Frequently Asked Questions
1. How do I register my Business
A. On Home page click on TRY IT FREE button. This would lead you to a different page where basic information regarding you has to be filled. 1.Provider Id or user Id of your business profile 2.Business Name, Telephone number preferably mobile number where sms can be sent. Email address and the category under which your business falls. 3.Speciality has to be filled. 4.Type in a password and confirm the same 5.Authentication code which is supposed to be filled
Once all the above details are filled click on SAVE & NEXT button. You would be redirected to a Phone Validation page which is important for security reasons. By now you would have got a code on your phone by sms. Type in this code. Once the code is given you have cleared the validation and now you would receive a mail to the above mentioned E mail Id with your log in credentials. Log in using the credentials and once you have logged in, you get to choose to go to dashboard or Business Profile Setup. Choose Business profile page and now you would come to story flow, where all the details of your staff, the locations you operate out of and services you offer should be filled. Only if all these details are filled your business profile gets fully created
2. What is a validation code?
A. A validation code is the code which is sent to your phone to verify the number and for security of your account. This code also helps in storing your number for further correspondence with us like sms is sent to you every time an appointment is made or taken.
3. How to setup my Business Profile?
A. Once the registration is done an e-mail is sent to you with the log in credentials. Using these credentials once you long into your account you would be lead to a page called business profile setup where you need to fill in all the details regarding your business. Business setup is divided into 4 parts which are i. Location details ii. Service details iii. Staff details iv. Business details.
Location Details. At least one location details have to be filled here. Every field is compulsory and the number of locations that you can add depends on the plan that you have chosen.
Service Details. Here to all details are compulsory and at least one service should be added.Average time slot should be mentioned in minutes i.e. it is the time taken for each session of a service. Apart from this there is also Group session option where a service can have more than one customer at a time (this mostly applies to institutions) once this option is ticked further down the line this service can?t be mixed with anything i.e. ever time we schedule a staff for this service he has to be scheduled separately and not only that a customer can not choose a combination of services if one of the services has group session ticked.
Staff Details. When adding a staff details we need to enter ? First name * ? Middle initial ? Last Name* ? Location to plan* ( gives the provider a drop down of all the locations added earlier) After filling in the above details you can click on the ADD STAFF AND PLAN FOR A LOCATION Button. When the above button is clicked the window expands to show you Working days ( the days of the week this staff would work when checked at the right corner the provider is provided with the business hours of that particular location selected above).Start Time*( start of the shift of this particular staff )End Time* ( end time of the shift) Service* ( choose the service that the staff caters to)Click on the add staff and plan for a location button again.Once your done with all the above steps you would be directed to a new page with all the details of that particular staff and at the bottom of the page you would find 2 buttons 1) Add a New Staff and 2) Done with staff. When you pick the first option you need to repeat the above steps again. If you choose option 2 then you would move on to Business Details Page.
Business details. Business details page is the last page in the story flow. It consists of 1.Business Description: It?s a self description given by the Provider to explain what his/her business deals with to the customer. 2.Facilities Description: It?s where the Provider describes the facilities that are available. 3.Add Video: A Provider can upload his/her advert or any other videos of his business or establishment here and the customers can see this. 4.Add Photo: Provider can upload a 2 MB picture of his/ her establishments. All the above details are not necessary to be filled right away they can be filled at a later point of time too, But since this is what your customer would be able to see about you it would help in your presentation
4. How to schedule my staff timings and the services?
A. Staff Planning is where you can schedule your staff. It is here that their shift timings can be scheduled, their leaves, service restrictions etc... You can also plan your business holidays here. Staff Planning is divided into 5 Parts i. Staff Calendar ii. Staff Leave iii. Business Holiday iv. Service Restrictions and v. Reserve Staff You can choose among any of this by clicking on them. To schedule staff timings and the services that they work in we need to choose Staff calendar.
