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7.4 APPOINTMENT
BOOK
The Appointment Book found
in ADVANTAGE
Salon Software and
Spa Software
is an electronic calendar of events for the employees. It is
useful for stylists and others to keep track of their appointments.
You will notice two
navigation buttons for appointments, the DAY VIEW and the WEEK VIEW.
The DAY VIEW will let you look at all appointments for a specific day.
The WEEK VIEW allows you to see the schedule for one stylist or
technician for a whole week at a time. Both DAY VIEW and WEEK VIEW have
printable options.
SYMBOLS
There are symbols for actions taken within the appointment book screen
to make it easier to tell at a glance a clients status. You can change
a status of the client by choosing the Edit option on the
Checked In = * Checked
In & Paid = *$ Checked
Out = #
Checked Out & Paid = #$ Paid = $ No Show = ^
DAY VIEW
The DAY VIEW allows you to
see and modify the schedules of all the employees in the scheduler for a
certain day. To print the Day View use the button that has a picture of
a printer on it located next to the buttons that change the day to
previous day or previous week on the appointment book. You can only
print what the screen shows and then page down to print the second half
of screen.
WEEK VIEW
The WEEK VIEW allows you to
see and modify the schedule of one employee at a time. To print the
WEEK VIEW use the button with a picture of a printer on it, next to the
action list. You can only print what the screen shows and then page
down to print the second half of screen.
You
should notice the colors and activities on the bottom of the screen
these are the legends you setup.
Use
the Page up and Page down buttons to view different time frames. These
buttons are found beside the column that indicates time on the screen in
scroll area on the left side of screen. You can also view the time by
clicking on the button at the top of the column to move down the page by
clicking another time on the column.
Notice the date in the middle of the screen. You can click on the date
to get a calendar to change the date or use the Next Day, Previous Day,
Next Week and Previous Week buttons that will let you navigate between
different days and weeks. These buttons are to the right and left of
the date field.
SHORTCUT NOTE: By Right-clicking in the appointment book, you get the
following options New, Edit, Copy, Move, Check In, POS, Touch
POS, Print, Make Standing, View/Edit Client, Delete.
There are scrolls on the left side of the appointment book day view that
you can use to scroll up or down. This allows you to view your entire
days appointment list with ease. Simply click your mouse cursor in the
gray area by the time slot you want to look at. You can also use the up
and down arrows to navigate through your appointments.
ADDING AN APPOINTMENT IN THE DAY VIEW:
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To add an appointment click on the time frame that you
want the appointment to be started. Make sure it is in the column for
the Employee you want to schedule.
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You will see a window that shows the appointments
scheduled for that employee at that time. To add an appointment, click
on the time slot, select the New button.
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You will then need to find a client (by ID, Phone, First
Name or Last Name).
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Now select the service to be done during that
appointment. You have the option to modify the length of time for the
appointment (remember 1 block = 15 minutes).
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If the service must be performed in a specific room
(messages, facials, etc), then you should select a Resource. You can
view a Resource schedule by clicking on the calendar next to your
resource option.
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Time length is the total time a service will
take to perform in the appointment book, while initial time is
the amount of time you want to block out for the initial part of an
appointment that you want to setup a gap to be able to schedule another
appointment within this appointments, while the interval time is
the time you want to unblock out for another service to be performed for
the service. For instance, a color type service is 1 hour 45 minutes
while the initial time is 45 minutes you setup an interval time of 30
minutes. Then the remaining 30 minutes are blocked out.
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Make sure to SAVE your changes or click UNDO
to cancel changes.
YOU
CAN PRINT A WORK TICKET FOR A CLIENT WHEN YOU CLICK ON THE APPOINTMENT
AND SELECT THE PRINT BUTTON.
WEEK VIEW
The
WEEK VIEW will let you see and modify the schedule of one
employee at a time. Use the Select an Employee option located on
the top of the screen to choose the stylist or technician whos weekly
schedule you need to view.
You
should notice the colors and services on the bottom of the screen.
Use
the Page up and Page down buttons (top left of the screen) to view
different time frames.
Notice the Next Day, Previous Day, Next Week and Previous Week buttons
that will let you navigate between different days (top right of the
screen).
SHORTCUT NOTE: By Right-clicking in the appointment book, you get the
following options New, Edit, Copy, Move, Check In, POS, Touch
POS, Print, Make Standing, View/Edit Client, Delete.
The
Set Employee Schedule button allows you to block off time for a
specific employee so that no appointments will be scheduled at that
time.
ADDING AN APPOINTMENT IN THE WEEK VIEW:
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To add an appointment click on the time frame that you
want the event to be started.
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The system will pull up a window that shows all the
appointments that are scheduled for that Employee during the time
period. To add an appointment, select the New button.
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You will be prompted to find a Client.
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Select a Service, and then you have the option to modify
the length of time for the appointment.
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