Appointment Scheduling System

By Grace Schedules

www.graceschedules.com

 

 

 

 

 

 

 

 

 

 

 

Administration User Manual

 Volume 1


 

 

Table of Contents

 

Introduction. 4

Setting Up Your Scheduler 4

Appearance. 4

Color Scheme. 4

Fonts & Borders 4

Header 4

Logo. 4

Subtitle. 5

Advertising. 5

Services Offered. 5

Adding, Editing, & Deleting Services 5

Creating “Block” Services 5

Hours & Days of Work. 5

Assigning Hours of Work for Business 5

Assigning Hours of Work for Individual Resources 5

Setting the Display Interval 6

Assigning Days of Work 6

Resources 6

What is a Resource? 6

Adding, Editing, & Deleting Resources 6

Company Information. 6

Website Content 6

Main Page Content 6

Registration Page Content 7

Email Content 7

Registration Email 7

Confirmation Email 7

Other Customization Functions 7

Display Options for Main Page. 7

Days Notice. 7

Session Time Out 7

Automatic Send. 7

Allow Appointment Cancelations Option. 8

Changing Your Account Details 8

Calendar Page. 8

Scheduling Appointments 8

Viewing Options 8

Recurring Appointments 8

Rescheduling and Canceling Appointments 9

Printing Schedules 9

Appointments Page. 9

Editing & Deleting Appointments 9

Search & Sort Features 9

Printing. 10

Exporting to Excel 10

Members Page. 10

Adding, Editing & Deleting Members 10

Admin accounts 10

Client accounts 10

Limited accounts 10

Sending Mass Emails 10

Search & Sort Features 10

Printing. 10

Exporting to Excel 11

Website Integration. 11

Customization. 11

Reseller Program.. 11

Helpful Links 11

 

 


Introduction

Grace Schedules has developed an Appointment Scheduling System that is simple and affordable, yet extremely dynamic. It can be tailored to work well with any business type and any website theme.

This document provides instruction on how to use the administration portion of the system and covers all of its functions and features. For instruction on how to use the client section of the system you can download and review the Client User Manual available on our website.

Setting Up Your Scheduler

After subscribing to your Grace Schedules system you will receive a startup email with your login details and links to your system. For the purpose of this document we’ll be logging into the Administrator section of the system.

Setting up your scheduler is all done from one easy to manage page. Click the “preferences” link in the top right corner to display the Preferences page.

Tip: Each section offers relevant quick tips when you place your mouse pointer over the header.

Appearance

Color Scheme

Matching your scheduler to the theme of your website or business theme couldn’t be easier. You can change the color of each part of your system by using the simple color picker or by entering the name of the color (i.e. red) or hexadecimal color code (i.e. FF0000).

Fonts & Borders

Select from 28 web friendly fonts. This font will be used throughout the entire site. Select the size for your body text.

Tip: Selecting a font too large could impact the way the site is displayed.

The main border surrounding your scheduler can be modified to 9 different styles and 6 sizes, or none at all.

Header

There are 2 ways to incorporate your logo into the header of your scheduler; by entering a path or uploading an image. In the section called Header you can enter the URL path of the image you wish to display. The ideal size of your header should be 728 pixels wide and 100 pixels high.

You can choose to display your company name in the header and modify the font style and size.

Logo

Click the link under the Logo heading to upload an image (jpg or gif files only). Enter the address of the website you would like your logo to link to. Clicking the image will open up this site in a new window.

Tip: Unlike using a path for your header, the height of your image will determine the height of the header section.

Subtitle

In our example to the right we use the subtitle to create a link to our order page “CLICK HERE TO ORDER YOUR SCHEDULER TODAY!” You can place any text or HTML here or leave it blank if you prefer.

Advertising

It’s your option to display Google ads at the bottom of your scheduler.

Tip: Often Grace Schedules subscribers will want their own ads placed on their scheduler. Grace Schedules will replace the code for a small fee.

Services Offered

Adding, Editing, & Deleting Services

Add an unlimited number of services and relative time intervals for each. Assigning color codes and costs are optional. Edit or delete a service by selecting from the list provided.   

Creating “Block” Services

Services created with the first 6 letters “Block” are treated as admin only services. This means that clients will not be able to select from these options. Block services are commonly used for lunch breaks, days off, or any period of time you wish to block your clients from scheduling.

Tip: Using Block services in conjunction with recurring appointments will enable you to create different hours of operation for different resources.

