Appointment Book Settings

Settings available to: Owner role

This article provides the settings available for your Appointment Book and the description of each setting.

Navigation

Admin (organization level) > Organization > Organizations > Click Settings tab> expand Appointment Book.

Based on the changes you want to make, click the appropriate link:

Appointment Book Layout

Field name Description
Therapist By default, Zenoti refers to all employees as “Therapists” in the Appointment Book and Point of Sale (POS) window.

You can replace “Therapist” with any name you prefer.
For instance, you may want to call your employees “service providers”.
Appointment Book view Select the default view for your appointment book as follows:

  • By rooms: The appointment book displays the bookings made for each room on the selected date.
  • By therapists: By default, the therapist view is enabled. This displays appointments scheduled for each therapist on the selected date.

Note: You can toggle between the room view and therapist view in the Appointment Book, but you can set the default view here.
Appointment Time Slots Select the interval from when appointments can be scheduled.
Example:Select 15 minutes to allow scheduling of appointments in intervals of 15 minutes such as at 9 A.M, 9:15 A.M, 9:30 A.M, and 9:45 A.M.
Display therapists that are not scheduled for the day Select this checkbox if you want to display all therapists in your Appointment Book, including those who are on leave, weekly off, or special leave.
Clear the checkbox to display only the therapists scheduled as “working” for the day.
Show Job in Appointment Select to display the job for each therapist listed in the Appointment Book.

Example:

If a therapist is assigned the job of a Doctor, then the same appears under the therapist’s name in the Appointment Book.
Allow front desk to change display order of therapists By default, the appointment book displays appointments as per therapist schedule.
Select to allow front desk to sort the therapist display order in the Appointment Book based on the following:

  • Name
  • Job type
  • Custom sort
  • Schedule sort
  • Booking value sort

Note: From the center level, you can set up a default therapist order to show on your center’s appointment book from the Admin > Centers> Select center name > Settings > Appointment Book > Therapist Display Order.

To learn more about each therapist display order, read: How to Set Up the Default Therapist Display Order.

Clear the checkbox to prevent front desk from sorting appointments.
Show therapist filter Select to view the therapist filter in the Appointment Book.
This allows you to filter the list of therapists based on jobs or service tags (employees tagged to specific services).
Enable therapist preferred booking interval Select the checkbox if you want to enable the ability to set booking intervals of the providers as per their preference. Once enabled, you can specify the preferred interval for each provider in their employee details page.  To learn more about the setup, read: Set Up  Preferred Booking Intervals of  the Providers. 
Allow access to employee monthly schedule in Appointment Book

(Center level setting)

 Select if you want to view all employees monthly schedule right from the Appointment Book.

To be able to do so, navigate to Admin > Centers>  Select the center name > Settings > Appointment Book > Select Allow access to employee monthly schedule in Appointment Book

Appointment Info Panel Setup

The Appointment Info panel opens in the Appointment Book when creating or modifying an appointment. In this panel, you must enter the guest details and service information.
Based on the settings, both and the organization and center level, you can control how you want this panel to function.
For instance, you can allow certain fields to auto-suggest information as you type, search for guest information across centres, and display the total number of guest visits or spending at your center.

This section provides the settings available for the following functions in the Appointment Info panel:

Guest Information

Field name Description
Search for guests across centers When you are creating a new appointment for an existing guest, you can allow Zenoti to search for guests across all centers of your organization or across all centers of a Zone.

Select one of the following:

  • Organization: Select to search for guests from all centers in the organization.
  • Zone: Select to search for guests that belong to the same zone (a zone in Zenoti is a group of centers or business units. Zones are applicable to organizations that have multiple centers or business units).

Note: Once selected at the organization level, from a specific center level you can stop a center from accessing another center’s guest data. To do so, navigate to Admin (center level) > Centers > select the center name > Settings > Appointment Book > clear the Enable guest search across centers checkbox.

Tip: If you choose to select the checkbox, you can then select the ‘Allow guest search across centers by default’ checkbox (Admin (center level) > Centers > select the center name > Settings > Appointment Book). This will result in the ‘Across centers’ checkbox is selected by default in the Appointment Book.

Auto-suggest guest on hitting Enter By default, Zenoti auto suggests guest details while typing the guest details in the Appointment Info panel.

Select the checkbox if you want to limit auto-suggestion. Your front desk must type the details and press Enter to get a list of auto-suggestions.

Tip: Selecting this setting is useful if you are on a slow internet connection.

Note: At the center level, you can allow the search for guests across centers as a default option in the Appointment Book. To do so, navigate to Admin (center level) > Centers > select the center name > Settings > Appointment Book > select the Allow guest search across centers by default checkbox.
Show Guest Select any of the following to display in the Appointment Info panel:

  • Total spent: Shows the total amount spent by the guest till date.
  • Total visit: Shows the total number of visits the guest has made to your center.

Service Information

Field name Description
Auto-suggest service name on adding a service to an appointment Select to show a text box to type in the service name. Zenoti auto-suggests service names as you type and you will need to select the desired service from the suggestions.

Clear it to show services in a drop-down list. You can select the desired service from the list.
Note: You can enable or disable this setting for specific centers. To do so, navigate to Admin (center level) > Centers > select the center name > Settings > Appointment Book > select or clear Auto-suggest services name checkbox.
Show product and service variants in Appointment Book and POS By default, product and service variants can be searched directly in Appointment Book and POS window.
Clear this checkbox to prevent listing variants and to display a pop-up box for variant selection on selecting main service or product.
Allow multiple service selection when booking an appointment Select to allow selecting multiple services.
When selected, a “Book Multiple” link is shown in Appointment Info pane. Clicking the link displays the category and sub-category of all services.
Clear to allow appointment booking for single services.
Change Service Time in Appointment Allow or prevent your front desk staff from extending or limiting the service in the Appointment Book.

