IN BRIEF
The Appointment Settings area includes several configuration options that determine how the System manages appointments, Services, Pricing Schedules, and facility availability. These settings define booking behavior, define appointment intentions, and establish pricing rules for any appointment created in the System.
Interactive Demos for configuring appointments settings can be found in the Education Corner, accessible from the Office Portal's "Welcome" screen. Full details are included in the "Appointments: Setup & Configuration" demo. The demo contains separate chapters for each section of the settings.
Overview
The Appointment Settings area allows administrators to configure how appointments function in iClassPro. This includes determining how the System handles appointment creation, defining which hours are available for scheduling, establishing named Services that represent the purpose of each appointment, and creating Pricing Schedules that determine associated fees. These areas work together to ensure that appointment bookings display correctly and calculate charges as expected.
Accessing the Feature
- From the main navigation menu, go to SETTINGS>SETUP.
- Select Appointment Settings.
Step-by-Step Instructions
General Appointment Settings
General Appointment Settings are miscellaneous configuration options that determine how the System handles different behaviors related to appointments and appointment bookings. These settings influence how appointments are displayed, created, and managed throughout the Office Portal and Customer Portal/Mobile App.
Learn More About General Appointment Settings
- These settings determine default booking behaviors.
- They control how appointment options are presented to staff and customers.
- They allow administrators to manage workflow preferences for appointment management.
Click here for full details about configuring General Appointment Settings.
Facility Availability Hours
Facility Availability Hours define the hours during which the facility is considered open. The System uses these hours when creating appointment timeslots, preventing appointment bookings outside of normal operating hours unless the staff member has permission to Override Appointment Daily Schedule.
Details About Facility Availability Hours
- Define open/close hours for each day of the week.
- Restrict timeslot creation to these hours unless overridden.
- Ensure booking options match the facility’s intended operational schedule.
Click here for full details about customizing Facility Availability Hours.
Services
A Service defines the specific intention or purpose of an appointment. Every appointment must be linked to a Service. The Service name is displayed in the Customer Portal/Mobile App in place of the generic term “Appointment,” allowing clearer communication with customers. This functions similarly to “Camp Types” within the Camps Feature, which group similar camp offerings together.
Service Setup Details
- Create Services to represent different appointment types.
- Each appointment must be associated with exactly one Service.
- Service names appear to customers instead of the generic label “Appointment.”
- Useful for organizing offerings and communicating intent.
Click here for full details about creating/editing Services.
Pricing Schedules
Pricing Schedules determine how the System calculates charges for appointments. At least one Pricing Schedule must exist before an appointment can be created and saved. These schedules allow administrators to control pricing structure and ensure consistent billing for all appointment types.
Pricing Schedule Details
- Establish the rules the System uses to determine appointment cost.
- Can support multiple pricing strategies.
- Required for all appointment creation—appointments cannot be saved without one.
- Allow customization of pricing based on type, duration, or other criteria.
Click here for full details about creating/editing Pricing Schedules.
Troubleshooting & FAQs
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Why can I not create appointment timeslots during certain hours?
- Hours must fall within defined Facility Availability Hours unless the staff member has permission to override the daily schedule.
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Why does an appointment not display the name I expected in the Customer Portal/Mobile App?
- Display names come from the configured Services. Confirm that the appointment is linked to the intended Service and that the Service is named correctly.
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Why am I unable to save an appointment?
- The System requires at least one Pricing Schedule to exist before appointments can be saved.