IN BRIEF:
This article describes all available methods for creating appointment bookings in the Office Portal. Staff can create bookings directly from a family or student profile, from the Appointments page, by redeeming a Punch Pass, or by sending an invitation to share a group appointment. The article also explains how to create booking-related tuition charges.

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • Creating a Booking from the Families/Students Pages
  • Creating a Booking from the Appointments Page
  • Creating Appointment Tuition Charges
  • Redeeming a Punch Pass for an Appointment Booking
  • Sending an Invitation for Group Appointments
• Troubleshooting & FAQs
• Related Articles

Interactive Demos for managing appointment bookings in the Office Portal can be found in the Education Corner, accessible from the Office Portal's "Welcome" screen. Full details are included in the "Appointment Bookings in the Office Portal" demo.

Overview

The Office Portal supports four primary methods for creating appointment bookings:

• Creating a booking from the Families or Students pages
• Creating a booking from the Appointments page
• Redeeming a Punch Pass for an appointment
• Sending an invitation to allow others to join a Group Appointment

Interactive demos for managing appointment bookings in the Office Portal are available in the Education Corner, accessible from the Office Portal Welcome screen. The “Appointment Bookings in the Office Portal” demo covers the workflow in detail.

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Accessing the Feature

1. Log in to the Office Portal.
2. Use one of the following paths depending on how you plan to create the booking:
   • Families page
   • Students page
   • Appointments page
   • Punch Pass redemption flow
   • Group Appointment invitation workflow

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Step-by-Step Instructions

Creating a Booking from the Families/Students Pages

1. On the FAMILIES or STUDENTS page, expand the Enrollments view for the desired family or student.
2. Select NEW APPOINTMENT BOOKING to open the "Create Appointment Booking" dialog.
   • NOTE: If you launched this window from the FAMILIES page, you will be prompted to choose a student if the family has multiple students attached. If the family only has one student, or if you launched the window from the enrollments view on the STUDENTS page, that student will be automatically selected.
3. The "Create Appointment Booking" window will default to the current date and will list any appointment timeslots with openings available. If no timeslots are available, you will need to adjust the date in the upper left-hand corner of the window.
4. Once you have located the appointment timeslot in which you wish to book the student, click the SELECT button to the right of the entry.
5. This will proceed to the next booking screen, where you will be able to adjust the following booking-related information (if necessary):
   • Define the SCHEDULE for the booking:
     • Frequency (Recurring/Non-Recurring)
     • Date
       • Start Date
       • End Date (optional)
       • NOTE: If "Non-Recurring" is selected for the Frequency the End Date will automatically be populated to match the Start Date).
     • Day of the Week selection
     • Date Selection
       • Timeslots will be listed for all available dates within the specified date range.
         • NOTE: If the appointment was created as "Recurring" with no end date (or with an end date greater than 13 months from the current date) timeslots will only be shown for up to 13 months.
         • Note that these dates will also be restricted based on the Frequency defined for the timeslot. That is, if the appointment timeslot was created with a "One Time" Frequency, only one timeslot will be shown regardless of the defined date range.
     • Define any OTHER booking details:
       • Override Pricing Schedule
         • Or, Create a New Pricing Schedule
     • Send Booking Email - if enabled, the family will be sent a confirmation email that the booking has been successfully created.
       • NOTE: The system will use the "New Appointment" email template located under SETTINGS>SETUP>GENERAL SETTINGS>EMAIL TEMPLATES>"iClassPro" for this email.
6. After entering all of the required information, select SAVE to create the booking, SAVE & CHARGE to create the booking and open a "New Charge" window, or CLOSE to cancel.