Staff Calendar Consists of a Filter with two categories i.e. Location and staff. To start with we have to choose a location and a staff and click on Add Schedule link to the right side the following window will pop up 1.Choose the days of the Week in which the staff would be working 2.As Soon as the days are selected this section shows the Business hours of that Particular location. 3.Start time and End time are the start and end time of the shift timings that this particular staff would be working in. 4.Select the services which the staff would be working for. If any services is having a (N) then it can?t be combined with other services hence Provider has to schedule twice i.e. once for the services which are combinable and once for the service which is not combinable. Submit button.
5. How to schedule a Staff Leave?
A. Got to Staff Planning tab and choose staff leave. Here choose a date and a staff name and click on Add Time Off link. This gives you a pop up window link the one below. 1.Select a date from which the leave begins and time also. 2.If it?s a one day leave you can click this and it will consider the whole day as leave 3.If the above check box is not clicked then this box is enabled we need to give when the leave ends along with 4.Type of leave like personal leave, sick leave etc. Click submit button. You can also leave a note regarding the leave.
6. How to schedule a Business
A. Path: Staff Planning ---> Business holiday To schedule a business holiday we need to take the above mentioned path. On this page you can view all the business holidays of all locations and you can also plan for your next business holiday here. At the top of the page you have a date and location filter. You can either choose a location or select all locations and plan the leave. When you click on add holiday a window pops up which looks like the window below. Once all the details are filled and submit button is clicked the holiday is scheduled.
7. How to edit Staff details?
A. Path: Dashboard---> Staff---> Edit button Now we get a new window which consists of 4 tabs as shown in the picture here you can Edit the staff and also give the staff Special Privileges, Which would give them online access to their own calendar.
8. What are the different categories of online access for staff?
A. We have 4 types of Privileges/online access for staff i. Administrator ii. Secretary iii. Power iv. Normal Administrator profile can do everything a business profile can do. Secretary profile cannot edit anything on the dashboard except in Staff planning, my profile, calendar and my calendar (my calendar is a view of the calendar where only that particular staff?s appointments are visible).Where as Power staff cannot make any changes at all except accomplishing appointments. A Normal staff just has a profile but no calendars, he can get notifications and emails regarding his appointments but nothing more.
9. How to give online access to
A. Path: Dashboard --->Staff ---> Edit button When the edit window pop?s up choose a privilege level for your staff. They could be i. Administrator ii. Secretary iii. Power iv. Normal If you have chosen secretary check the ?Secretary Work only?? checkbox. Select yes radio button for ?online access?? and mention the email address of the staff to which the login credentials would be sent once the edit is complete.
10. How to inactivate and activate
A. A. A staff can be inactivated by clicking on this I button next to edit button on the dashboard. A staff can?t get inactivated if he has any appointments, appointed to him. We should first cancel these appointments or reschedule them to inactivate the staff. Once the staff is inactivated the above symbol changes to A for activate. We can click on this button and reactivate the staff. As precautionary method always check staff planning and all the locations where the staff works to see everything is in place or not.
11. How to delete a staff?
A. Path: Dashboard ---> Staff ---> Delete Button Once you have clicked on the above button next to the staff name in the dashboard a new window pops up containing all the details of the staff. If the staff has any appointments, appointed to him/her then you can?t delete the staff directly. You would be redirected to a cancellation page like the one below. Where you have to cancel or reschedule each appointment manually and then you would be reverted back to the dash board where you can proceed with the deletion of the staff.
12. How to add a New Location?
A. On dashboard we have 4 quick links one of them being ADD LOCATION. When we click on this link a new window pop?s up and general information is asked such as Address, State, City, Locality, Location alias, zip/pin code and phone number. Upon filling the above details we get to move to the next page where payment details are asked along with fax number and email. A thing to remember is that a new location can?t be added in-case you have exceeded your limit set by the plan you have chosen. Once a location is added in locations tab copy resource tab comes up. Copy resource is nothing but a window in which we can choose a location from which we can copy Business hours, services available and promotions. This is help full in setting up a location faster.
