Appointment Booking - Calendar Feature

Appointment Booking - Calendar Feature

This feature will enable to create an Appointment in the Calendar Feature. Appointment booking can be paid or free for all like Trial or free for members. The feature depends on the configuration of the purpose that allows the staff to create the appointments based on the client’s membership.

The appointment creation on the FitnessForce software helps in tracking how many sessions were attended, canceled, and rescheduled and by which staff.



Appointment Booking:

There are 3 ways the appointment can be booked.
  1. Central Calendar
  2. Client’s Profile
  3. Check-in



1. Central Calendar:



Steps on booking the appointment on the central calendar below:
  1. Go to “Calendar” Tab and click on Calendar
  2. Date Selection: Click on the date and time the appointment has to be booked on.
  3. Each slot is for 30 mins
  4. Drag and Select: If you want to book a slot for more than 30 minutes i.e.1 hour or 2 hours, select multiple slots by clicking and dragging the slots as shown in the image above.
  5. Select the “SLOT” by dragging the mouse and fill in the details.
  6. The pop-up will appear as shown in the image.
  7. The Radio Button will by default be on Appointment.
  8. Purpose: Select the Purpose of the appointment for which it is being booked for. (Purpose for appointment i.e. PT, Nutrition Counseling, etc.)
  9. Search By: Search for the client by searching his number or name.
  10. Appointment With: Select the trainer's name from the dropdown.
  11. Room: In case the room is compulsory which is in case of Steam and Massage, the session that happens in a particular room one on one then the room has to be selected. Otherwise, room is not compulsory.
  12. Repeat: In case the one on one appointment is scheduled for alternate days for the number of days
  13. Click on “CREATE”.

Image of the booked appointment in the central calendar


Image of the details of the booked appointment in the central calendar
      


Steps how to “Reschedule” the already booked appointment on the central calendar below:
  1. Go to “Calendar” Tab and click on Calendar
  2. Date and Time: Go to the appointment that has been booked to edit the same.
  3. Edit: Click on Edit button highlighted in the image above.

  1. The above image is after clicking on the Edit button.
  2. Appointment Date: The calendar gets opened for changing the Date in case of rescheduling the appointment to next date.
  3. Start Time: The start time gets opened for changing the start time.
  4. End Time: The end time gets opened for changing the end time.
  5. Appointment With: In case the trainer needs to be changed
  6. Update: After all the necessary changes is done, then click on Update button to complete the reschedule steps.




There are 4 statuses:
  1. No Action: This status is when there is no action taken on the appointment. Basically, current or future appointment(s) will appear under No Action.
  2. Attended: This status is when the appointment is completed.
  3. No Show: This status is in case the member has not canceled or contacted the center to reschedule the appointment.
  4. Canceled: This is in case the member or the trainer cancels the appointment.


Steps how to “Cancel” the already booked appointment on the central calendar below:
  1. The above image is after clicking on the editing icon which is right beside Status.
  2. Canceled: Select Cancelled from the status dropdown as shown in the image above.
  3. Reason Box: Mention the reason for canceling the appointment.
  4. Canceled by Member: There is an option which is a checkbox to be checked whether the appointment was canceled by the member.
  5. Green Tick: After all the necessary changes are done, then click on the tick mark icon in green to complete the cancellation of the appointment process.

Image of the Cancelled Appointment


Image of the Cancelled appointment pop-up having the details


Image of the appointment under No Action status

Steps how to update the appointment status from “No Action” to “Attended” on the central calendar below:
  1. The above image is after clicking on the editing icon which is right besides Status.
  2. Attended: Select Attended from the status dropdown as shown in image above.
  3. Green Tick: After all the necessary changes is done, then click on the tick mark icon in green to complete the attended appointment process.

Image of the status Attended Selection


Image of the Attended status of a No Action appointment


Image of a No Show appointment



Steps how to update the appointment status from “No Show” to “Attended” on the central calendar below:
  1. The above image is after clicking on the editing icon which is right beside Status.
  2. There are 2 steps: first, change the No Show status to No Action and then-No Action to Attended.
  3. No Action: Select No Action from the status dropdown as shown in the image above.
  4. Green Tick: After all the necessary changes are done.

Image of the Status highlighted
  1. Once the status is changed to No Action, then the second step needs to be followed.
  2. The above image is after clicking on the editing icon which is right besides Status.
  3. Attended: Select Attended from the status dropdown as shown in image above.
  4. Green Tick: After all the necessary changes is done, then click on the tick mark icon in green to complete the attended appointment process.

