IN BRIEF
Appointments in iClassPro allow you to create one-on-one or small-group lessons with a specific instructor, pricing, and schedule. The System then generates appointment timeslots—individual date/time instances—based on the frequency you define. This article explains how to prepare prerequisite settings, create new appointments/timeslots, edit existing timeslots, and duplicate timeslots for faster setup.  

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • Confirm prerequisite settings
  • Creating a new appointment timeslot
  • Editing an existing appointment timeslot
  • Duplicating an appointment timeslot
• Troubleshooting & FAQs
• Related Articles

Interactive Demos for creating and editing Appointments/Appointment timeslots can be found in the Education Corner, accessible from the Office Portal's "Welcome" screen. Full details are included in the "Creating Appointments & Timeslots" demo.

Overview

Appointments are scheduled lessons that define who teaches, who can book, what is charged, and when the lesson occurs. From each appointment, the System creates one or more appointment timeslots that represent the specific dates and times available for booking. 

• An appointment includes:
  • instructor
  • booking criteria (such as age range and gender)
  • program and service
  • pricing schedule
  • schedule details (days of the week and times)
• An appointment timeslot is:
  • a specific date and time generated from the appointment
  • what students actually book in the Customer Portal or via staff in the Office Portal

The System generates appointment timeslots according to the Frequency you choose when you configure the appointment (recurring or one-time).

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Accessing the Feature

Use the Appointments page in the Office Portal to create, edit, and duplicate appointment timeslots. 

1. From the main navigation menu, go to the Appointments page.
2. From here you can:
   • Create new appointments and their timeslots
   • Edit existing appointment timeslots
   • Duplicate an appointment timeslot to quickly create similar offerings

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Step-by-Step Instructions

Confirm prerequisite settings

During the appointment creation process, you will need to assign certain field values, such as:

• Instructor
• Service
• Program
• Pricing Schedule
• Zone

If needed, you will be given the option to create a new Instructor, Service, Program, Pricing Schedule, or Zone during the appointment creation process. However, as this adds extra steps to the workflow, it may be preferable to create them in advance if you need to create several timeslots.

Before you begin, take a few minutes to look over the following documents to ensure you have everything set up:

• How Do I Create a New Staff Member?
• How Do I Create or Configure Programs?
• How Do I Configure the Appointments Feature for the Office Portal?
• How Do I Create/Configure Zones?

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Creating a new appointment/appointment timeslot

1. Navigate to the APPOINTMENTS page.
2. Click the NEW APPOINTMENT button in the upper right-hand corner of the page.
3. This will open the CREATE APPOINTMENT window.

To create a new appointment, you will need to enter the following details:

1. Enter a NAME for the appointment.
2. Enter the appointment DETAILS:
   • Define the Max OCCUPANCY for the appointment.
     • Click here for more information about how Pricing Schedules work for appointments with multiple enrollments.
   • Set the CRITERIA for allowed bookings.
     • Minimum Age
     • Maximum Age
     • Gender
   • Choose an INSTRUCTOR.
     • Or, Create a new Instructor.
   • Select a SERVICE.
     • Or, Create a new Service.
   • Select a PROGRAM.
     • Or, Create a new Program.
   • Select a PRICING SCHEDULE.
     • Or, Create a new Pricing Schedule.
   • Assign a ZONE.
     • Or, Create a new Zone.
   • (optional) Enter a DESCRIPTION.
3. Define the SCHEDULE for the appointment:
   • Select a FREQUENCY and DATE/TIME for the appointment.
     • Recurring/One Time
       • If "Recurring" is selected, you will need to specify how often the appointment will occur:
         • Daily, and how often (every 1, 2, 3 days, etc.)
         • Weekly (on a specific Day of the Week), and how often (every 1, 2, 3 weeks, etc.)
         • Monthly (on a specific Day of the month or Ordinal Day of the Week)
           • Start/End Date
           • Start/End Time
           • Note: if you are using Firefox, the time option will always be displayed in 12 hour, AM/PM format regardless of your OS settings.
       • If "One Time" is selected, you will need to define when the appointment will occur:
         • Start Date
           • NOTE: Since this is a "One Time" appointment, the End Date will automatically be set to match the Start Date.
         • Start Time/End Time
         • Note: If you are using Firefox, the time option will always be displayed in 12 hour, AM/PM format regardless of your OS settings.
4. Set OTHER appointment details:
   • OPTIONS
     • Show to Customers
     • Group Appointment
       • If disabled with an occupancy of 2 or more students, the appointment will allow each opening to be booked independently by customers.
       • If enabled with an occupancy of 2 or more students, the appointment will allow the first student who books the appointment to reserve all openings and invite others to attend with them, up to the maximum occupancy.
       • Click here for more information about how Pricing Schedules work for Group Appointments.
     • Allow Web Registration
     • Tax Exempt - if enabled, the system will override any tax settings inherited from the Program and will not charge tax for the appointment booking.
5. ATTACH
   • Keywords
   • Promo Codes
   • Skill Tree

After all of the details have been entered, click SAVE to create the timeslot.

• NOTE: If "Recurring" was selected as the FREQUENCY, the system will create one timeslot for each date/time within the defined range.

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Editing an existing appointment timeslot

To edit an existing appointment timeslot, navigate to the APPOINTMENTS page, then click the pencil/edit icon to the left of the timeslot to open the "Edit Appointment" window.

Make any necessary changes to the timeslot, then SAVE your changes to apply them.

NOTE: If the changes are made to a timeslot that was created as "Recurring", the changes will apply to all of the timeslots that are linked to that appointment.

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Duplicating an appointment timeslot

Once an appointment timeslot has been created, it can be duplicated using the "Duplicate Appointment" button at the bottom of the "Edit Appointment" window.

When the "Duplicate Appointment" button is clicked, the system creates an exact copy of that appointment, which can then be edited and saved to reflect a new date/time, new instructor, or other options.

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Troubleshooting & FAQs

• Why did my changes affect several appointment timeslots instead of just one?
  • If the timeslot was created as part of a Recurring appointment, it is linked to all other timeslots in that series. Editing one of those timeslots applies the changes to every timeslot associated with that appointment. 
• Why do time fields always show in 12-hour format in my browser?
  • If you are using Firefox, time fields in the appointment dialogs always display in 12-hour AM/PM format, even if your operating system uses a different format. This is expected behavior for that browser. 
• Can I set up instructors, programs, or zones while I am creating an appointment?
  • Yes. When required fields such as Instructor, Service, Program, Pricing Schedule, or Zone are empty, you are given the option to create them during appointment setup. However, if you plan to create several appointments, it is usually more efficient to configure these items in advance. 

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Related Articles

• How Do I Create a New Staff Member?
• How Do I Create or Configure Programs?
• How Do I Configure the Appointments Feature for the Office Portal?
• How Do I Create/Configure Zones?

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