Here are some of the key features of our system. Appointments Online is functionally rich and has too many features to list, so if you don’t see a feature you need for your business, be sure to ask.
The system sends out automatic e-mails both to customers and to your office when clients make, change or cancel an appointment. Reminder e-mails are sent to the client a specified number of days prior to an appointment. Text for these e-mails can be customized and you can control whether or not the system sends them.
A variety of reports are available with Appointments Online. These include appointment reports for a date range, a specific staff member, a specific customer, a specific service and more. Reports can also be exported to Excel.
Control how far in advance customers can book or cancel
Control how far in advance clients are able to book appointments (up to 2 years out). The minimum time that clients can cancel the appointment can also be adjusted.
Create recurring appointments for your regular clients. Once you create a recurring appointment for a customer, you can handle each appointment separately.
E-mail notifications from Appointments Online can include Outlook calendar attachments, which allow staff and clients to import the appointment into their Outlook calendar, which in turn can be synchronized with a PDA.
Single or multiple appointments per time slot
Most companies use one appointment per time slot; however, some businesses need to book multiple appointments per time slot. Appointments Online gives you the flexibility of having both.
Example 1: A chiropractor sees 6 patients between 8 a.m. and 9 a.m. All of the patients could show up at 8 a.m. because the chiropractor can handle more than one patient at a time.
Example 2: A tour company sets up tours of 25 people. With each tour starting on the hour, they would need the system to allow for 25 appointments for each time slot (i.e., 25 at 10 a.m., 25 at 11 a.m., etc.) If you are unsure which is better for your business, changing back and forth is simple and no data is lost.
Room (resource) sharing
If your business has more staff than rooms (or other resources, such as equipment), Appointments Online can allow for sharing of these. When this feature is enabled, the system will ensure that both the resource and the staff member are available when an appointment is being booked.
There are four predefined staff access types in the system:
- Location user: Users that can only see their own appointments when they log in.
- Call centre user: Users whose primary purpose is to make, change and cancel appointments. These users have limited access to other parts of the system. An example of this would be a receptionist or answering service.
- The headquarters administrator: This user has access to everything in the system and can add/remove optional features,
- Location administrator: This would be able to perform all system functions for their location, such as adding a staff member, adding services, and making appointments. However, they would not be able to access other locations.
Appointments Online works great whether you have one location or multiple locations. With multiple locations, you only have to log in once to access all of your locations and each one can be setup to share information (such as your services).
If your company has staff that work at more than one location, you only have to set them up once in the system and specify the locations where a staff member can accept appointments. Each location can have a different work schedule.
Use internally only
Appointments Online is not just made for companies that want to allow their clients to book appointments over the Internet. Businesses can use the online scheduler just for internal appointment and resource (meeting rooms, vehicles) scheduling. It isn’t made available for their customers. All that is needed is an Internet connection to use the system internally.
Optional client login
There are a few ways to configure the external client booking system.
- Registration required: Prior to logging in, users must register by creating a login name and password. One the registration is complete, they then can log in immediately and make appointments.
- Activation required after registration: After new clients register, they must be activated by you before they can log in and book new appointments. Your business is notified via e-mail when someone has registered.
- Log in not required: Clients are allowed to view open times and book an appointment. Once they have done that, they are prompted for their contact information.
The system allows you to set up one-time events such as classes or seminars that occur on a specific date. The system allows you to define the number of attendees allowed.
The system comes with four default statuses for appointments: scheduled, confirmed, completed, and no show. Additional statuses can be easily added. Statuses are colour-coded to allow you to quickly identify the status of an appointment.
Mobile Access — NEW!
Now access your schedule on the road from where ever you are using your mobile browser enabled smartphone including Blackberries!
Access application from anywhere over the internet with a computer NEW PDA version ! Now staff can access their schedule using mobile devices including Blackberries!
