Online Appointment Scheduling

 

Test drive now [go] or read about the features available:

Automatic e-mails

The system sends out automatic e-mails to both customers and the organization when certain events occur:

 

- When a customer makes an appointment
- When a customer cancels an appointment
- When an appointment is changed for a customer
- When a customer registers
- When a customer purchases a gift certificate
- A specified number of days prior to an appointment (sent to the customer)
- When a customer places themselves on the waiting list

 

You can create custom text for these e-mails and control whether or not the system sends them.
 

Flexible reporting

You can run appointment reports for a date range, a specific staff member, a specific customer, a specific service and more. You can export appointments to Excel or just run them as a standard HTML report. You can also save reports.

If you need to print a list of all of your customers and their data, you can do it any time.

Statistical, sales, loyalty, and many other reports are included.

Control how far in advance customers can schedule and cancel

You can control how far in advance you would like your customers to be able to book appointments (up to 2 years in advance). You can also set how close to the appointment time they are allowed to cancel their appointments.
 

Recurring appointments

Set standing appointments for your regular customers. Once you create a recurring appointment for a customer, you can handle each appointment separately. So, if a customer needs to cancel or change one of their appointments, they can do so.
 

Packages

If your business sells packages to customers, such as a package of 15 sessions, Service Provider lets both internal staff and your customers know the number of sessions they have left. The types of packages that can be set up are number of sessions, dollar amount, or flat monthly fee.
 

Outlook export

When an appointment is made in the system, the staff member setting the appointment can export the appointment to their Outlook calendar. The staff member associated with the appointment will also receive an e-mail with a Outlook calendar attachment. They can then easily click on it and add it to their calendar. Also, your customers can export their appointments to Outlook. They will receive the calendar attachment, as well, in their appointment confirmation e-mail. They may also log in at any time to see their current appointments, print them, or export them to their Outlook calendar.

Single appointment or multiple appointments per time slot

Most companies use a one appointment per time slot format. But, for some organizations, a multiple appointments per time slot arrangement is a better fit. An example would be a chiropractor who sees 6 patients between 8am and 9am. All of the patients can show up at 8am because the chiropractor can work with more than one patient at a time. Another example would be a tour company that sets up tours of 25 people at a time. If the tour started at 10am, the tour company would need the system to allow for 25 appointments at 10am. If you are unsure which is a better fit for your company, switching back and forth is simple and no data is lost.
 

POS (Point of Sale) module

The Point of Sale module allows you to enter sales transactions into the system. You can then run sales reports to track your sales (for the day, the week, or any time period you like). You can add both services and products (and tips) to a sales transaction. If you want to accept credit card payments directly through your POS system, there are various options. Of course, if you already have a credit card terminal, you can manually run the credit card and then just finalize the POS transaction once your obtain the authorization from your terminal. But, if you would prefer to process the credit card through the POS system, you can use PayPal, or you can go through the Service Provider (you would not need to set up a merchant account for this option and you can start using it immediately to accept Visa, MasterCard, Discover, or American Express), or you can set up your own on-line merchant account through us.
 

Allow customers to pay for appointments securely

If your business requires that customers pay for their appointments upon setting the appointment, the application provides this functionality. Similar to the POS system, there a couple options for accepting payment. In addition to the options listed above, an alternative is the "prompt but don't process" option. With this option, the customer is prompted to enter their credit card information, but it's not processed. The card number is validated and written to the customer's profile. An example of when this would be used is for a company that requires a credit card number be provided to "hold" an appointment. Many companies do this to help lower the number of no shows.
 

Room (resource) sharing

If your business has more staff than rooms (or other resources, such as equipment), the application can allow for sharing. When this is enabled, the system will make sure both the resource and the staff member are available when an appointment is being booked.
 

User access types

There are predefined user access types in the system. One of the types is a user that can only see their appointments when they log in. Another is a user whose primary purpose is to make, change, and cancel appointments. They have limited access to other parts of the system. This would be a receptionist or answering service person. Another type is the headquarters administrator. This user has access to everything in the system. If you have multiple locations, another access type would be for the manager of a location. They would be able to perform all system functions for their location, such as adding a staff member, adding services, and making appointments. But, they would not be able to access other locations.
 

Single or multiple locations

The application works great whether you have one location or multiple locations. Some the service provider's clients have hundreds of locations, while many others have one location. You only have to log in once and you can access all locations (if you are set up as a user type that can access all the locations). You can set your locations up to share values (such as your services) or function as stand-alone operations.
 

Staff sharing

If you have multiple locations and have staff that work at more than one location, you only have to set them up as a staff member once in the system. You tell the system at what locations a staff member can accept appointments. They can have a different work schedule at each location.
 

Use internally only or allow customers to schedule their own appointments

Many use the system for their internal appointment scheduling only; they don't open it up to their customers. All that is needed is an Internet connection to use the system internally. Other clients allow their customers to schedule their own appointments on-line.
 

Require log in or don't require log in

There are a couple ways to configure the part of the system that your customers see. You can require them to register before they log in. When they register, they assign themselves a login and password. They can then log in immediately and make appointments. You can also set it so that after they register, they must be activated by the company before they can log in and set appointments. The company is notified via an e-mail when someone has registered. The other option is to not require your customers to log in. You can allow them to view your open times and select an open time. Once they have done that, then they would be prompted for their contact information.
 

Events

The system allows you to set up one-time events or classes. These events occur on a specific date or dates. You can define the number of attendees allowed (or set it to not have a maximum number of attendees).
 

