You can have both client & personal appointments in your BetterHQ calendars. This post is about Client Appointments. Learn more about Other Appointments.
BetterHQ supports one-off, recurring, single-client, or group appointments. Adding these appointment types are all done from the appointment pop-screen.
Add an Appointment
First, you need to launch the New Appointment popup, this can be done 3 ways:
Head to the Calendar, click on the time of date (week/month view) or time (today/day view) that you would like to make the appointment.
Click on + toggle on the bottom right-hand corner of BetterHQ , and select 'New Appointment' (this button has been placed here so you can always get to it quickly from anywhere!)
Client details screen - if viewing a particular client's details, you can launch the new appointment pop-up from 'Create Appointment'
Tip: You can schedule an appointment using steps 1 and 2 without allocating a client! Simply fill out the appointment details (date, time, type, team member) and click save. This is often helpful for setting out your team members' days and ensuring hours are filled appropriately.
Once the appointment pop-up has been launched, complete the details on the form, 'Save' appointment and you're done! (See Definitions below for further details).
In the appointment pop-up box, BetterHQ will notify you if the appointment time selected or duration clashes with an appointment or class that has been previously scheduled. Suggested alternate appointment times will appear in red for you to choose from.
Add Recurring Appointments
BetterHQ allows you to book recurring appointments for your regular client(s).
Once you click on the appointment time, the New Appointment pop will launch
Select Clinic, Team Member (optional), Appointment Type (client) and product.
Select the 'Recurring' checkbox.
From the first dropdown menu, select whether the appointment is to occur ‘Daily’, ‘Weekly’, ‘Bi-weekly’, ‘3-weekly’, ‘4-weekly’ and ‘Monthly’.
From the second dropdown menu, select how many times you would like the appointment to occur.
Once you have set the recurrence or this appointment, complete the other details for the appointment and Save.
Schedule an Appointment Reminder
BetterHQ allows you to schedule multiple reminders for your appointment with various template options.
Once you click on the appointment time, the New Appointment popup will launch
Select Clinic, Team Member (optional), Appointment Type (client), and product.
Select the 'Reminder' checkbox. If enabled a reminder will automatically be sent using the selected message type, template, and time before booking.
Select whether you would like the reminder sent as an SMS, Email, or Email & SMS. Emails are delivered to the client's email address you have on file. SMS is sent to the mobile number you have on file for that client.
Select a reminder template from the first dropdown menu.
Select whether you would like the reminder sent before or after the appointment from the second dropdown menu.
Select the hours and minutes before/after you would like the reminder to be sent using the third and fourth dropdown menus.
Select the '+' on the right-hand side to add another reminder and fill in the corresponding details.
Once you have set the reminder for this appointment, complete the other details for the appointment and Save.
Editing Appointments
Go to the Calendar. Edit or reschedule appointments by clicking on the appointment and updating the details (Team member, date, time, product) Or you can drag the existing appointment to the new date and time, and click. You will be asked to confirm the change of appointment time.
To edit or reschedule an appointment
Click on the appointment in the calendar you would like to edit
The Appointment Summary pop-up with a display
Click on Edit, edit the details of the appointment
Save
TIP: When editing reoccurring appointments, you can select to either Edit Single Appointment Only or Edit All Reoccurring Appointments.
Add a New Appointment Type from the Appointment Pop-up Screen
Launch the appointment pop-up screen.
Complete the appointment details.
When selecting the appointment type from the dropdown menu, select the last item named 'Add Appointment'.
The product details page will launch. Complete the new appointment details.
Save. You will then be re-directed back to the appointment pop-up screen to complete your booking.
Add a Waitlist item from the Appointment popup
Launch the appointment popup
Click 'Add from Waitlist' in the top right hand corner
Select the client from the waitlist and click 'Add to Appointment'
The details you entered when adding the waitlist will be pre-filled to save you time. Confirm the details, make any changes you need (e.g. date and time)
Save
The appointment is now added to the calendar and the Waitlist item is removed from your Waitlist.
Duplicate an Appointment
There are multiple ways to duplicate an existing appointment:
Launch the Pay/Invoice screen
Complete the payment details
Select 'Rebook' to pay and rebook the appointment.
On the calendar page, select the rebooking date and time to create the new booking. All appointment details including the appointment type and client will be carried over.
OR
Select a pre-existing appointment to launch the appointment details.
Click 'Rebook'. The button is in line with the Pay/Invoice and Edit button.
On the calendar page, select the rebooking date and time to create the new booking. All appointment details including the appointment type and client will be carried over.
Definitions (a bit more on the details)
"Team Member"
Select the team member you are booking. Simply select the staff member who will be covering this appointment.
"Type"
Select between "Other" or "Client" Appointments. You can block out times for breaks or meetings easily
"Product"
Better Clinics links your appointments to your products to create some pretty neat reporting and automation. When you add an appointment type product to "Products" it will be available here for you to choose. It will then auto-populate the duration and price for you, and enable you to track product popularity, revenue and other insightful pieces of information. You can also select Appointment Packages here too.
"Colour"
Use booking colours to differentiate between practitioners or types of bookings, it's up to you. When setting up team members you can choose a default colour for the calendar.
"Appointment duration"
You can put how many hours or minutes the appointment is going to last by choosing from the dropdown.
"Date"
Use the date picker or manually enter the date in the date field.
"Time"
Use the "Hour", "Minute" & "AM/PM" dropdown to select the appointment time.
"Recurrence"
You can create multiple recurring bookings at the same time. If one appointment, the have Recurrence Off, if you want to set more than one appointment select how regularly you want the recurrence to happen, either daily, weekly, bi-weekly or monthly.
"Description"
This is not a mandatory field but is handy if you have notes that you want to add to the booking, want to record the practitioner, or any number of comments.
"Send Reminder"
We've built in automated reminders. You need to set up your reminder templates in "Settings > Messaging > Templates". These message templates allow you to customise automated messages (Email and SMS) to your clients at a pre-determined time.
To set auto-reminders choose your template (e.g. Friendly Client Reminder), select time before that you would like to message to go out to your client and then finally select the type of reminder method (SMS or Email). The reminder will be sent automatically, you don't need to do anything further as Better Clinics will look after this for you.
You can set up default reminder options in Settings > Messaging > Auto Reminders and scroll down to the Default Reminder Settings pod. If you set this then every time you make a booking these reminder setting will automatically be set.
"Client"
Simply browse and select the client for the appointment, once selected the client will appear in the green box below. Add as many clients as you wish for this booking. All selected clients will appear in the appointment box on the calendar page. You can remove clients from the booking by clicking on the red cross.
If you have selected a Package Appointment in the Product selection, then the remaining number of sessions a client has left for this package shows in blue brackets in the client list. When you add this client to the appointment (And they appear in the green box below) the session, number will reduce by 1. If however, you delete the client from the green box, the number of sessions left for this client will increase by one. Once a client has used up all their sessions for a package, adding the client again, will create a new sale for another series of sessions and the countdown will continue again.
"Status" This allows you to track your appointment status. If you are yet to confirm your client appointment (set as "Pending Confirmation", if confirmed (set as "Confirmed") and then when you have completed your appointment you need to update the appointment status to "Completed". This will update all reporting in Better Clinics.
You can then "Save" your appointment and it will now appear in your calendar, click Save & Pay and this will take the user through to the Record Payment screen.
Tags: Add appointment, add client appointment, add a booking, add client booking