13. What is Copy Resources?
A. Copy recourse is a link that comes up in the location tab when a new location is added on the dashboard. This link when clicked opens a new window on which we can choose a location from where Business hours, services and promotions available can be copied into our new location. It is simple and convenient way of adding a new location.
14. How to inactivate and activate
A. A location can be inactivated by clicking on this I button next to edit button on the dashboard. A location can?t get inactivated if it has any prior appointments. We should first cancel these appointments or reschedule them to inactivate the location. Once the location is inactivated the above symbol changes to A for activate. We can click on this button and reactivate the location. As precautionary method always check staff planning To see if any staff and services are assigned to this location or not.
15. How to add a new service?
A. Path: Dashboard ---> quick edits ---> Add service When the above path is followed a window pop?s up where we need to fill in the service details. Once this is done we need to do the staff planning so that all the staff who are trained to do this service are listed for it. A service can be added to one location at a time or to all locations at once.
16. What is service combination and
how does it work?
A. When we add a new service there is a small check box asking if it?s a group session, when this check box is ticked the service is not combinable with any other service either while planning nor at the point of appointment. The reason it?s not combinable is that by ticking the check box we are saying the service can be given to more than one customer at one point of time and also that it doesn?t have a fixed time frame. So planning another service along with this service wound not work out well.
17. What is slot pattern?
A. Each service we add has a time frame that we can assign. Every time an appointment is booked the application calculates the time taken by each service and gives us a time slot. Then it displays all the available time slots for that day and the next few days this way of showing time slots is called slot pattern.
18. How to edit services?
A. A service can be edited on both Dashboard page and Location page. Just go to the service tab on these pages and next to the service you want to edit click on the edit button make the changes necessary and click in the submit button.
19. How to add a new promotion?
A. Dash Board ---> Quick Edit---> Add Promotions When we click on this a window pop?s up. Once all the details are filled and submit button is clicked the promotion gets added.
20. What is a Coupon code?
A. Coupon code is a unique code generated for each appointment made on a promotion.
21. How to change Business hours for
one particular location?
A. Go to the location tab next to the dashboard tab and click on it. To the left hand side you can see all the locations are listed. Choose a location whose Business Hours you wanted to change and go to the business hours section. Select the timing which you want to change and click on the small red cross to delete the timing. Once the timings are deleted at the right top corner we have a link Add Business Hours click on this and choose a day, opening time and closing time, click submit. Hence the business hours will be added.
22. How can I show staff details
A. A. To show staff details on the web go to Settings tab and under settings go to web profile. Here you would see five check boxes for Staff?s phone number, Staff?s Email address, Staff?s certification, Staff?s education, Customer rating respectively. Whichever check box is checked and updated that particular information is visible on the web profile automatically. To not show the information simply uncheck that particular box and click on the update button.
23. What are time slots and how can I expose my time slots on the web?
A. Time slots are number of schedules that can be made within the business hours for a particular service. They are calculated depending on the time taken by the service and shown while booking for a appointment. To expose time slots on the web you should go to setting and under timeslots go to expose time slots for and click on the drop down in which you can choose one option which best suits you and click update.
24. How can I control when to take
A. Go to setting and click on time slots. Under time slots we have a drop down saying stop accepting appointments which has four options. Using these options we can control the appointments being taken.
25. How to show restrictions on the
A. Go to Settings and click on Time slots. Under Time slots go to ?show open slots restrictions?, when you click on the drop down we have five options using which you can show restriction on the web.
26. How do I give the guidelines for
authentication of an appointment?
A. To give guidelines for authentication of an appointment go to settings and click on Appointment Authentication and choose any of the three options that are present their, as a must for customers to provide to authenticate an appointment.
27. How can I change the calendar view to another location?
A. One can change the calendar view to another location by using the set option present on the calendar. When you click on the set a list of all locations available are seen. By choosing one location you would be presented with that particular locations calendar.
