IN THIS ARTICLE:
Learn how to create timeslots for booking appointments.

• Prerequisite settings
• A quick note about terminology
• Creating a new appointment timeslot
• Editing an existing appointment timeslot
• Duplicating an appointment timeslot

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/Configure Programs?
• How Do I Enable/Configure the Appointments Feature for the Office Portal?
• How Do I Create/Configure Zones?

A quick note about terminology

• An APPOINTMENT is an established lesson with a specific instructor, with criteria that will be used to approve students wishing to book the lesson, attached pricing information, and schedule details (such as which day or days of the week the lesson will occur and at what time).
• An APPOINTMENT TIMESLOT is an exact date and time for the lesson being booked by a student.

The system will create one or more appointment timeslots when the appointment is saved based on the FREQUENCY criteria defined in the setup.

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.

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.

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.