Creating and Managing Services or Activities or Types of appointments
A service is given by a staff member to one or more clients, maybe with one or more resources.
Adding a Service
Navigate to the Dashboard at the top left corner of the screen, click on Settings, (if you have more than 1 location) select your location from the dropdown menu in the top middle of the screen, within the online scheduling settings select Services.
Click on Add Service to display the page where you can define your service.
When creating a new service, you have to name it (in one language or several). You can provide a description (rich-text) along with a price and a capacity.
The capacity is the maximum number of appointments that can be booked within a single timeslot. For instance, a yoga class has a capacity of 12 persons (ie: attendees, participants, seats), while a hair-dresser can only perform 1 haircut at a time.
You can define the place of service: the appointment's location. It can be:
- At the business location's address ;
- Over a phonecall ;
- Via videoconference (should you use a videoconferencing solution natively supported) ;
- At a custom defined location (eg: "At your home address").
Duration time & Buffer time
The service duration is mandatory. If the staff needs some time before or after the appointment (eg: preparation time, setup, transportation from one appointment to the other, cleaning time, report in the CRM update or simply a short break), you can block it as buffer time:
For hotels, you can enable the service as Overnight, so that it can be booked from one day to the other.
Staff & resources
The service will be performed by one (or one among several staffs) staff and may require one or several resources (eg: meeting room, car, medical kit, specific chair).
Click on Link staff members to define who can be assigned to this kind of appointment:
You can restrict the maximum number of appointments on a single day:
You can enable this service to be booked several times in a row (eg: two consecutive driving lessons):
You can determine whether a service can be booked from the public widget or only from the backoffice. You can also hide this service from the public widget while still referring to it via a GET parameters when sending out an emailing with a direct link for your clients to access the booking of this specific service:
You can define the validation workflow that should apply when this service is booked: automatic, validation by the manager or validation by the staff.
You can specify the external ID of this service to match it with its ID in your IT system (externalId). You can find back this information in the JSON property externalId from our API watchers. and rely on your own IDs to search across your objects through our API:
You can choose to duplicate an existing service:
If you want to give access to some ressources, you can also link resources to them:
This means each time a given service is booked, all resources linked to it will be booked as well. If for a time slot the total amount of any resource linked to a service is booked, the service will not be bookable in that time slot.
It is now possible to define resources required to perform the service (eg: meeting room, car, medical kit):
In this case, all resources will be booked along a scheduled event for this service.
You can illustrate the service with a picture:
Editing a Service
Navigate to the Dashboard at the top left corner of the screen, click on Settings, (if you have more than 1 location) select your location from the dropdown menu in the top middle of the screen, within the online scheduling settings select Services, and select any existing service you wish to edit. From here you can change things like the name, price availability, and duration of a service.
Creating Service Groups
You can group services, either to categorize them, and make their browsing easier. You can use groups to help your customers identify the services that are relevant for them. For instance:
- Two groups for an insurance company: I am not a customer, and I am a customer
- Three groups for a hairdresser: Women, Men, Children
Of course, you can apply this differently depending on your business requirements:
Navigate to the dashboard at the top left corner of the screen, click on Settings, (if you have more than 1 location) select your location from the dropdown menu in the top middle of the screen, within the online scheduling settings select Services, and click Groups next to List, and click on Add Group. On the services page, select Groups and click on + Add Group:
WARNING: When you create a group, all services that do not belong to a group will not be displayed in your widget. You will have to assign them to a group:
The group configuration simply consists of a name, a colour and a list of assigned services: