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Create or Edit an Appointment

Sawyer
Updated

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.

 

Scheduling appointments is similar to scheduling camps and semester activities. As always, you'll need to start by building your activity in Listings before you can create your appointment listing!

Create a New Appointment

  1. Navigate to Schedules 
  2. Select Appointments
  3. Click into New Appointment Type in the upper right corner

Edit an Existing Appointment

  1. Navigate to Schedules
  2. Select Appointments
  3. Navigate to an Existing Appointment
  4. To the right of the Activity Name, click into the Three Dot Menu. 
  5. Select Edit Activity

Once you are in the appointment builder, you'll follow the prompts to complete three easy steps to schedule your appointment. 

Step 1: Appointment Details 

Once you're in the New Appointment Type scheduler, you'll need to set up appointment details. Please note that appointments only support activities for children at this time and will not work for adult/child activities. 

  1. Use the Activity Dropdown to select an activity from your listings 
    • If you're adding an online appointment, please reference this article for additional steps
  2. Select an Instructor
  3. Select a Location

Note: Adding an instructor is optional, but if you have multiple instructors teaching the same private lesson, you'll need to create a new appointment type for each instructor. Instructors will also receive email notifications when their appointment is booked. 

Set Appointment Duration

Make sure to add the length of your appointment in minutes. Add optional padding to account for time between appointments. 

  1. Add Appointment Duration in minutes
  2. Add Optional Padding to give instructors extra time after each class.
    • Please note, when calculating availability, the appointment duration plus the padding must be within the available hours.

Set Appointment Limitations

  1. Determine who has access to your appointments
  2. Select Public if you want to display appointments on your widget
  3. Select Private if you do not want to display appointments on your widget 
    • If you select Private, customers can access bookings through a shared link or their customer portal. 
  4. Press Save & Continue

Step 2: Appointment Availability

Once you complete the steps above, you'll need to set your availability for appointments in the Regular Hours section. Remember that your customers can book any time within an availability window, so you'll want to make sure to update this according to your instructor's schedule. 

Set Regular Hours

  1. Navigate to a Day of the Week
  2. Press Edit Times
  3. Under Time Slot, type in availability and make sure to include AM or PM
  4. Add Time Interval
    • Time Intervals cannot overlap
    • Time Intervals allow for gaps between them — like lunch breaks!
    • Time Intervals can be deleted after having been created, this will not impact previously created orders

Set Schedule Limits

This section refers to the last date that a given Appointment can be scheduled into the future. This can be updated to extend a schedule at any time. You must include an end date in order for appointments to be available for bookings. 

  1. Navigate to Set Schedule Limits
  2. Select a State Date from the Calendar Drop Down
  3. Select an End Date from the Calendar Drop Down

Booking Settings (New!)

Here, you can decide if you want to set up a recurring appointment, single appointment or both! More on recurring appointments here. 

 

Set Schedule Overrides

Overrides allow you to 'close' or 'extend' availability for any reason (holiday, office closure, etc) but do not allow you to specify the reason. You can use overrides to accommodate instructor availability, holidays, closures, and more. Overrides can also be added to dates that have no regular hours! 

Override an Existing Timeframe

  1. Click into a timeframe on the Overrides Calendar 
  2. Remove or Edit an Existing Time Interval
  3. Add new availability using the Add Time Interval button
  4. Save

Override an Unavailable Timeframe

  1. Click into a date on the Overrides Calendar 
  2. Edit availability using the Add Time Interval button
  3. Save

Step 3: Pricing

The final step of appointment creation is adding a price. 

If the appointment is configured to be recurring and/or single, a price must be set accordingly.

  • The price is per booking
  • Example: if I want people to book 6 sessions for $600, I will enter the price of $100 per booking 
  • Clients will be charged the full amount based on their number of bookings at checkout 
  • If the appointment is recurring or single, it cannot be free for a single or recurring booking
  • If the appointment is single only, it can be free (this is the only scenario where an appointment can be free)

Once you add pricing, you'll be able to publish or share your private appointment link to start receiving appointment bookings. 

 

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