Select one of the following:

  • Allow: Select to allow your front desk to edit the service time (extend or limit the appointment booking block on the Appointment Book).
  • Warn: Select to display a warning message while editing the service time.
  • Block: Select to prevent front desk to edit the service time.

Therapist Information

 

Field name Description
Double-booking for Therapists Select one of the following:

  • Allow: Front desk can book the therapist for multiple services simultaneously.
  • Warn: Front desk will get a warning while booking multiple services for a therapist.
  • Block: Does not allow front desk to book multiple services for a therapist.
Show alert when double-booking guests Select to shows an alert when a guest’s appointment is overlapping with another appointment. The front desk staff is promoted to confirm if they want to continue with the appointment booking.
Appointment Booking Outside Therapist Schedule Hours Once you set up your employee schedules, you can select any of the following while booking an appointment that may fall outside the therapist’s schedule:

  • Allow with authorization: Select to enforce authorization when booking appointments during a therapist’s non-scheduled hours.Example:

If a therapist is scheduled between 9 A.M and 6 P.M, and you are trying to book an appointment with the therapist for 6:30 P.M – you can enforce that a manager or a supervisor must authorize the appointment.

This would also apply when you reschedule appointments, and the therapist is not scheduled to work during the new appointment time

  • Warn: Select to display a warning to the front desk that the appointment is beyond the therapist’s working schedule.
    If selected the following message displays in the Appointment Book:
    Betty S is not working at the mentioned time. Do you want to add the appointment?
  • Block: Select to prevent booking appointments after the therapists work schedule. The front desk must select another time or another therapist to perform the service.
Enable confirmation for therapist request type If you enable this setting,  the front desk is prompted to change the Request type to ‘Specific’ if the Request type is set to Any, Male or Female so as to not miss out on any requests from guests where they requested for a ‘specific’ provider.
This way, your providers do not lose out on commissions and other bonuses that they are entitled to when a guest asks for a ‘specific’ provider.

Managing Appointment Notifications

 

Field name Description
Send Appointment Reminder Define when your guests should be reminded of upcoming appointments.

Select one of the following:

  • Previous day at: Select to send the reminder one day prior to the appointment booking date. Select the time you want the reminder to go out.
  • Morning of appointment at: Select to send the reminder on the morning of the same day as the appointment. Select the time the reminder should go out.
  • Minutes before appointment time: Select to send the reminder few minutes before the appointment (on the same day). Enter the time.
    Note: To turn-on the notification and customize it, read: Configure Email and Text Notifications for Appointment Reminders
  • Send reminder immediately:  Select this option to specify if a notification reminder should be sent immediately to a guest in case the guest takes an appointment that falls outside the above appointment reminder criteria.
    Example: If you specify an appointment reminder to be sent 120 minutes before the appointment time, and if a guest takes a new appointment that is set to begin 60 minutes from now,  if you have not configured this option, the guest will not receive an appointment reminder.
    If you have selected the send notification immediately option and have specified 90 minutes in this field, if a guest takes a new appointment that is set to begin 60 minutes from now,  the guest will receive an appointment reminder.
Send Appointment Confirmation Define when you want to send an appointment confirmation message to your guests.

Enter the time (in minutes) when the reminder should go out prior to the appointment booking time.

Example: If an appointment is booked for 17:00 PM, then the notification to confirm the appointment is sent out at 15:30 P.M.

Manage Appointment Modifications and Appearance; Prevent Deletions of Appointments

 

Field name Description
Enforce comments on void, cancel, no show or deleting an appointment Select to enforce entering comments as mandatory when making an appointment as void, cancel, no show or deleting an appointment.
On the Appointment Book, a dialog box appears asking the front desk to enter the reasons. The comments entered are shown in the guest’s profile > Appointment tab.
Appointment Color Assign a custom default appointment color for all your appointments.
Click inside the Appointment Color field and select a color.Note: This color applies to appointments that:

  • Do not have an assigned color for the service selected – that is no custom color for service category or subcategory exists.
  • Do not have a custom color assigned to the appointment category.

Read: Assigning Custom Color Codes for Appointments
Appointment Text Color Click inside the Appointment Text Color field and select a text color.

Tip: While selecting the appointment text color, select a color that shows up against the background color selected.
Note: This color applies to appointments that:

  • Do not have an assigned color for the service selected – that is no custom color for service category or subcategory exists.
  • Do not have a custom color assigned to the appointment category.

Read: Assigning Custom Color Codes for Appointments
Allow booking and voiding appointments in the past Select to be able to enter a past appointment in the system, reschedule or move a past appointment to another date, or clear the transaction data of a past appointment from Zenoti (void).

Clear to enable booking of appointment for the current date and a later date. Past appointments can be moved or updated to any time on the scheduled date only.
Lock Financial Data Various transactions in Zenoti can be edited and back dated by administrators – such as register closures, purchase order creation, raised, and delivery dates, and employee attendance for past dates.

You can put a restriction on a date such that no backdating or editing of transactional data can happen before the set date or days.
Note: No center in the organization can make changes to transactional data before the defined date or days.

Select one of the following:

  • From: Select a date from the calendar.
  • Before: Enter the days before which no backdating or editing of transactional data can happen.
Allow appointment deletion only upon authorization if product consumption data is entered or service custom data is filled Control the ability of the front desk from deleting those appointments for which product consumption details or service custom data have been entered. To do this, you can enforce authorization, by turning this organization level setting.

 

See Also

Managing Organization Settings