Items: Web-Based Appointment Scheduling System
Do you need a system that allows your customers to be able to schedule appointments online? Our Appointment Scheduling System is open-source php / mySQL database based, and can be installed and customized for your website.
Perfect
for:
- Massage Therapists
- Tutors
- Dog Walkers & Pet Sitters
- Hair Stylists & Salons
- Doctor's Offices
- Any organization that needs to have a web-based system for scheduling appointments
online
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If you need a web-based way to schedule appointments, Customer Paradigm's Appointment Scheduling System is a completly customizable solution. It allows you to:
- Give customers the ability to schedule an appointment online
- Sends text alerts and emails to staff
- Gives you the ability to schedule staff via a web interface
- Multiple locations, rooms and therapists supported.
- Front Desk Calendar View allows you to see all of the day's appointments at a glance.
- Staff sub system allows staff to swap shifts quickly and easily
- Financial Reporting allows you to see which staff members are being booked, and who is the most profitable.
- Post appointment feedback email links to feedback survey
- + Many, many more options (read below).
We've developed this software in conjuction with Boulder-based Facilitated
Wellness (www.FACWellness.com).
They were the test case for the system. Since then, the system has been used
in academic and University institutions for scheduling classes and exams, as
well as for other businesses and organzations. Much of the language refers to
a massage scheduling system, but it can be customized to your organizations
needs fairly easily.
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Full Details of the Appointment Scheduling System:
Customer View:
Step 1: Choose your location.
If you have multiple locations, you can have customers skip this step of the appointment scheduling process. The system can also be set up for home and office visits with a bit of extra customization.
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| Click for screenshot of choose location |
You can drill down to the location details information, including a map of the location:
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for screenshot of location detail page for appointment sheduling system |
Step 2: Schedule Appointment by Therapist, Time or Specialty
A customer visiting the site can then choose to schedule an appointment by time, therapist or type of service.
If the customer selects schedule by time, the system will display all available times on the calendar for all of the available therapists.
If the customer chooses to schedule by therapist (or stylist or tutur... the system can be configureed easily), the system will display all available times for the specific therapist or staff member.
And if the customer wants to schedule by type of service, the system will display all the service types, and then the customer can select the times and/or therapists that work for their schedule.
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| Click for screenshot of schedule by therapist, time or specialty page |
Step 2a: Choose An Appointment Start Time:
If the customer wants to schedule by time, the system will display a list of appointment start times, so that they are able to see what appointments are available for their schedule. For many businesses, allowing the end customer to be able to view this information saves a tremendous amount of time and energy for staff to work with people to find something that fits into their schedules. Anything that is highlighted in yellow is an available time slot. Dates in the past cannot be scheduled. The system also allows you to cut off appointments an hour or so (or more) before the starting time of the appointment.
By default, the system will display four days at a glance that a customer can use to schedule appointments.
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| Click for screenshot of appointment start time page |
Step 2b: Schedule by Therapist (Or Staff Member):
Once a time has been selected, the system will display a list of the therapists or staff members available for the selected time slot.
The customer can schedule an appointment, see what areas of specialty, or drill down to a therapist's bio.
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for screenshot of location detail page for appointment sheduling system |
The customer can view the therapist's bio, including specialty information:
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| Click
for screenshot of therapist's bio drill down page for appointment sheduling system |
Step 2c: Schedule by Type of Service:
The customer can schedule their appointment online by type of service. In the massage world, types of service include sports massage, relaxation, rolfing, accupunture and more.
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| Click for screenshot of scheduling appointment by type of service |
Steps 2a, 2b and 2c are able to be selected in different order by the end customer. For example, if someone starts the web-based appointment scheduling process by time, the system will then display the ability to select a therapist with specialty information listed in a matrix.
Once you have scheduled by location, service type, and start time, for example, you can then schedule by type of service.
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| Click for screenshot of scheduling system - by service, start time and location |
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Step 3: Review Appoinment Type & Checkout:
Once all of the details have been selected, the customer has the opportunity to review all of the appointment details. They can see their location, therapist, date and time of the appointment, as well as the appointment type. They can easily click to change the time or other details.