28. How can I make a new
A. An Appointment can be made in two ways 1) by using the appointment link in the calendar and 2) by clicking on the calendar itself. Appointment link: when you click on the appointment link a window pop?s up where you can choose a staff or service or both and preferred date and time and click on search time slot. When you click on search time slot button you are navigated to a different page where the time slots for the next seven days are visible, you can choose any of the slots and fill in the customer details in the next page. Once the appointment is created a unique id number called the ticket id is created and we can use this id to search for the appointment Clicking on the calendar itself: we can choose a date on the left hand side of the calendar and once that dates view is shown select timing under the staff of choice and click on it and repeat the above steps for a booking an appointment.
29. How do I confirm an appointment?
A. When an appointment is in waiting status it?s available in waiting for approval tab. The appointment is also visible on the calendar with a W as its status. To confirm this appointment first click on the appointment and then click on the edit button and wait till the page gets refreshed and all details are visible the click the save button. By doing this the appointment immediately gets update to confirm [C] and a sms and email is sent to the staff and the customer related to that particular appointment.
30. How do I reschedule an
A. Click on the appointment which has to be rescheduled and click on the edit button. Once the edit button is clicked wait for a few seconds for the page to get refreshed and then make the required changes (you can change the staff, date of the appointment and also add or delete services). Once the changes are made click on the save button. The status of the appointment changes to [R] for rescheduled. A mail is also sent to all the parties involved.
31. How do I book an appointment
for a deal?
A. In calendar click on the Coupons link. A window pop?s up with all the deals or promotions available in that particular location. Choose a promotion and click on book now. On doing so you would get a appointment page with the service pre selected and continue from their as you would book a normal appointment. Once the appointment is created along with ticket id this appointment also contains a coupon code.
32. How do I find an already existing
appointment in a calendar?
A. You can find an already existing appointment in a calendar by using the Find option. Click on find and give ticket Id or name or phone number and click on find. Once this is done all the appointments ever made by that name or phone number will reflect immediately.
33. How can I make a report?
A. Click on the report link in the calendar and once you have navigated to the report page you can pull a report using any of the information asked. Fill in the details you want your report on and click Get Report. We can convert the report into a excel format and print or download it.
34. How can I accomplish an
A. Click on any appointment which you want to accomplish and click on the Accomplish button. Immediately you would be led to a payments page click on the edit icon and fill in the information regarding the payment and click save. Once this is done the appointment is updated with an accomplished [A] status and sms and email is sent to the customer and staff. You can also print it out as a bill.
35. How can I print an accomplished
A. Once the Appointment is accomplished we get a print icon on the appointment and when we click on the icon we can print the appointment.
36. How do I change my password?
A. Go to Edit Profile Page, click on password. When you click on password a page pop?s up asking for your old password and new password. Once the new password is typed re type in the new password for confirmation and click on update button.
37. How do I upgrade my plan?
A. You can upgrade your plan in Edit Profile Page. On the right top most part of your dashboard you have your user id / provider id when you click on the drop down arrow and click on edit profile you come to a new page were you can edit you profile details. Here under plan you can choose the plan you want to get upgraded to and click on update.
38. How do I degrade my plan?
A. To degrade your plan you need to contact our customer care so that they can explain to you what the next best plan is for you which would help your business better.
39. How do I change my security
A. Go to edit profile page and under security update your security question and its answer.
40. What is a Notification?
A. A Notification is mode of communication between the Customer and Business Provider. Every appointment has a notification tab from where we can send notification to the customers.
41. How to send a notification?
A. Notifications can be sent in two ways. One by clicking on the appointment on which you want to send the notification regarding and click on the notification tab and type in the massage and send. Two if earlier correspondence happened you can directly go to the notifications tab in the calendar page and search for the client name and send a reply to the notification directly.
42. Do I have to create each account
if my business in multiple location?
A. No, you do not have to create a new account for a different location instead you can choose a plan with more number of locations and plan accordingly.
43. Can my staff work on multiple
A. Yes your staff can work in multiple locations as long as their timings are clearly planned and not over lapping.
44. What do I do if I donot want to
show all my open slots?
