Notifying Service Providers when a Guest is Ready for an Appointment

When a guest books an appointment for multiple services involving multiple service providers, they want to experience a smooth transition from one service to another. To ensure such appointments are smoothly driven at your center, coordination between service providers is crucial. Each service provider involved in the appointment must be aware of the guest’s availability in advance.

Zenoti offers the following set of features that work together to ensure the whole process is handled seamlessly:

  • Appointment statuses: 
    Once the appointment is booked, the front desk or therapist needs to change the status of the appointment for the following:
    • The guest checks-in
    • Service has started
    • Service is complete
  • Automated notifications:
    An automated email or SMS gets delivered when the guest checks-in (sent to the first service provider) and when the service is marked Complete (sent to the next service provider).
    Note: If all the services in the appointment are performed by the same service provider, a single notification is sent to the service provider as soon as the guest checks in for the appointment.  
    Read: Configuring Email/Text Notification for Appointment Check-in
    Read: Configuring Email/Text Notification for Appointment Completion
  • Visual cues: 
    The colors of the appointment blocks change according to their status, providing easy-to-identify visual cues of their current status.
  • Appointment log:
    This is useful to track the start and end time of the actual appointment (duration) as against the scheduled appointment time. Jump to: Viewing Appointment Log.

Updating the Appointment Status

  1. Open the appointment book and book an appointment for the services.
    The services get added to the appointment book against the time and therapist.

  2. Click the first appointment block in the series. Click Change Status and select Check In. All the services in the appointment change color and appear in Checked In status.
    Note: When you check-in one service appointment in the group, all the service appointments in the group change color and appear in Checked In status. This indicates that the guest has appeared for the appointments.

    Note: At this point, a notification is automatically delivered to the first service provider informing that the guest has checked in for the services in the appointment. The notification includes the appointment start time. Read: Configuring Email/Text Notification for Appointment Check-in.
    Example:
    A guest has booked an appointment for two services - service 1 and service 2 with Harry and Suzy respectively. Once the check guest appears for the appointment, the front desk changes the status of the appointment to Check-in. The first service provider (Harry) receives a notification that the guest has checked in for the appointment and is ready for the first service.
  3. Click the first appointment block in the series. Click Change Status and select Start.

    The appointment block color changes indicating that the service has started.


  4. Once the service is complete, click the appointment block, click Change Status, and then select Complete.

    The appointment block color changes indicating that the service has completed.

    Note: At this point, a notification is automatically delivered to the second service provider informing that the guest has completed the first service in the appointment and is now ready for the next appointment. The notification includes the appointment start time. Read: Configuring Email/Text Notification for Appointment Completion.
    Example:
    A guest has booked an appointment for two services - service 1 and service 2 with Harry and Suzy respectively. Once service 1 is marked Complete, the second service provider (Suzy) receives a notification that the guest is ready for the service 2.

  5. Steps 3 to 4 is repeated for every service in the appointment.

Viewing the Appointment Log

You can view the details of the appointment from the Appointment Log. Details such as guest check in time, service start time, and end time is displayed in the log. This is useful to track the start and end time of the actual appointment (duration) as against the scheduled appointment time.

To view the Appointment Log, follow these steps:

  1. Click the relevant appointment block on the appointment book.
  2. Click Show Appointment Log.

  3. The appointment log window displays all the details pertaining to the appointment.
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