How Do I Configure the Appointments and Filters Settings for the Customer Portal? (Other Settings)

Appointments are not supported in the Mobile App at this time.

IN THIS ARTICLE:
Learn how to configure the Appointments and Appointments Filters areas of your Customer Portal settings. The Appointments settings determine how the system handles requests to book Appointments via the Customer Portal, while the Appointments Filter options control which filters will be available for customers when searching for Appointments.

How do I enable the Appointments feature for the Customer Portal?

To enable the Appointments feature for the Customer Portal, navigate to SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>GENERAL SETTINGS and enable the option to "Show Appointments And Allow Visitors To Register For Them."

How do I configure the General Appointments settings?

The Appointments settings determine how the system handles requests to book Appointments via the Customer Portal.

General Appointment settings

The General Appointment settings are miscellaneous settings that determine how the Customer Portal handles various options related to appointments.

  • Limit booking start date to at least X days from today - limits the start date of an Appointment booking to at least this number of days in the future from the date of registration. (For example, if set to "2", customers cannot book an Appointment less than two days in advance.)
    • NOTE: This setting only applies to new Appointment bookings.  Therefore, the start date requested for rescheduling an appointment may be outside this date range.
  • Limit booking start date to at most X days from today - limits the start date of an Appointment booking to at most this number of days in the future from the date of registration. (For example, if set to "2", customers cannot book an Appointment more than five days in advance.)
    • NOTE: This setting only applies to new Appointment bookings.  Therefore, the start date requested for rescheduling an appointment may be outside this date range.
  • Auto Approve Appointments - enables the Customer Portal/Mobile App to automatically approve Appointment requests for students where an opening exists and the students meet the established requirements of age and gender. This must be enabled to allow the Customer Portal to charge for bookings and to collect payment.
  • Allow Customers to cancel appointments - if enabled, customers will be allowed to cancel Appointments from the Customer Portal.
    • Cancellation Timeframe (Days/Hours/Minutes) - limits the cancellation timeframe based on a certain number of Days/Hours/Minutes before the scheduled appointment timeslot.
    • NOTE: If "Charge Cancellation Fee" is enabled under SETTINGS>SETUP>APPOINTMENT SETTINGS>GENERAL APPOINTMENT SETTINGS, the system will charge a cancellation fee accordingly.
  • Allow Rescheduling - if enabled, customers will be allowed to reschedule Appointments from the Customer Portal.
    • Rescheduling Timeframe (Days/Hours/Minutes) - limits the rescheduling timeframe based on a certain number of Days/Hours/Minutes before the scheduled appointment timeslot.
    • Auto Approve Rescheduled Appointments - if enabled, the system will automatically approve rescheduled appointments if they are submitted within the Rescheduling Timeframe.
    • Send Email Notification Upon Auto-Approved Rescheduled Appointment To Email Address Of Appointment Location - if enabled, the system will send an email to the address of the Appointment location if a rescheduled appointment request is automatically approved. 
    • Send Confirmation Email to Instructor - if enabled, the system will send an email to the address of the Appointment instructor if a rescheduled appointment request is automatically approved. 
    • NOTE: If "Charge cancellation fee for rescheduled appointments" is enabled under SETTINGS>SETUP>APPOINTMENT SETTINGS>GENERAL APPOINTMENT SETTINGS, the system will charge a cancellation fee accordingly.

Toggle an option on/off by clicking the box next to it. After making any changes to these settings, click “Save Settings."

Auto Charge Scheduler

The Auto Charge Scheduler allows you to configure the Charge Category used for auto-created Appointment tuition charges created via the Customer Portal/Mobile App. (Appointment tuition charges that are created manually on the customer ledger or when using the Appointment Tuition Charges task will still need to be manually selected.)

You can configure the Charge Category to be used by choosing a method to answer the question “How do you wish to manage Auto-Charge Categories?”

Single Select

appointments_charge_scheduler_01.png

The "Single Select" option allows you to select a single Charge Category to be used for all auto-created Appointment Tuition Charges until you manually change it. (This is the default option.)

  • Auto-Charge Category – select the Charge Category to be used.

Month to Month

appointments_charge_scheduler_02.png

The "Month to Month" option allows you to select a Charge Category to be used each month. The system will automatically select the appropriate Charge Category based on the first billable Appointment date.

  • Select a Charge Category for Each Month – select the Charge Category to be used for each month of the year.

Custom

appointments_charge_scheduler_03.png

The "Custom" option allows you to define your own schedule to change the Charge Category to be used for all auto-created Appointment Tuition Charges. The system will automatically select the appropriate Charge Category based on the first billable Appointment date.

  • From/To – the selected Charge Category will be assigned to auto-created Appointment Tuition Charges for Appointment bookings with start dates within the specified date range.
  • Charge Category – select the Charge Category to be used.
  • Add New Row – creates a new row so you can specify an additional custom schedule.
  • Choose Backup Charge Category – select a backup Charge Category to be used whenever a charge is created outside the specified date ranges.

After selecting your option and configuring any settings, be sure to SAVE your changes. Once saved, the method being actively used by the system will be flagged as “Currently Using.”

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 Customer Portal/Mobile App. These can be customized under SETTINGS>SETUP>GENERAL SETTINGS>EMAIL TEMPLATES>"Customer Portal."

  • Appointment Booking (Approved) - An email sent to customers for each appointment booking processed through the mobile app or Customer Portal. Includes the booking details and a transaction summary from checkout.
  • Appointment Booking (Request) - An email sent to customers for each appointment booking processed through the mobile app or Customer Portal that was submitted as a request. Includes the booking details.

Click here for information about customizing automated emails for actions related to Appointments that are performed in the Office Portal.

How do I configure the Appointments Filter settings?

The Appointments Filter options control which filters will be available for customers when searching for Appointments.

These filters include:

  • Age
  • Gender
  • Program
  • Start Time
  • Day
  • Instructor
  • Openings
  • Search

Toggle an option on/off by clicking the box next to it. After making any changes to these settings, click “Save Settings."

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).