Appointment statuses

The system comes with some default statuses for appointments (scheduled, confirmed, completed, no show). You can add as many additional statuses as you like. Each status is color-coded, so you can quickly tell the status of an appointment when looking at your appointment schedule.

 

Here is a line item list of system features:

 

Appointments

Multiple appointments per time slot or one appointment per time slot
View schedules for multiple staff members at the same time
Make appointments for multiple pets/children at one time
Link to Mapquest for customer address
Add, change, or cancel appointments
Recurring appointments
View and update past appointments
Daily or weekly view
Colors on appointment grid change based on appointment status
View customer-entered notes while viewing or editing appointments
Enter customer or appointment notes while making or editing appointments
Automatic appointment confirmation e-mail sent to customer
Automatic appointment notification e-mail sent to staff member
Automatic appointment reminder e-mail sent to customer
Automatic inactive customer e-mails
Export to Outlook calendar
View and cancel blocked out times
Print individual appointments in a printer-friendly format
Add customer while making an appointment for them
Enter and track the cost of the service
Enter coupon codes
View attendee lists for events
User-defined reports for appointments
Output appointment information to Excel
View appointment reports for current and past appointments
Keeps appointment history for each client
View and edit customer, staff member, and pet profile information from appointment page
Create custom appointment statuses

Customers

Search for customers by last name, e-mail address, city, or phone numbers
Keep birthdays for customers
Keep payment information for customers
Add, change, or delete customers
Output customer information to Excel
User-defined reports for customers
Upload customer information from other databases
Assign customers to staff members
Send plain text or HTML e-mails to customers
Cycle through customer filters in a telemarketing format
Secure data transmission
View customer history
Create custom customer statuses
Set up and track how customers heard about you
Create and track different customer types
Maintain pictures of pets/children

Staff Members

Set up limited access staff members in the system, only allowing them to view their information
Staff member profiles
Individual work schedules
Individual days off
Individual blocked times for doctor's appointments, etc.
Assign services to staff members/restrict services from staff members

Services

Assign durations to services
Set up buffer times for services
Set up one-time events
Assign costs to services Disallow customers from seeing a service
Create add-on services with or without an added duration

Locations

Set up multiple locations
Allow locations to use the same values as the main location or use their own
Each location has its own open hours and staff members

Site Setup

Add custom text to the site
Customize site colors and text
Add custom pictures and logo
Use as a stand-alone site or as a link off an existing site
Choose from different layout styles
Use your own terms for key words in the system, such as using “client” instead of “customer”
Add an unlimited number of pages to your site
Customize all automatic e-mails sent by the system
Set up multiple locations

POS

Create products and inventory
Enter product categories
Decrements inventory when purchases are made
Override default price of products
Accept payment
Enter coupon codes
Accept payment for open invoices
Print receipt
Daily transaction reports
Transaction editing

 

Front End

Customer registration
Allow customers to make appointments immediately after registering or require approval
Customers can select a specific staff member or no preference
Won't show other scheduled appointments to customer
Displays a link to staff and service profiles
Customers can edit their contact information and change their password
Customers can add, change and delete pets/children
Make appointments for multiple pets/children at one time
Printable appointment confirmation in a printer-friendly format
Automatic e-mail confirmation
Customers can cancel appointments
Cancellation confirmation e-mail sent to customer
Cancellation notification e-mail sent to staff member
Secure log in
Control how far in advance customers can make appointments

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Online Billing & Scheduling

Online Client Billing & Revenue Tracking  

• Health Care Payments

• Accurate accounting practices for health care payments

• Online customer checkouts

  • Clients pay for specific type of service (tracks payments)

• Customized invoices

• Create your own service listing

  • Example: A Dental Office may include: Root canal, cavities, standard checkup, standard cleaning as well as product listings they sell

• Customized reports for tracking revenue

• Create reports

  • Analysis of your company based upon: store/clinic/office

  • Daily/Weekly/Monthly

• Generate mailing lists

• Print all invoices of patients that carry balances

• Integrates with client management

• Inventory control and Sales Management

• Sales Commissions (%)

• Searchable Financial Database

Although this application is designed for your business to publish and view financial information, it will not calculate EMPLOYEE HOURS, ACCOUNTS PAYABLES & INCOME TAXES.

Online Appointment Scheduling Software for Clients

• Multiple Locations With Corporate Level Access"

• Login Security/Multiple User Security Levels

• Multiple Appointment Calendars

• Online Scheduling Software for your staff or clients

• Login Security/Multiple User Security Levels

• Multiple Appointment Calendars

• Client Database

• Client Billing

• Online Client Forms

• Financial Reporting

• Quarterly Reports

• Daily Totals

• History (Dates/Times/Payments/Cancellations/No Shows)

• Appointment Status

• Patient Detail - (Address/Phone/Fax/Email/Notes)

• Web Accessible Enterprise Email Application

• Secure Access To Application From Anywhere

• HIPAA compliant

• Call Center for Technical Problems

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Online Event Registration & Management

Since there are many solutions available no single solution can be applied to all scenarios. The optimal solution/s can be recommended by us upon an interview/consultation session to determine your needs.

Some of the inherent benefits are:

• No More Data Entry with an Online Registration Software System. Instead of manually entering hundreds or thousands of paper forms into the computer each year, let the customers do the data entry for you. When a registrant completes the online registration, they are automatically sent a confirmation email packet designed to your specifications and their information is automatically entered into your database management software.

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