Image of the status change from No Action to Attended

2. Client’s Profile:


Image of the Member’s profile with Calendar tab highlighted

Steps on booking the appointment through Member’s Profile below:
  1. Open the Member’s profile and click on the Calendar Tab as highlighted in the image above

Image of the member’s calendar tab with the appointment Pop-up
  1. Click on the date and time that the appointment needs to be booked for the member.
  2. Date Selection: Click on the date and time the appointment has to be booked.
  3. Each slot is for 30 mins
  4. Drag and Select: If you want to book a slot for more than 30 minutes i.e.1 hour or 2 hours, select multiple slots by clicking and dragging the slots as shown in the image above.
  5. Select the “SLOT” by dragging the mouse and filling in the details.
  6. The pop-up will appear as shown in the image.
  7. The Radio Button will by default be on Appointment.
  8. Purpose: Select the Purpose of the appointment for which it is being booked. (Purpose for appointment i.e. PT, Nutrition Counseling, etc.)
  9. Appointment With: Select the trainer's name from the dropdown.
  10. Room: In case the room is compulsory which is in the case of Steam and Massage, the session that happens in a particular room one on one then the room has to be selected. Otherwise, the room is not compulsory.
  11. Repeat: In case the one on one appointment is scheduled for alternate days for the number of days
  12. Click on “CREATE”.
Note: The Search option is not available as the appointment booking is for the member on their profile.


Image of the appointment booked



  1. As you can see under the “Upcoming Appointments Schedules” section, the appointments which has been booked current or future will be shown.

3. Check-in:
​

Image of the main search bar
  1. As shown in the image, search the client on the main search bar as shown in the image.
  2. Checkin: Click on the Check-in tab for booking the appointment.

Image of pop-up for appointment booking
  1. Pop-up will appear as shown in the image.
  2. Date: Click on the date the appointment has to be booked on.
  3. Date will always be on the current date, so for future or backdated date to be selected, click on the Calendar icon.
  4. Appointments: There are 2 tabs: Memberships and Appointments. Click on Appointments

Image shown with highlighted fields that need to be updated
  1. The image above shows the existing appointment in case it has been scheduled.
  2. The fields highlighted are the points to refer to.

Image of Date Selection by clicking on the Calendar icon
  1. As shown in the image, click on the calendar icon and select the date for which the appointment has to be booked.
  2. Next is to click on the “Create New Appointment” hyperlink as highlighted in the image.

Image of Purpose types to be selected for appointment
  1. Purpose: As shown in the image, the list of Appointment Purposes from which the purpose has to be selected for the member. (Purpose for appointment i.e. PT, Nutrition Counseling, etc.)
  2. Appointment With: Select the trainers name from the dropdown.
  3. Start Time: The appointment start date to be selected
  4. End Time: The appointment end date to be selected
  5. Room: In case the room is compulsory which is in case of Steam and Massage, the session that happens in a particular room one on one then the room has to be selected. Otherwise, room is not compulsory.
  6. Appointment Status: The status will be listed to directly action in case the appointment was Attended or Cancelled or No Show or has to be scheduled as No action.
  7. Click on the “Green tick mark”.

Image of Appointment booked successfully


Image of the appointment under Upcoming Appointments Schedules section

Report:


Image of the Calendar Report for Appointments


Image of the extracted report of Calendar for appointments


Image of list of member’s appointments after extracting the report by date range

For the report details, kindly refer the link for Calendar Report

Kindly Note:
  1. The Staff App has to be used for having the availability of the Staffs who have appointments to be booked with the Members / Enquiries set.
  2. Staff like Trainers (PT / Diet Counseling), Sales Executives and Front Desk Executives who schedule appointments with Members / Enquiries can be set as per the staff’s availability.
  3. Kindly follow the link below for the Staff App in which there are links to have the availability set and appointments to be confirmed and attended.
  4. https://support.fitnessforce.com/portal/en/kb/fitnessforce/staff-application/schedulings
FAQ’s




1. Can we edit backdated appointments?
Ans. Yes. The rights has to be provided to the staff / admin whoever has been appointed to create and update appointments.

2. Who has the rights to change / reschedule the appointment?
Ans. Anyone who has been provided with the rights to do the changes.

3. Can we change the backdated appointments too?
Ans. Yes, whoever has the backdated rights.

4. Can the appointment be edited after creation?
Ans. Only date and time can be edited after the appointment is created.

5. Can recurring appointments be created?
Ans. Yes. Recurring Appointments cannot be created.

6. Can the appointment be edited after creation?
Ans. Only date and time can be edited after the appointment is created.

7. Can recurring appointments be created?
Ans. No. Recurring Appointments cannot be created.

8. Who has the rights to change the appointment with?
Ans. Everyone who has been provided with the rights to do the changes.

9. Can we change the backdated appointments too?
Ans. Yes, whoever has the backdated rights, can do so

10. Can we change the status of the appointment after cancelling?
Ans. No, the status cannot be changed after cancelling the appointment

11. What are the rights that needs to be provided to the staff who handles the appointment update and creation?
Ans. User Access Template:



User ID Creation Rights:


12. Why does the trainer's name doesn’t reflect under Appointment with?
Ans. The rights in the User access template need to be updated to YES.


13. In case we do not want the appointment to be changed manually by the Trainer, then what needs to be done?
Ans. Change the rights under the user access template. Image below:


14. How would we know the trainer is available or not at the time of appointment booking?
Ans. After selecting the name of the trainer under “Appointment With” the Availability will show in case Available or Busy.
Images below for your reference:

Available:


Busy:


15. What if the trainer has updated the availability through Staff App, will the appointment will be booked still?
Ans. No, there will be an error message while trying to create the appointment as Not Available and below the complete message of why the appointment cannot be booked.



16. What is the reason the Calendar Tab is not visible?
Ans. The Calendar Module has not been provided to the staff in the user access template.








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