This feature is included in the Grow and Scale pricing plans. It is not included in the Launch plan. If you would like to upgrade your subscription plan or learn more about the different pricing tiers we offer, please visit Sawyer subscription plans and features here.
If you are a provider who went live prior to March 1, 2022, you will continue to have access to your current features as one of our legacy providers.
Viewing Appointments on the Upcoming Calendar
Scheduled includes all activities whereas Available reflects appointment availability and allows providers to book appointments on behalf of a client. Appointments appear in a white box whereas other activities appear in colorful boxes.
The Upcoming Calendar is now split into two tabs: Scheduled and Available. Scheduled includes all activities whereas Available reflects appointment availability and allows providers to book appointments on behalf of a client. Appointments appear in a white box whereas other activities appear in colorful boxes.
Click the arrow to learn how to view appointments on the upcoming calendar
Click the arrow to learn how to view appointments on the upcoming calendar
Scheduled Tab Overview
Displays all currently scheduled activities and appointments including camps and semesters
Scheduled appointments are appointment time slots that have been booked
Clicking on a scheduled appointment from the calendar will navigate to the Roster view for that specific appointment time slot
Available Tab Overview
The Available calendar displays unbooked Appointments and will allow providers to create new orders
Available calendar cards display activity name, available capacity, and duration of that appointment
These cards are clickable and you can place an order on behalf of a client by clicking into an available time slot
Appointment Rosters
This section covers how to access and manage appointment rosters, including viewing participant details, messaging families, editing appointment settings, canceling bookings, and navigating between rosters for recurring appointments.
Click the arrow to learn more about managing appointment rosters
Click the arrow to learn more about managing appointment rosters
How to Access an Appointment Roster
To click into an appointment roster, you'll simply:
Navigate to the Upcoming section
Navigate to Scheduled above the calendar. This is the default so you may be taken here automatically
Click into an Appointment to see the roster
How to Navigate Between Rosters
If a customer has repeat bookings, you can navigate between rosters of a given Appointment Type by clicking the Previous and Next buttons from the roster page. This stays within the appointment type you are viewing and only goes to booked days and time slots.
How to Message an Appointment Roster
Once you are in a roster, you can message a student by following the steps below:
Navigate to the Three Dot Menu to the right of the Booked status menu
Select Message
Draft your subject line and message
Press Send
How to Edit Settings for an Appointment
Once you are in a roster, you can edit the overall appointment settings by following the steps below:
Navigate to the Three Dot Menu to the right of the Booked status menu
Select Edit Appointment
Make adjustments using the steps outlined in this article
Press Save & Continue once your edits are made
How to Remove a Student from a Roster
Click on the class from your Upcoming calendar
Click the three dots to the right of the student’s name in the roster
Select from the Remove from choices (e.g. Remove from Today or Remove from Today and future Dates)
Please Note: For "Single Appointments" you will only see the option to remove from "today".
How to Reschedule an Appointment
If a student can’t make their originally scheduled appointment, you can easily reschedule it from the appointment roster.
To reschedule a booking:
From the appointment roster, click the three-dot menu next to the student's name.
Select Reschedule.
You’ll be taken to a page that looks similar to the “New Order” screen, where you can choose a new date and time for the appointment.
Please Note:
Only one date can be selected when rescheduling.
The available times are based on the appointment’s Available Hours, any Overrides, and existing bookings.
You can’t transfer the student to a different appointment type when rescheduling.
After choosing the new date and time:
Click Save to move forward.
You’ll see a confirmation screen that shows the original booking and the new booking side by side.
Once confirmed, you’ll be redirected to the new roster date, where the student will appear with a “rescheduled” label next to their name.
What happens after rescheduling:
The original order stays attached to the new booking for easy reference.
On the original roster date, the student will appear under the Canceled tab.
If the original appointment was a weekly booking, the new appointment will continue to show the “weekly” label in the Upcoming view. Single bookings will not display this label.
Please Note: If they were booked to a weekly appointment, on the rescheduled roster date, they will not have the option to remove the student from “today and future dates”.
For Example:
If a student is booked on Thursdays in June, they reschedule their June 19 booking to June 20th. When you view the roster for the June 20th booking, you won’t see the option to remove them from “today and future dates”, you’ll only be able to remove them from the 20th. If you go to the roster for June 12th and select remove from “today and future dates”, they will remain on the roster for the 20th since it’s an alternate date.
Booking an Appointment on Behalf of a Customer
If you would like to book an appointment on behalf of a customer, you'll need to add an appointment to your schedule. Once this is complete, you'll see the activity populate in a white box on the Available tab in your Upcoming calendar.
Click the arrow to learn how to book an appointment on behalf of a customer
Click the arrow to learn how to book an appointment on behalf of a customer
How to Book an Appointment on Behalf of a Customer
Navigate to the Upcoming section
Click into the Available tab
Click into a specific Appointment on the day you'd like to book
Select a Date and an Appointment Time. You can book multiple appointments here.
Select a Student to Enroll
If the student does not exist, you can create a New Contact here
Add a Payment Method
Add an Order Note if needed
Press Save to place an order