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.

Automatic e-mails
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.

Reporting
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.

Recurring appointments
Create recurring appointments for your regular clients.  Once you create a recurring appointment for a customer, you can handle each appointment separately. 

Outlook export
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.

Predefined security
There are four predefined staff access types in the system:

1. Location user:
   Users that can only see their own appointments when they log in.
2. 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.
3. The headquarters administrator:
   This user has access to everything in the system and can add/remove optional features, 
4. 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.

Single/multiple 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.

1. 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.
2. 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.
3. 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.

Events
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.

Appointment statuses
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!

Detailed Feature Listing
If you don't see something that you need listed here, please contact us
and ask about it it is likely that the feature is available.