Setting up the Appointment Book as you like it
To get to the Appointment Book settings screen choose Menu - Admin - System - Configure then click the Appointments Tab then the Basic Settings Tab.
The appointment book can behave differently for different businesses and this screen allows you to make the changes necessary.
The following settings exist in the Basic Settings Tab. They are described below. Ticking them enables the feature, unticking them disables the feature:
- Show advanced view when booking appointment
It's recommended to tick this setting. It shows the "full" or "advanced" appointment booking screen with all options rather than the smaller, less feature rich booking screen.
- Order services in appointment booking by name
This will sort all the services in the appointment book by alphabetical ordering. A's at the top, Z's at the bottom. If you untick this, you can order the services numerically by adjusting the services numerical order value. You can read about adjusting Service numerical ordering here.
- Employees columns when not available all day place at far right
With this option ticked any employee that isn't booked to work that day in their schedule will have their column appear on the very right of the screen. The idea is it keeps them out of the way so you can focus on the staff members that are in. You can also have their column completely disappear when not in by clicking the Hide non rostered staff checkbox.
- Enable flashing appointment reminder
If a client is late you can have their appointment flash to let you know so you can either call them or mark them as a no show. Ticking this enables it.
- Recurring lunch break
If you have a business where the employees require a lunch break every day you can tick this option and it will create a lunch break each day for you at a time defined in the Employee's Appointment Book settings screen. Note that once you've set this up you can change the individual day's lunch break times. It essentially puts a lunch break down each day at the same time into the future and you're free to then go through and adjust them as needed.
- Enable appointment popup window
With this option selected you can "hover" your mouse over an appointment in the book and a popup window will appear with info like who booked the appointment, how much it will come to, what services they're having, if there are notes associated, etc. It's highly recommended and useful.
- Hide non rostered staff
With this option ticked any employee that isn't booked to work that day in their schedule will have their columnhidden. The idea is it keeps hide them completely so you can focus on the staff members that are in. You can also have their column move to the right of the page when not in by clicking the Employees columns when not available all day place at far right checkbox.
- Hide phone numbers in appointment book
This is a security setting so that client phone numbers are not visible to just anyone looking at the appointment book. Some businesses prefer this for security reasons, others prefer to see the phone numbers for ease of calling them without having to view the client card.
- Appointment popup delay
Adjust this (in seconds) to determine how long it takes to "hover" the mouse over an appointment before the appointment popup appears. Note you must have the Enable appointment popup window checkbox enabled for this to take effect.
- Appointment colouring method
By default Salon Swift has a subtle and modern way to draw the appointments in the appointment book. Use these options to change the way the appointments are coloured:
- None - Default, the normal Salon Swift method. Clean and minimalist.
- State - The whole appointment block is coloured in one big block of colour according to the state of the appointment (arrived, booked, confirmed, finalised, etc).
- Service - Each service can have its own colour. The whole appointment block is coloured in one big block of colour according to the settings in the Service settings.
Click on the Tagging tab under the Basic Settings tab to view these options. Tags allow you to "mark" or "tag" an appointment with business specific information when booking the appointment. The tags are little square blocks of colour that sit at the bottom of the appointment blocks and can be given any colour so they can be seen easily in the appointment book by the employees.
Examples of tags you may want include: special/good client, annoying client, walk in client, referral client, marketing specific client, etc. Each business has their own requirements.
To create tags:
- In the Appointment Tags group on the right of the screen, click on the first input grid in the Name column. Type the name of the tag.
- Click on the colour picker in the column to the right and choose the colour for that tag.
- Repeat as necessary for each tag you want.
NOTE: To save the tags you don't press the save button on the right, this is associated with tagging groups and is reserved for another conversation, instead, use the normal Save button on the very bottom left of the screen.
The third tab in the appointment edit screen is Colours. This area lets you choose custom colours when you've set the appointment colouring method to "State" (as mentioned above).
To adjust the colours and make them as you see fit simply choose the appropriate colour that matches the appointment type on the left column.
Please note: garish, or bold and bright colours are often hard on the eyes and can make the text hard to read. Choose colours that are subtle and easy on the operator if you do decide to choose custom colours.
Once you've setup all of your options, press the Save button on the bottom left and when you go back to the appointment book your changes will have taken place.