Multiple appointments per time slot or one appointment per time slot View schedules for multiple staff members at the same time Make appointments for multiple pets/children at one time Link to Mapquest for customer address Add, change, or cancel appointments Recurring appointments View and update past appointments Daily or weekly view Colors on appointment grid change based on appointment status View customer-entered notes while viewing or editing appointments Enter customer or appointment notes while making or editing appointments Automatic appointment confirmation e-mail sent to customer Automatic appointment notification e-mail sent to staff member Automatic appointment reminder e-mail sent to customer Automatic inactive customer e-mails Export to Outlook calendar View and cancel blocked out times Print individual appointments in a printer-friendly format Add customer while making an appointment for them Enter and track the cost of the service Enter coupon codes View attendee lists for events User-defined reports for appointments Output appointment information to Excel View appointment reports for current and past appointments Keeps appointment history for each client View and edit customer, staff member, and pet profile information from appointment page Create custom appointment statuses
Search for customers by last name, e-mail address, city, or phone numbers Keep birthdays for customers Keep payment information for customers Add, change, or delete customers Output customer information to Excel User-defined reports for customers Upload customer information from other databases Assign customers to staff members Send plain text or HTML e-mails to customers Cycle through customer filters in a telemarketing format Secure data transmission View customer history Create custom customer statuses Set up and track how customers heard about you Create and track different customer types Maintain pictures of pets/children
Assign durations to services Set up buffer times for services Set up one-time events Assign costs to services Disallow customers from seeing a service Create add-on services with or without an added duration
Set up multiple locations Allow locations to use the same values as the main location or use their own Each location has its own open hours and staff members
Add custom text to the site Customize site colors and text Add custom pictures and logo Use as a stand-alone site or as a link off an existing site Choose from different layout styles Use your own terms for key words in the system, such as using “client” instead of “customer” Add an unlimited number of pages to your site Customize all automatic e-mails sent by the system Set up multiple locations
Create products and inventory Enter product categories Decrements inventory when purchases are made Override default price of products Accept payment Enter coupon codes Accept payment for open invoices Print receipt Daily transaction reports Transaction editing
Customer registration Allow customers to make appointments immediately after registering or require approval Customers can select a specific staff member or no preference Won’t show other scheduled appointments to customer Displays a link to staff and service profiles Customers can edit their contact information and change their password Customers can add, change and delete pets/children Make appointments for multiple pets/children at one time Printable appointment confirmation in a printer-friendly format Automatic e-mail confirmation Customers can cancel appointments Cancellation confirmation e-mail sent to customer Cancellation notification e-mail sent to staff member Secure log in Control how far in advance customers can make appointments
Set up limited access staff members in the system, only allowing them to view their information Staff member profiles Individual work schedules Individual days off Individual blocked times for doctor’s appointments, etc. Assign services to staff members/restrict services from staff members
Full-featured e-mail account
Add a full (POP) e-mail account with email@example.com. 500 MB of storage and access your account via our Web client or with popular e-mail programs like Outlook, Eudora, etc.
Repeat/ customer loyalty module
Improve customer loyalty! E-mails are automatically sent to customers who have not made an appointment in a specified time frame to invite them to make an appointment. You can select the time between appointments and customize the e-mail content. (This feature was formerly known as Inactive customer automatic e-mails.)
Time clock module
The module allows your staff members to punch in and punch out. It will automatically record time worked, and can provide end-of-day and weekly reports.
Logo and or picture upload to basic Web site
Add your own logo or make changes to existing pictures on the basic Web site.
Custom business Web site
Appointments Online comes with standard Web site templates you can choose from. If you would like a customized Web site, we do offer this as an option for low flat rates. Contact us for more information.
Domain name registration
We will search for and register your domain name on your behalf (i.e., www.yourbusinessname.com) Web site hosting Getting our custom Web site for your business? We’ll host it on our secure server.
The Point of Sale module allows you to process point of sale transactions. You can add an unlimited number of products, coupons, and payment types.
Gift certificate module
Allow your customers to purchase gift certificates through your site. Automatically e-mails the gift certificate to the sender or the recipient.
Features at a Glance
- Access for one or more staff members
- Supports one or more locations
- E-mail appointments reminders
- Recurring appointments
- Use to book rooms & other resources
- Supports room sharing
- Printable daily appointment reports
- Aotomatic customer history
- Customizable screen and e-mail text
- Export to Excel
- Export to Outlook Calendar
- Personalized web link
- Personalized e-mail address
- Any number of users