Assigning Multiple Therapists to a Service

Overview

Zenoti allows you to assign multiple therapists to a service to help you utilize the therapist's time, room, and equipment better.

A few services such as hair coloring services are done in a particular sequence. For example, washing the hair, applying hair color, waiting for the color to take effect, and finally, washing the hair again. Typically, in the industry these three stages or segments are called the start time, processing time, and finish time.  

Example: A hair coloring session that takes 1 hr 30 mins may be set up in the application in three segments as follows:

  • Segment 1- Start time: 45 mins (Hair wash and hair color)
  • Segment 2 - Processing time: 30 mins (Wait time)
  • Segment 3 - End time: 15 mins (Hair wash)

A junior stylist could use the start time to do the hair wash to cover the first segment of the appointment. Another hair specialist may take up the actual applying of the color, covering the second segment, while the first stylist may return to do the hair wash at the end.

In this way, multiple therapists or stylists need to be booked for the same service – but the guest, the therapist, and the room are not engaged for the entire 1 hr and 30 mins. 

To facilitate the best utilization of resources such as therapist time, room bookings, and guest’s time too, Zenoti allows you the flexibility to split up services into segments so that on the Appointment Book, the middle segment (wait time or processing time) is freed up and can be used to book another quick service. 

The guest can use this wait period to avail of some other quick service (that is not hair related) such as a manicure, pedicure, or a mini-facial. This way, the start and end time for the appointment are blocked, while the middle segment of the appointment is freed up allowing the guest to make the best use of her time.

Table of Contents

Before you Begin

To be able to book multiple therapists for a service, you must first set up a service with segments. This allows you to book different therapists for different segments of the same service. Once you are done with this set up, you can book guests for these services from the Appointment Book.  

To set up multiple therapists for the same service: 

  1. Ensure you select the Organization view.
  2. From the main menu, click Administration.
    The Admin Dashboard appears.
  3. Expand Resources and click Services
    The Manage Services window appears. 
  4. Click Add.
    The Create Services window appears.
  5. Create a new service. 
    In the General tab, enter details such as Service Name, Service Code, Description, and Service Time.
    Example: Hair Color Smooth with a Service time of 1 hr 30 mins. 
  6. Click Save.
  7. Enter or select details in the other tabs as required. Learn more: Creating a Service.
  8. Click Finish.
    The new service is created. 
  9. Locate the service you just created.
    Tip: Use the Search option for quick results.
  10. Click the name of the service you just created.
    The Edit Service window opens. Notice the option for Service Segments becomes available.
  11. Click Define Service Segments
    The Service Segments screen appears.
  12. Enter a name for the segment. 
    Example: Segment 1: Hair Wash, Dry
  13. Select the time taken for the segment. 
    Example: 45 mins
  14. If a segment reflects processing time, select the check box This segment reflects processing time.
    Example: From the following screenshot, we can understand the following details about this service:


    Field - Description table:

    Segment Name Processing Time Time  Order
    Segment 1 -Hair wash, Dry, Color

    Displays No.
    This means that:

    • This segment has no free time (processing time).
    • The check box This segment reflects processing time is not selected. 
    This segment takes 45 minutes to complete. This segment is first in the sequence. 
    Segment 2 - Wait time

    Displays Yes.
    This means that:

    • This segment has no free time (processing time).
    • The check box This segment reflects processing time is selected. 
    This segment has 30 minutes of wait time which the guest can use to avail other quick services. This segment is second in the sequence. 
    Segment 3 - Hair wash, Dry

    Displays No.
    This means that:

    • This segment has no free time (processing time).
    • The check box This segment reflects processing time is not selected. 
    This segment takes 15 minutes to complete. This segment is third in the sequence.
  15. Click Save
    The service segments are saved. The Appointment Book shows a gap in schedule for such an appointment for the segment that reflects processing time. Guests can use this gap to avail short, quick services such as a manicure or pedicure.

To book a service with multiple therapists:

  1.  On the appointment book, click an open slot, and click New Appointment.
  2. Use one of the following options to book a guest's appointment:
  • If a guest record exists in the application, enter either the mobile number, first name, or last name of the guest, and select a matching record from the list of suggestions.
  • If the guest record doesn't exist in the application, enter the following mandatory guest details to create a new guest record:
    • Mobile number 
    • First name 
    • Last name 
    • Gender

Note: The First name and Last name fields are always mandatory. You can choose to make Gender, Email, and Referral source fields mandatory from the Organization Settings (ADMIN > ORGANIZATIONS > SETTINGS > GUESTS).

  1. In the Service section, start entering the name of the service (with segments) and select a matching record from the list of suggestions.
  2. Click Add Service
    The service appears in the Appointment Info panel with details such as the price, the stylist or therapist, and the scheduled time. 
  3. Click Save.
  4. The appointment appears with two segments and a gap in between these two segments on the Appointment Book. See the screenshot below. 
    Tip: The gap indicates the waiting time or processing time - a guest can use this time to avail of another quick service.  
    Drag and drop the appointment segments to different therapists or stylists as required. This ensures that the application books specific segment time slots for a given therapist or stylist.  
    Example: In the below screenshot, you could drag any of the segments against a required stylist or therapist. 
  5. Once the guest avails the services, proceed to process payments as you usually do. Learn more: Taking payments
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