For example if Bill works 8am to 4pm and Bob works 9am to 5pm then you would set your business hours of operation from 8am to 5pm (see next section for Assigning Hours of Work for Business). To block out 1 hour for Bob from 8am to 9am you would create a service called “Block 1 hour” and schedule a daily recurring appointment (see Scheduling Appointments). This will give Bob 9am to 5pm availability.

Hours & Days of Work

Assigning Hours of Work for Business

Under the Hours of Work heading click “Edit hours for each day of the week”. This will open the popup window shown at the right.

Assigning Hours of Work for Individual Resources

Using Block services in conjunction with recurring appointments will enable you to create different hours of operation for different resources.

For example if Bill works 8am to 4pm and Bob works 9am to 5pm then you would set your business hours of operation from 8am to 5pm (see Assigning Hours of Work for Business). To block out 1 hour for Bob from 8am to 9am you would create a service called “Block 1 hour” and schedule a daily recurring appointment (see Scheduling Appointments). This will give Bob 9am to 5pm availability.

Setting the Display Interval

The display interval tells the system how to display the calendar. For example if set at 30 minutes the scheduler will show 8:00am to 8:30am as one time block.

Tip: It is very important that the display interval corresponds with the services offered. If your display interval is longer than your shortest service than the calendar will not display properly.

Assigning Days of Work

Simply select the days you are open for business.

Resources

What is a Resource?

A resource is the entity that you will be scheduling with. Often this will refer to staff resources such as therapists, doctors, councilors, or teachers but resources can also be rooms, locations, or any other entity you choose.

In the example to the right the resource title has been changed to “Batting Cage”. Throughout the system “Batting Cage” will replace any reference to a resource. 

Adding, Editing, & Deleting Resources

The Multiple Resource Version allows you to create an unlimited number of resources.  Assigning color codes are optional. Edit or delete a resource by selecting from the list provided.  

Company Information

All company information that you enter here will be displayed for your viewers in the footer of your system. In the Header section you can select to have the company name displayed as the header title. The email address entered here will be the one copied when appointment conformations are sent to members.

Website Content

Main Page Content

The main page is the first page your visitors will see before logging in. Here you have the ability to enter any text or HTML content you wish –images, links, tables, or perhaps a quick introduction to your system. With this feature your scheduler can also be used as a standalone website. Click the edit link and a pop up window will appear.

Tip: We’ve included a link to W3schools at the bottom of each popup window. W3schools is a very easy to use site that provides basics on how to use HTML code.

Registration Page Content

This popup window allows you to modify the message displayed when a visitor registers for an account.

Email Content

Registration Email

The popup window shown on the right allows you to modify the content of the email message delivered to a new member immediately after they register. The subject, salutation, and message of the email can be edited here. Note your company details will be at the bottom of the email as well.

Confirmation Email

The confirmation email popup window allows you to modify the content of the email message delivered immediately after an appointment is scheduled. The salutation as well as the opening and closing statements can be edited here. Note the appointment details and your company information will also be included in the email.

Other Customization Functions

Display Options for Main Page

Display Hours of Work on front page – If selected hours of work will be displayed on the main page below the login box.

Display Services on front page – If selected services will be displayed on the main page below the login box.

Display Login Form on main page – Some businesses manage their scheduling system strictly from their admin section. In this case the member login box is not required and therefore should not be displayed.

Display Member Registration Option – Checking this option will allow members to register themselves. Alternatively some businesses choose to create members from the admin section. 

Allow for Password Retrieval – “I forgot my password” will be displayed within the login box allowing your clients to have their password emailed to them.

Days Notice

Here you can set how many days in advanced clients will be able to schedule appointments. You have the option to set this restriction for administrators as well.

Session Time Out

This security feature determines how long a user (admin or client) can have an inactive browser open for before the session automatically terminates.

Automatic Send

Select this option if you want email confirmations sent to the client immediately after appointments are booked.

 

Allow Appointment Cancelations Option

The ability for a client to cancel their appointments online can be removed if this option is unchecked. 

Changing Your Account Details

The My Account page will likely be one of the first pages you access after subscribing to the system. Here you can change your username and password to something more secure.

Calendar Page

The layout of the calendar page was designed to make the process as easy as possible. A mini calendar is provided to allow you to quickly select a date and scroll from month to month. Days of the week that are not open for business are shaded out and when selected the next available day is automatically selected. For convenience a drop down date selector is also available below the mini calendar.

Small dots are shown to represent days where appointments have been scheduled.

Scheduling Appointments

The scheduling form is to the right of the mini calendar. After selecting the appropriate date this form will take you through the rest of the process – Select a Resource, Select a Service, Select an available time, and enter the client’s name, phone, email address and appointment details.

