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Several payment methods for the same appointment

Calendarspots.com allows you to account for customers who pay portions of their bill using  different payment methods. Learn how you can track bills split among various payment methods in the guide below.

Enable Multi-Option Mode

Double-click the appointment you want to update and select the Payments Tracking tab.

Next to the Payment Method, click on Activate Multi-Option Mode.

A column will appear next to each of the payment methods. Check the payment methods and indicate in the box the amount for each method.

Once you selected the different payment methods used, click the Update button to save your changes.

 

 

 

Waiting room management

The pandemic has brought about several new procedures, particularly in relation to the management of the waiting room.

Calendarspots.com offers you a new option to better coordinate the arrival of clients for their appointments.

The Check-In field allows you choose from several statuses from the Registration menu in the appointment box.

This can help you keep track of your appointments, and make sure your staff and customers have enough time between arrival/departure to clean a work area.

 

Special message to customers during the health crisis

Since the Legault government announced the gradual resumption of commercial activities, companies have been planning a return to work. Many procedures will need to be put in place to protect customers. Calendarspots.com is doing its part with a new feature to support you in this task.

It’s now easier to communicate special procedures to customers with the “global message” option.

Where does the global message appear?

This important message will appear in appointment confirmation emails and reminders. Soon, the message will also be added to the portal after an appointment has been made and will be available for consultation via text message reminders.

The message will apply to all reserved services or workshops.

What does the overall message look like?

To attract attention, your personalized text will appear in a blue box followed by an icon with an exclamation mark.

This message will be placed above the confirmation and cancellation buttons (if reminder email).

As space is limited, you can insert a hyperlink to an external site with more details.

How to use the global message?

This feature is very flexible and can be used to :

  • advise your client to cancel their appointment if they have symptoms of COVID-19, have tested positive for COVID-19, or have been in contact with a carrier or possibly a carrier.
  • inform about the procedures to be followed upon arrival of the appointment.

How to program the global message?

You have to go under Settings-Messages and scroll to the bottom of the page to program your special text. Remember to save your changes after typing out your global message.

Multi-location module

Did you know that it is possible to add the multi-location module to all our plans for only $ 5 per month, even to the Solo plan?

In addition, our Pro plan includes up to 5 locations at no additional cost.

This option is particularly interesting for self-employed workers who travel to several sites, or who also work a few days from home.

It is also a popular option for companies with multiple business addresses or franchises.

Why the multi-location module?

This module allows you to display several business addresses on the appointment booking portal and on the agenda. The customer chooses the desired location and then only sees the services, employees and availability specific to that location.

Also possible to show only a few locations publicly and hide other locations. For example, for those who work with a small clientele from home.

Additionally the multi-location module allows you to :

  • Program a separate schedule per employee, per location;
  • Limit the access of certain users to specific locations;
  • Choose whether or not to publicly display one or more addresses;
  • Associate a name with the address ex. Carrefour Laval or Clinique ABC;
  • Display the address of the selected site in automated reminders;
  • Display the appointment address for electronic receipts.

The multi-location module costs less than several combined subscriptions and makes it possible to centralize managing appointments and clients with simple and fast access!

 

 

Update for users of the multi-location module

The multi-location module allows an organization with multiple sites to manage appointments both centrally and by individual locations.

The account holder can limit a user’s access to one or more locations.

UPDATE

From now on, when the access of a receptionist or a manager is limited to a site but one of his employees works at several sites, the receptionist or the manager will see a gray block (no customer information) on the agenda which denotes an appointment fixed for this employee at a site to which he does not have access.

The multi-location module (up to 5 sites) is available at no additional cost with the PRO package; or for just $ 5 more per month with other plans.

For any questions about the multi-location module, contact support@calendarspots.com

SOAP and other consultation forms

Calendarspots.com allows you to configure and electronically store personalized forms such as initial assessments and consultations of your patients. Here is an overview of how this module works.

Completing the form from the agenda

  • Double-click the appointment box to open it and select the “customer file” tab on the left.
  • A window will appear with the list of all the forms already completed for this customer, if applicable.
  • At the bottom of the box, there is a drop-down menu with the different template forms available (eg initial assessment, consultation, etc.). Select the desired template and click on the link right next to Add a form.
  • The form will appear on a new page in your browser and can be completed on screen. Warning: Make sure you accept pop-ups, otherwise the form will not be visible.
  • After completing the form, click Save.

Completing the form from the customer database

  • Double-click the appointment box to open it and select the “customer file” tab on the left.
  • A window will appear with the list of all the forms already completed for this customer, if applicable.
  • At the bottom of the box, there is a drop-down menu with the different template forms available (eg initial assessment, consultation, etc.). Select the desired template and click on the link right next to Add a form.
  • The form will appear on a new page in your browser and can be completed on screen. Warning: Make sure you accept pop-ups, otherwise the form will not be visible.
  • After completing the form, click Save.

Navigation and shortcuts

By completing the form, a table of contents will allow you to jump from one section to another more quickly. You can also consult a previous form for the same client.

To enable forms on your account, please contact us at support@calendarspots.com.