In your calendar, BetterHQ allows you to add your own non-client appointment types. By default, BetterHQ offers you Personal, Break, Leave, and Meeting as other appointment times for team members to use.
Using the other appointment type feature is a great way to clearly set breaks for your team members or even set weekly meetings. Differentiating between client appointment types and team-member appointment types will assist in organizing team member schedules.
For example, your business might want to add; In Service, Team Meeting, Client Debrief, and Client Handover. You can add any personal appointment type you want in BetterHQ.
To Add Other Appointment Types:
Go here
Or go to Settings > Calendar > Other Appointment Types
The 'Other Appointment Types' box is located on the bottom right-hand side of the settings page.
Click the red '+Add' button.
A new row will appear below the previously listed appointment types. Add the name of the new appointment type in the box.
Save
Once added, this new type will be available to select when making any other, non-client appointments in your calendar. 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 2 ways for Other Appointments:
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 Better Clinics, and select 'New Appointment' (this button has been placed here so you can always get to it quickly from anywhere!)
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).
Add Recurring Appointments
Better HQ allows you to book recurring appointments for personal appointments.
Once you click on the appointment time, the New Appointment pop will launch
Select Clinic Location (if applicable) Team Member (if applicable) > Type (of appointment – in this case Personal), Date, Time, Duration, Recurrence frequency and add Note if required.
Save
Editing Appointments
Go to the Calendar
Edit or reschedule appointments by clicking on the appointment and updating the details (Team member, personal appointment type, 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 the display
Click on Edit, edit the details of the appointment
Save
TIP: When editing reoccurring appointments, you can select either Edit Single Appointment Only or Edit All Reoccurring Appointments.
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 "Personal" or "Client" Appointments. You can block out times for personal breaks or meetings easily.
"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.
"Date" Use the date picker or manually enter the date in the date field.
"Time" Use the "Hour", "Minute" & "AM/PM" dropdowns to select the appointment time.
"Recurrence" You can create multiple recurring bookings at the same time. If one appointment, they 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.
"Note" 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.
You can then Save your appointment and it will now appear in your calendar.
More: Adding a Client Appointment.