The schedule table displayed at the bottom of the screen is a quick way to view availability and select a time. Click an open time block from the table and the scheduler form will populate with the relevant details. (Multiple Resource Version only)

Once an appointment is made you will immediately see it in the table below.

Viewing Options

Your schedule can be displayed in three different views – daily view, all resources daily view (shown below), and weekly view.

Recurring Appointments

Administrators have the ability to schedule recurring appointments (daily, weekly, biweekly, monthly, or yearly).

Tip: Using Block services in conjunction with recurring appointments will enable you to create different hours of operation for different resources.

For example if Bill works 8am to 4pm and Bob works 9am to 5pm then you would set your business hours of operation from 8am to 5pm (see Assigning Hours of Work for Business). To block out 1 hour for Bob from 8am to 9am you would create a service called “Block 1 hour” and schedule a daily recurring appointment (see Scheduling Appointments). This will give Bob 9am to 5pm availability.

Rescheduling and Canceling Appointments

Every appointment listed will have the option to reschedule or cancel. All canceled appointments are recorded in the Cancelations table which can be access from the Appointments page by clicking the  icon.

When rescheduling an appointment the information from the canceled appointment is passed to the scheduler form making it easy to make changes and reschedule. Rescheduled appointments are also maintained in the Cancelations table.

Printing Schedules

For a printable copy of a resource’s appointments click the Print Appointments icon from the daily view screen. This will display a popup window with your printer options ready for print.

Appointments Page

Editing & Deleting Appointments

Your appointments are listed based on the search and sort queries you have sent. With each record there is an edit Edit Record and delete Delete Appointment icon. Click edit to populate all fields in a form where you can make changes accordingly. Click delete and you will be prompted with an alert box to confirm the deletion.

Search & Sort Features

As you can see from the screenshot above your scheduling system can run reports based on search terms, month or year, or for a specific resource. In the example above we’ve listed all appointments with the search term “test” in the record. Resource, service, contact, email, and appointment notes are all searchable fields. The Display All Records icon will display all records in the database.

Click the column heading to see the current table sorted alphabetically by that field.

Printing

Printing from the browser is not always ideal so your system provides a printable version of the current report displayed. Click the Print Report icon and a popup window will display with your printer options ready for print.

Exporting to Excel

To export your reports in Excel click the Export To Excel icon.

Members Page

Adding, Editing & Deleting Members

Add members to your database by clicking the Add Member icon. You can assign one of three access options – Admin, Client, or Limited.

Admin accounts will have full access to the system and everything we’ve covered in this manual.

Client accounts are able to schedule appointments from the client section of the system (see Client User Manual).

Limited accounts can view all appointment details as if they had admin access but there are absolutely no scheduling or management options with this account type. Limited accounts are commonly used for staff viewing.

Sending Mass Emails

Click the Launch Mass Email Form icon to open the mass email form. You can send emails to all admin users, all clients, or all accounts in the database. You can also send emails to individual accounts by clicking the email address in the member table.

Search & Sort Features

Searchable fields in the members table include first and last name, email address, phone number, and password.

Click the column heading to see the current table sorted alphabetically by that field.

Printing

Click the Print Report icon and a popup window will display with your printer options ready for print.

 

Exporting to Excel

To export your reports in Excel click the Export To Excel icon.

Website Integration

In most cases Grace Schedules subscribers will provide a link on their website redirecting their visitors to their scheduling system (i.e. www.graceschedules.com/[yourbusinessnamehere]).

If you want the scheduler to appear as though it functions within your site your website developer can utilize frames. To actually have the system run within your site you can purchase the scripts for your system and code it directly into the pages of your site. This will require someone with advanced ASP and HTML knowledge. Grace Schedules will be happy to provide a free quote on the project upon request. 

Customization

We've designed our scheduling systems to be dynamic so that you can easily modify the look and function to meet the needs of your business. However we realize that all businesses are different and therefore your requirements may be more specific.

In these cases we can customize the scheduler until it is exactly what your business needs. Please send us your system requirements and we'll be happy to provide a free quote on the project.

Reseller Program

To qualify as a reseller of the single and multiple resource versions you must first purchase the version you wish to sell at its normal price. Once your initial purchase is made, each additional scheduler that you purchase will be eligible for the reseller discount. A 20% discount is applied to the regular price of each system.

Helpful Links

Customer Testimonials - www.graceschedules.com/testimonials.asp

Frequently Asked Questions - www.graceschedules.com/faq.asp

Online Demos - www.graceschedules.com/demo.asp

Features - www.graceschedules.com/features.asp

Pricing - www.graceschedules.com/pricing.asp

W3Schools Online Web Tutorials - www.w3schools.com