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Creating a Booking from the Appointments Page

1. Navigate to the APPOINTMENTS page.
2. Locate the desired timeslot.
   • NOTE: If necessary, you can create a new appointment timeslot by clicking NEW APPOINTMENT in the upper right-hand corner of the screen.
     • Click here for more information about creating appointment timeslots.
3. Click the BOOK button to the right of the entry to launch the "Book Appointment" screen.
4. Click SELECT STUDENT to find an existing student, or choose Create a New Student to add a profile.
5. Adjust the following booking-related information (if necessary):
   • Define the SCHEDULE for the booking:
     • Frequency (Recurring/Non-Recurring)
     • Date
       • Start Date
       • End Date (optional)
       • NOTE: If "Non-Recurring" is selected for the Frequency the End Date will automatically be populated to match the Start Date).
     • Day of the Week selection
     • Date Selection
       • Timeslots will be listed for all available dates within the specified date range.
         • NOTE: If the appointment was created as "Recurring" with no end date (or with an end date greater than 13 months from the current date) timeslots will only be shown for up to 13 months.
         • Note that these dates will also be restricted based on the Frequency defined for the timeslot. That is, if the appointment timeslot was created with a "One Time" Frequency, only one timeslot will be shown regardless of the defined date range.
     • Define any OTHER booking details:
       • Override Pricing Schedule
         • Or, Create a New Pricing Schedule
     • Send Booking Email - if enabled, the family will be sent a confirmation email that the booking has been successfully created.
       • NOTE: The system will use the "New Appointment" email template located under SETTINGS>SETUP>GENERAL SETTINGS>EMAIL TEMPLATES>"iClassPro" for this email.
6. After entering all of the required information, select SAVE to create the booking, SAVE & CHARGE to create the booking and open a "New Charge" window, or CLOSE to cancel.

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Creating Appointment Tuition Charges

You can post tuition manually or in bulk:

• For instructions on manually creating appointment tuition charges, see our "How Do I Manually Create Appointment Tuition Charges?" document.
• For instructions on creating appointment tuition charges in bulk, see our "What is the Appointment Tuition Charges Task (Global Appointment Billing)?" document.

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Redeeming a Punch Pass for an Appointment Booking

When Punch Pass redemption is enabled, appointment timeslots appear in the list of redeemable events. Selecting a timeslot during redemption automatically creates a one‑time appointment at that date and time.

• For more information about redeeming Punch Passes in the Office Portal, see our "How Do I Redeem/Manage Punch Passes From the Office Portal?" document.

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Sending an Invitation for Group Appointments

1. After creating a group booking, launch the "Edit Booking" window:
   • From either the FAMILIES or STUDENTS page, expand the Enrollments view and select the pencil/edit icon next to the Group Appointment booking.
   • From the APPOINTMENTS page, select the student’s name next to the Group Appointment booking.
2. In the Group section, enter the email address and name of the student being invited to share the group appointment. (Note that the email address should be the email address used for the family's account, not a personal email address for the student.)
3. After entering the email address and student name, click the SEND INVITE button. An email invitation will be sent to the specified email address containing a link to follow to accept the invitation.
   • NOTE: If the recipient is already logged in when they click the link, they will be prompted to choose a student to share the appointment. If they do not have an account set up in the Customer Portal/Mobile App, they will be required to create one before they can accept the invitation.

NOTE: The Group Appointment invitation link is only valid for 24 hours.

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Troubleshooting & FAQs

• Why do no appointment timeslots display when creating a booking?
  • This usually indicates that the date range contains no available openings. Adjust the date in the upper left-hand corner of the booking dialog. If still unavailable, verify that the timeslot’s Frequency (Recurring or One Time) matches your selected date range.
• Why can I only see appointments up to 13 months out?
  • The System restricts displayed availability to 13 months for Recurring bookings without an end date or with an end date more than 13 months beyond the current date.
• Why is the “Send Booking Email” option unavailable?
  • This option only appears if email sending is enabled in the location’s settings and if the family has a valid email address. The email uses the New Appointment template located under SETTINGS > SETUP > GENERAL SETTINGS > EMAIL TEMPLATES > “iClassPro”.
• Why can a family not accept a Group Appointment invitation?
  • They must log in using the email address that matches the family account on file. If they do not have a Customer Portal/Mobile App account, they must create one before accepting.
• Why does the End Date auto-fill when booking a Non-Recurring appointment?
  • Non-Recurring bookings always occur on a single date, so the System automatically sets the End Date equal to the Start Date.

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Related Articles

• What is the Appointments Feature?
• How Do I Configure the Appointments Feature for the Office Portal?
• How Do I Create/Edit Appointments and Appointment Timeslots?
• How Do I Cancel or Reschedule an Appointment in the Office Portal?

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