How Do I Configure the Appointments Feature for the Office Portal?

IN THIS ARTICLE:
Learn how to enable and configure iClassPro’s Appointments feature in the Office Portal.

How do I configure the Appointments settings?

To configure the Appointments settings, navigate to SETTINGS>SETUP>APPOINTMENTS SETTINGS.

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General Appointments Settings

  • Apply Blackout Dates to Appointments - if enabled, the system will prevent creating an Appointment Booking on any dates in the Blackout Schedule(s) attached to the Program assigned to the Appointment.
    • NOTE: only Blackout Schedules set to be affected by "Closures Only" or "Both" will apply.  Blackout Schedules set to "Billing Only" will be ignored as it is assumed the facility will still be open on the dates specified.
  • Charge Cancellation Fee - If enabled, the system will charge a Cancellation Fee for any Appointments that are canceled. Enabling this option will also display the following settings to configure the Cancellation Fee:
    • Charge cancellation fee for rescheduled Appointments - if enabled, the system will charge a Cancellation Fee for the original Appointment if it is rescheduled. If left disabled, no Cancellation Fee will be charged for the original Appointment.
    • Cancellation Fee Program - choose the financial Program that will automatically be assigned to any Cancellation Fees that are created.
    • Cancellation Fee Charge Category - choose the financial Charge Category that will automatically be assigned to any Cancellation Fees that are created.
    • Amount (%/$) - defines the amount of the Cancellation Fee to be charged. This can be set as either a percentage of the full Appointment cost (%) or a flat dollar amount ($).
  • (optional) Send appointment reminder 'X' days prior to appointment - if a value is entered for 'X', the system will automatically send a reminder email to the family 'X' days prior to the Appointment date.
    • NOTE: The system will use the template under SETTINGS>SETUP>GENERAL SETTINGS>EMAIL TEMPLATES>ICLASSPRO>"Appointment Reminder" for this email.
  • (optional) Send appointment followup 'X' days after appointment - if a value is entered for 'X', the system will automatically send a followup email to the family 'X' days after the Appointment date.
    • NOTE: The system will use the template under SETTINGS>SETUP>GENERAL SETTINGS>EMAIL TEMPLATES>ICLASSPRO>"Appointment Followup" for this email.
  • Facility Availability Hours - defines the hours the facility is open and therefore which hours are available for Appointments to be scheduled. This is used when creating individual Appointment timeslots to ensure that bookings are not created outside normal operating hours (unless the staff member creating the Appointment timeslot has been granted permission to "Override Appointment Daily Schedule").
    • NOTE: Clicking the "Apply to All" option will copy the selected hours to every day of the week. As this will also enable every day of the week, you may need to manually disable any days the facility is closed.

Services

A "Service" defines the specific intention of the Appointment. Each Appointment is linked to a specific Service. The defined Service name is displayed on the Customer Portal/Mobile App in place of the word "Appointment", similar to how Camps use "Camp Types" to group similar camps together.

Services can be fairly general, such as:

  • Private Lesson
  • One on One
  • Skill Evaluation

They can also be specific to individual skills or Programs you offer, such as:

  • Tumbling
  • Backstroke
  • Modern Dance

To create a new Service:

  1. Click "Add New Service."
  2. Enter a NAME for the Service being offered.
  3. (Optional) Enter a DESCRIPTION for the Service being offered.
  4. Enable the "Tax Exempt" option if Appointments associated with the Service should not be subject to Sales Tax.
    1. NOTE: If this option is not checked, the system will charge Sales Tax if a Tax Rate is associated with the Program assigned to the Appointment timeslot.
  5. Click CREATE to add the new Service.

After creating the Service, you will be able to edit it to upload an image to be displayed on the Customer Portal/Mobile App when customers are choosing which type of Booking/Enrollment they wish to create.

NOTE: When editing an existing Service, a Customer Portal Link will also be displayed that can be used to link customers directly to the "Appointments" area of the Customer Portal

Pricing Schedules

Pricing schedules are how iClassPro's Appointments feature determines how much to charge for Appointments, including the pricing for Group Appointments. At least one pricing schedule must be created before an Appointment can be created and saved.

To create a Pricing Schedule:
  1. Click "Add New Pricing Schedule."
  2. Enter a NAME for the Pricing Schedule that will be used to identify it when creating Appointment timeslots.
  3. Pricing Schedules support a single defined fee that is charged for each timeslot booked. (NOTE: Unlike Camp Pricing Schedules, there is not a way to offer multi-timeslot, multi-student, or special discounts.)
    • If any Appointments associated with the Pricing Schedule will be designated as a Group Appointment, you can add columns to define pricing for the maximum number of students that will be allowed. This allows you to use the same Pricing Schedule for Private Appointments and Group Appointments by adjusting the number of bookings allowed.
      • If "Group Appointment" is enabled for the Appointment timeslot, billing will be based on the maximum number of bookings allowed, not on the actual number of bookings.
        • For example, if the Pricing Schedule is set up to account for up to three bookings and "Group Appointment" is enabled, the system will charge the price in Column 3
          • NOTE: It must be stressed that Group Appointments are associated with a single student, even if the booking family invites additional students to attend. Therefore, the enrolling family will be responsible for all fees associated with the booking.
      • If "Group Appointment" is NOT enabled for the Appointment timeslot, billing will be charged per-student.
        • For example, if the Pricing Schedule is set up to account for up to three bookings and "Group Appointment" is NOT enabled, the system will charge the price in Column 1 for each student booked into the Appointment.

Customizing Automated Emails

The system will use the following automated email templates to notify customers of actions related to Appointments that are performed in the Office Portal. These emails can be customized under SETTINGS>SETUP>GENERAL SETTINGS>EMAIL TEMPLATES>"iClassPro."

  • New Appointment - Sent when a staff member creates an appointment booking. Includes booking details.
  • Invitation for Group Appointment - Sent when a student is invited to attend a group appointment booked by another family.
    • NOTE: This email template will be used for all group appointment invitations, regardless of whether they are sent from the Office Portal or the Customer Portal.
  • Appointment Cancellation - Appointment cancellation notice.
  • Appointment Followup - Sent to follow up with the customer 'X' days after a booking has been attended (as defined by the "Send appointment followup 'X' days after appointment" setting).
  • Appointment No Show - Sent when a student is marked absent for an appointment.
  • Appointment Reminder - Sent to the customer 'X' days prior to the Appointment date (as defined by the "Send appointment reminder 'X' days prior to appointment" setting).
  • Appointment Rescheduled - Appointment rescheduled notice.

Click here for information about customizing automated emails for actions related to Appointments that are performed in the Customer Portal/Mobile App.

Staff Permissions

The system will use the following staff permissions to allow/deny specific actions related to Appointments. These permissions can be assigned to a staff user group as a whole or can be granted on a per-staff user basis.

PAGE Permissions

  • Appointments Page (None/Full)

TASK Permissions

  • Appointments (None/View/Full)
  • Own Appointments (None/Full)
  • Delete Appointments (None/Full)
  • Override Cancellation Fee (None/Full)
  • Override Appointment Daily Schedule (None/Full)

REPORT Permissions

  • Staff Reports
    • Instructor Appointment Schedule (STA-13) (None/Full)
    • Appointment Cancellations/No-Shows (STA-14) (None/Full)
  • Financial Reports
    • Appointment Revenue Report (FIN-25) (None/Full)

Creating Appointments/Appointment Timeslots

Need more assistance?

Customer support is available at 1-877-554-6776 Mon - Fri, 9 am to 9 pm (CT) and Sat, 9 am to 6 pm (CT).