Assigning Custom Color Codes for Appointments

Note: The Zenoti system comes with a number of default standard icons and color codes to help you identify important information about appointments. To learn more refer to Appointment Book Standard Colors and Icons. This article provides instructions on creating custom colors for specific appointments.

Table of Contents

Overview

Color codes on your appointment book act as visual cues to help identify specific appointment types at a glance. You can create an appointment book view with custom color codes based on memberships, appointment category, and service category. For instance, you can mark a VIP guest appointment in red, mark specific membership appointments as blue, or show all your hair related appointments in brown.

You can create a customized appointment book view by assigning custom colors for the following categories:

  • Appointment category: Appointment category custom color is used in the following two ways:
    • Assign a custom color to an appointment category and link it to a membership. This will assign the color automatically to all guest appointments holding that membership.
    • Appointment category can be assigned manually to an appointment to call attention to a guest’s visit. For example, if a guest is a VIP, or has special needs, the front desk can apply the appointment category manually to indicate that some special attention is required.
  • Service Category and service subcategory: Assign a custom color to each service category or service subcategory. This is an ideal way to differentiate services at a glance on your appointment book. For instance, you may want all body treatment service appointments to appear in a certain color on your appointment book.
  • Assign a default appointment color to appointments: Assign a default color to appointments that do not have an associated appointment category or service category custom colors assigned.

 Note: You cannot customize colors for status changes in appointments. The colors you assign for appointment types will precede over the standard system colors applicable. For instance, if you customize all hair related service appointments to appear in yellow color, then the appointment block will remain in yellow even if the guest status is new, checked-in, confirmed or paid. You will need to toggle to the standard color view to glance at appointment statuses.
 

Zenoti Order of Assigning Custom Colors to Appointments

The Zenoti system follows the below order while assigning custom colors to appointments:

  1. Appointment category assigned manually to an appointment: If you have manually assigned an appointment category to the appointment, the system applies the custom color assigned to the appointment category to the appointment block. This color precedes over any other color customized at the organization level.
  2. Membership appointment category: When you book an appointment, the system checks if the guest is a member and applies any appointment category color assigned to the membership.
  3. Service category and subcategory color: If none of the above two apply, then the system checks if a color is assigned to the service subcategory or category. This color precedes over the default customized appointment color set at the organization level.
  4. Default custom appointment color: If there is no service subcategory or category color assigned, the system uses the default custom appointment color assigned at the organization level. 
     

Customizing Colors for Appointment Category

Your Zenoti software helps you color code specific appointment categories which calls attention to certain appointments. To assign a color to an appointment category in the appointment book:

  1. Ensure that you are at the Organization level.
  2. Click the Admin tab.
  3. In the Admin Dashboard, go to Categories > Appointments.

  4. In the Manage Appointment Categories page, click the appropriate appointment category Name.
  5. In the Edit Appointment Category page:
  • Click in the Appointment Color field and select a color for the appointment block.
  • Click in the Appointment Text Color field and select the color for the text to appear in the appointment block.
  • In the Category Preference Order field, enter the order of preference for this appointment category. For instance, if the guest has two memberships with different appointments categories assigned, then system will display the appointment color based on the Category Preference Order provided in this field (lowest number first).
  • Select the Override Appointment Color check box, to override any other settings for the selected service. For instance, the guest has booked an appointment for hair treatment service which has a service category color assigned to it. Enabling this check box will instruct the system to override the service category or subcategory color.
  • The Active check box is selected by default for new categories. Clear this field to prevent the category from appearing in the Appointment Category drop-down list while creating the appointment.

  1. Click Save.

Manually Applying an Appointment Category for an Appointment

To call out attention to specific appointments, apart from member or service appointments, you will need to manually add the appointment category to the appointment.

Note: This action will override all other custom colors assigned to categories at the Organization level.

To manually add an appointment category:

  1. Open the guest Appointment Info panel by adding or modifying an appointment from the appointment book.
  2. Click the Appointment Category drop-down and select the appropriate category.
  3. Click Save.
    The appointment block reflects the color of the appointment category selected.

Assigning Appointment Category to Memberships

To assign color to member appointments, you must first create an appointment category, assign it the desired color, according to the instructions in Customizing Colors for Appointment Category, and then assign the category to the membership.

Example:
You have an existing membership named “Annual Membership” and all guests who have purchased this membership should receive VIP treatment on availing any service at your center. Appointments booked for such guests must be marked in red color to indicate that special attention is required. To achieve this, you must do the following:

  1. Create an appointment category named VIP. You can create this from the Organization level -> Admin tab -> Categories -> Memberships.
  2. Assign an appointment color to the category according to Customizing Colors for Appointment Category.
  3. Go to the membership named “Annual Membership” and assign the appointment category to it.
    Once completed, appointments booked for guests holding the membership will automatically appear in red color on your custom color code appointment book view.

To assign appointment category to a membership:

  1. Ensure you are at the Organization level.
  2. Click the Marketing tab.
  3. On the Marketing Dashboard, go to Memberships > Memberships.
      
  4. In the Manage Memberships page, select a membership by clicking the membership Name.
  5. In the Edit Membership screen, click the General tab.
  6. Scroll down to the Appointment Category field and select the appropriate appointment category from the drop-down list.
  7. Click Save at the bottom of the page.

Customizing Colors for Service Category and Subcategories

You can assign a custom color to each service category or service subcategory in your software. This is an ideal way to differentiate services at a glance on your appointment book. For instance, you may want all body treatment service appointments to appear in a certain color on your appointment book.
Note:  If you assign colors to both the category and the sub category of services, the color assigned to the service sub category appears in the appointment book.

To assign a custom color for a service category or subcategory:

  1. Ensure you are at the Organization level.
  2. Click the Admin tab.
  3. In the Admin Dashboard, click Categories > Services.
  4. Click a service category or subcategory.
  5. Click the Appointment Color field, and select a color.
  6. Click in the Appointment Text Color field, and select a color for the text that appears in the appointment block.
  7. Click Save.

Assigning a Default Appointment Color to Appointments

You can assign a custom default appointment color for all your appointments. This color applies to appointments that:

  • Do not have an assigned color for the service selected - that is no custom color for service category or subcategory exists.
  • Do not have a custom color assigned for the appointment category.

To assign a default appointment color to appointments:

  1. Ensure that you are at the Organization level.
  2. Navigate to Admin > Organization > Organizations.
  3. Click the Settings tab.
  4. Expand Appointment Book.
  5. Click inside the Appointment Color field and select a color.
  6. Click inside the Appointment Text Color field and select a text color.
    Note: While selecting the appointment text color, select a color that shows up against the background color selected. 
  7. Click Save.

 See Also:

Creating Categories and Sub Categories for Services

Appointment Book Standard Colors and Icons

Toggle between Standard Color mode and Custom Color Mode

 

 

 
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