A. If you do not want to show all your open slots you could go to settings ---> timeslots and fix how many open slots you want to show by altering the field that says show open slots restrictions.
45. How do I handle if my business is
closed for a next few days and I don want people to book appointments?
A. You can either go to staff planning and plan a business holiday where a customer when trying to book for you will get the message that you are on a holiday or you could go to setting and under time slot for the field which says stop exposing my calendar till date, you can give a date and customers won?t be able to see any time slots for you till that particular date. Hence they won?t be able to book appointments.
46. Can Customer over book?
A. No, customers can?t over book as they can see only limited time slots that you have set in settings.
47. How can I control the bookings
of the customers?
A. Yes as a Business provider you can control the bookings of a customer. Every booking that a customer makes with you is always in waiting status. As a business provider it you who can approve an appointment and move it to confirm status or reschedule it.
48. Can I extend promotion?
A. No, we can?t extend a promotion as there is no edit button for a promotion but we can delete the promotion and recreate the same promotion again with the extended date.
49. Can I terminate promotions?
A. Yes, you can inactivate or delete an existing promotion.
50. Can appointment of different
location be managed by one secretary?
A. Yes a secretary staff can manage appointments of different locations through his/her account.
51. How do I manage users who
request for early schedule?
A. Every appointment made by a customer is in waiting status for you to confirm. The appointments which are confirmed by you move to early reschedule request tab if the customer has requested for it. You can check your calendar and reschedule such request to a slot which opens earlier than the appointed time of the appointment.
52. Can I reject confirmed
A. Yes, you can reject a confirmed appointment but need to send a notification to the customer regarding the rejection.
53. How do customers get notifications?
A. Every time a customer receives a notification a mail is sent to his/her email regarding the notification and if they are also using appointmentpoint.com then the notification is seen on their home page to be seen as soon as they log in.
54. Can my staff book/confirm/cancel
A. Not all staff can book /confirm/cancel appointments. Administrator and secretary staff can do all the above and also accomplish a appointment where as Power staff can only view his/her appointments and accomplish them. A normal staff can only know what appointments he has for the next week but doesn?t have a calendar view so can?t do any of the actions.
55. Can I block customers from viewing my rating?
A. Yes you can block customer from viewing your rating by un-checking customers rating under web profile in settings.
56. Can I control when bookings can be closed online?
A. Yes, you can control when to close booking online by editing Stop accepting appointments drop down under time slots in settings.
57. Can I just show only few slots to
customer? I donot want to show customer I have all slots open.
A. Yes you can only show limited slots to your customer. You can do this by choosing one option from a drop down of five options for show open slot restrictions in time slots under settings. You can also restrict the number of services they can choose for each appointment.
58. How to add staff qualification
(certification and education)?
A. A staff?s qualification can be added by the staff itself or by the business provider. The staff can add his/ her qualifications by going to edit account and Certification and education. A business provider can edit a staff and add the above details there.
59. Where can I change my address?
A. You can change your address by going to edit account and under staff profile edit the address, city and zip column.
60. What is a dashboard and how do I
navigate to my home page from it?
A. Dashboard is where all the information regarding the business is i.e. staff available, services, locations and promotions available. To navigate to your home page you can click on the drop down under you user name and select My Profile.
61. Can staff edit details on the
A. Only an administrator staff can edit details on the dash board. All other staff is just given a view of the dashboard and they cannot edit it.
62. What are the privileged staff
A. We have four privileges for the staff they being i. Administrator ii. Secretary iii. Power iv. Normal Administrator: The Administrator has two calendars on his/her profile. Calendar is the business calendar and my calendar is his/her own view of the calendar where only his /her appointments are shown. An administrator has equal rights as a Business Provider. He/she can do all those functions on dashboard and calendar as a Business Provider would do. Secretary: A Secretary staff cannot do all those functions on a dashboard as a Business Provider can do except for staff planning, my profile, calendar and my calendar. A secretary staff cannot make changes in any other pages. Power: This staff is give access only to my calendar where he can only accomplish and send notifications on existing appointments. The other pages that he has access to are dashboard and Location tabs. He/she cannot make any changes here too. Normal: This staff has no calendar view at all the only two pages this staff can view is the dashboard and the locations.
