The Emailer pop-up will list your Itinerary email templates in the left hand panel
  6. Select and preview the correct template, then click Send
  7. A pop up screen will tell you if it was sent successfully. Click Close when finished
If preferred, you can print the confirmation. Click Print (sends to your default printer) or click the arrow to select a different printer


Edit appointment bookings

Change the staff member

  1. From the Appointment Scheduler screen, drag the booking to another staff member. If your selection is not valid, a warning will appear. 
  2. Click Yes to ignore the warning and move to the desired spot but arrangements need to be made in the product relationship or room availability to Save your selection.

 

Change the resource

  1. From the Appointment Scheduler screen, change the layout to the Resources view. 
  2. Drag the booking to another room. 
  3. If your selection is not valid, a warning will show.



Reschedule to another date & time

  1. From the Appointment Scheduler screen, right-click on the booking and click Reschedule
  2. Select a new date and time on the calendar in the top left.
  3. Choose an available slot on the new date, then right-click again and select Reschedule. You will be prompted to confirm the changes. Select Yes to confirm, No to cancel.


Change the product

  1. From the Appointment Scheduler screen, right-click on the booking and click Change product
  2. Choose a new product from the menu. The Scheduler booking screen will open automatically so you can adjust any pricing as required.
  3. Save the booking to confirm the product change.

 

 

If the product is not available in that room or with that therapist, you won’t be able to save the booking and the below pop up will appear so you can choose a different slot. Alternatively, if changing the product to something that’s not available in the same spot, then use the Reschedule function and choose a product from the left-hand menu to change the product.


Change the name on a booking

When customers book multiple treatments online, but the appointments are for different individuals, you can change the customer details associated with an appointment booking once they arrive.

  1. Open the booking
  2. Click the New booking/Customer search tab
  3. Search for the customer's name, or select New customer
  4. Check the customer's details and amend if necessary
  5. Save the booking.


Change the status of a Scheduler booking

  1. From the Appointment Scheduler screen, right-click on the booking and select Status.
  2. Select from one of the following:
    1. Active: displays a red and white striped bar on the left-hand side of the booking indicating an outstanding balance.
    2. Checked-in: displays a person in the top left of the booking
    3. Completed: displays a green tick in the top left of the booking
    4. Attention: displays a yellow and red striped bar on the left-hand side of the booking. All appointments made online will have this flag set by default.


Cancel an appointment

  1. Open the appointment in the Scheduler booking screen
  2. Select Functions, then choose Cancel
  3. Choose the cancellation reason from the list, then Save.


Note: If you receive the following message when trying to cancel a booking, it is generally because the Price Option the booking was originally booked on no longer exists (either renamed or made inactive).   Therefore to cancel the booking, first reschedule it to another day (or product if that product no longer exists) and then cancel that booking.  


Refund an appointment booking

If there is an amount to refund to a customer due to a cancellation or product change, the outstanding refund amount will appear at the bottom of the Scheduler booking screen.

  1. Click To POS to refund the balance at Point of sale. Note this is only required for direct payments. If the booking was made using a stored card, you cannot use the Eftpos online payment function to process the refund.
  2. If the booking was posted to invoice, clear the posting.


Search for an appointment

  1. Click the Search tab on the bottom left-hand side of the Appointment scheduler screen
  2. Enter your search criteria - customer name, phone number, or email address 
  3. All bookings forward of the date specified will appear in the search results. Cancelled bookings will appear struck-out.
  4. To search historic bookings, change the date on the Appointment scheduler to a past date to include results from that period. 

 


View booking history

The history tab on the Scheduler booking screen will show every save made on bookings. Find the differences to figure out what happened!