An appointment is an arrangement that one or more customers make when they book a service that is delivered by one of your employees. Once you have completed your employee(s) and service(s) setup, your clients will be ready to start booking appointments. In order to schedule an appointment, you or your customer need to choose a service, an employee that will provide the service, available date, and available time slot.
There are two different types of appointments each of which is based on the maximum capacity of the service that is delivered. An appointment is considered as a “Single” appointment if the maximum capacity of the service is 1. If the maximum capacity is higher than 1, the appointment is considered as “Group”. There are two types of group appointments:
- Group appointments where all customers are separate (usually the case when they don’t know one another).
The main difference between these two is that in the first one every person appears in the appointment separately, with all details defined, such as name, email, appointment status, payment details, etc.; this means that any person can cancel his/her participation in the appointment separately.
The situation with the second type of group appointments is that only the person who has scheduled the appointment has a name, email, appointment status, and payment details. The others are seen as +1.. +10 “addition”. So if one of them decides to cancel his or her participation in the appointment, there are two options: either they will cancel for all, or you need to reduce the number of persons in the “Edit Appointment” dialog.
Each appointment can be made through one of three booking forms in the regular process or through the WooCommerce checkout if you want to use some other payment method, connect WooCommerce invoices, or include taxes.
Currently, there are 4 statuses:
In the plugin General Settings, you can set for all your appointments to have an Approved or a Pending status by default. If you choose Approved, all appointments will be automatically confirmed to the customer immediately after the scheduling.
Cancel status allows your customers to cancel the appointments through the back-end of the plugin. Once they log in, on the Appointments list they will see the Cancel button beside each future appointment. After they cancel the appointment on your list will get display Cancelled. If cancel notifications are enabled your employee will also be informed.
Last but not least, Rejected status allows Admin, Manager, and Employee users (see user roles) the option to Reject Approved or Pending appointments. You can also set a notification for this action, so once the appointment is rejected, both customer and employee will receive an email notification.
You have two possibilities for changing appointment statuses: you can change it directly through the appointments page, or you can open the appointments dialog and change the status. For the first option, on the appointments list, click on the appointment status drop-down and change the status. For the second option, click the edit button beside the appointment, the Appointment dialog will open. Click on the status button, and you will see a drop-down where you will be able to choose a new status. The main difference between these two is that in group bookings, by clicking on the first option you are changing the appointment status for all members of the appointment, while the second option allows you to change the status for each member separately.
On the appointments page, you will see a status filter so at any point you can filter your list to see appointments with one specific status.