63. How can a staff make
A. Administrator and secretary staff are the only staff members who are given the rights to make new appointments all other staffs can only view their appointments. If they have to make an appointment to a different staff then they have to go to calendar and make the appointment where as if the appointment is for themselves then they can go to my calendar and make the appointment.
64. I work at multiple addresses,
how can I set this up?
A. If you are an Administrator or a secretary staff you can go to staff planning and set up you schedule at different addresses. But if you are power or normal staff then either your management or any of the above staffs should schedule you to other locations.
65. Will I get notified when other
staffs makes bookings for me?
A. Yes, every staff gets a notification and a sms every time a new booking is made on their name by the Business provider or by administrator or secretary. Even a slight variation on the appointment is notified to the concerned staff through email.
66. What are featured service
A. Featured service providers are the business providers available in the city you have set as your location and they are also the providers who are closest to your given address.
67. How can I delete family member?s
A. Go to edit profile ---> family member. Beside each member you have a delete button. To remove a family member click on the delete button beside their name and their name will be deleted.
68. How can I change my location?
A. Yes, you can change your location by clicking on the change link beside default location on the home page.
69. How can I change my address?
A. To change your address you have to go to edit profile page by clicking on the edit profile link in the drop down under your user name and edit you address in name and address section.
70. How can I change my password?
A. To change your password go to change password section on edit profile page and give your old password along with the new password and confirm the new password and click submit. Your password will be changed.
71. How to add a service provider as
a favourite provider?
A. Every service provider has a schedule now and add to favourites link next to its listing when you click on the ?add to favourites? link it gets add to your list of favourite providers.
72. How to check upcoming
A. On your home page all the upcoming visits are listed under the upcoming visits section to know about any appointment you can click on appointment.
73. How to check notifications and
how to reply to them?
A. On your home page you have notification section where all the notifications that you get can be seen. Click on the edit button next to the notification you want to reply to and type in your message and click submit to send a notification.
74. How to book an appointment?
A. Choose a service provider to whom you want to book an appointment for and click on the schedule now button or you can also click on the service providers name and you will be lead to a page where you can select the staff, date, timing and service and book a appointment.
75. How to book for a deal of a
particular Service Provider?
A. If a service provider has any deals listed you could see a deals icon next to the service provider name when you click on the service provider you will be lead to a different page at the bottom of this page you have the deals if there are more deals you can view them by clicking on the view all and you can book an appointment for any of the deals of your choice.
76. What are time slots and what do
the colours represent?
A. Each service has a time frame when as a customer you choose one or more service for an appointment the time frames of each service is add and you could see a display of seven days calendar in which the business hours of that provider are divided into number of slots of the total time frame calculated. These slots are again coloured i.e. Green- Preferred Timing, Blue ? Preferred Staff, Yellow ? Preferred staff + Timings.
77. Why my phone needs to be
A. Your phone needs to be validated for security reasons and so that further down the line any changes on the appointment you could receive a sms on your phone.
78. Can I make my favourite
A. Yes you can make your favourite providers list by clicking on the add to favourites button next to the service providers name.
79. Can I book for my spouse or
children, do they have to create their own accounts?
A. Yes, you can book for your spouse and children without creating a new account for them by adding them as family members. To add as family member on your home page click on add member link on the left corner and add a family members name.
80. How I (Web User) can cancel an Web Appointment ?
A. Please Login with your account details. Got to Top Yellow Bar and Click at User calendar. Once calendar get loaded find your Appointmentment. Click on Appointment at calendar. Once Appointment Details get loaded you will be able to see few links at left. click on Request for cancelation. write the reason for Cancellation and submit request. Respective Provider will get back to you regarding you Appointment cancellation or it will get automatically cancelled.
For more you can always contact +040-23221000 or call vendor. Thank you