The system allows for an organization that has members. Members may RSVP through the system without having to use a credit card, as the organization may have their information on file. The system also allows for non-members to schedule an appointment, and can treat this differently. Depending on your needs, the software can be customized to use a membership option, or require credit card information before an appointment is booked.
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| Click for screenshot of scheduling system - review appointment details |
If you want people to RSVP only (i.e. not actually pay for their appointment with a credit card online), this screen allows them to do so quickly and easily. While this can increase the amount of no-shows if you use this for non-members, it's much easier for the end user. All of these screens can be customized to your organization's needs, on an hourly or project basis.
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| Click for screenshot of scheduling system -RSVP Only Screen |
If you want people to be able to pay for their appointment online, the system allows a customer to fill out a quick screen with their email address (for appointment confirmation), as well as billing and other information.
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| Click for screenshot of scheduling system -New Customer Signup Screen |
Content Pages of Website:
The online scheduling system can also help you edit and update the content pages of the website. Using the PageDirector Content Management System (The web scheduling system is a component of PageDirector), you can add, edit or delete the content pages of the website (for example: about us, contact us, home page) right through your web browser. PageDirector includes an event calendar, contact me now form system, dynamic sitemaps and a Search Engine Optimization center.
Event Calendar
Our system also includes an event calendar / event registration system. So if you want to host a promotional or paid event at your location, and have people RSVP, you can do this. The system will keep track of who RSVPs, create a list in the system, and can be configured to take payment.
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| Click for screenshot of Event Calendar System |
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Admin Area:
The admin area of the appointment scheduling system gives you control over how appointments are booked, and resources like rooms, locations and staff are allocated and scheduled. Everything happens right from your browser.
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| Click for screenshot of Admin Screen Welcome Page |
Multiple Users:
The system allows you to have multiple users in the system. The superadmin has the ability to add new users, set up new rooms and locations, and view confidential pricing information. Other users might just have access to their own schedules.
Scheduling:
At it's most basic level, the web-based appointment scheduling system works via the following method:
- A therapist (or stylist, doctor or other staff person) is added to the system.
- You add in their name, contact information, and assign them to one or more specialties.
- Each therapist is assigned a therapist percentage that calculates how much money from each session they receive. For example, if the therapist session is set to 45%, for a $100 session, the system will give the therapist $45.
- If this is not how your organization books services, the web-based php software system (using a mySQL database) can be customized to meet your appointment scheduling needs.
- You create one or more services that your organization offers.
- For example, you might offer a 60 minute Sports Massage and a 90 minute deep tissue massage.
- You set the price for each service in the service type screen.
- You create a schedule (one-time or recurring) for each therapist or stylist in the appointment scheduling system.
- For example, you might have Jane Smith available Monday, Wednesday and Fridays from 10 am - 12:30 pm for the next four months.
- Or, you might want to just have Jane available for appointments next Thursday from 3:00 pm to 5:00 pm.
- When a customer goes to the site, they can search by time and date, by specific therapist, or by specialty to make an appointment.
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| Click for screenshot of Add New Schedule to System |
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| Click for screenshot of Add New Schedule By Week View |
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To create a new schedule (or edit an existing one), you simply fill out a web-based form with the Therapist's information, including:
- Therapist's name
- Room
- Location
- Select Days of the week to schedule (i.e. check Sunday, Monday or other dates)
- Select the start and end date of the schedule (for recurring schedules)
- You can have up to three different start and end times for each schedule. So, if you wanted to schedule Jane Smith for Mondays and Wednesdays, you can have her have three different shifts: 8 am -10 am; 12:30 pm -3:30 pm; and 5:00 - 8:00 pm.
- Or, you can choose to block out a therapist's schedule, so that they cannot be booked for at a specific time.
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| Click for screenshot of Add New Schedule By Week View |
Front Desk Calendar View:
A unique feature of our online scheduling system is the ability for a front desk to be able to see the entire day's schedule at a glance, and be able to add a new appointment, change or delete existing appointments, and see which therapists or stylists are availble to be booked.
The system lists all of the rooms across the top, and then the booked appointments are listed in Blue. Clicking on View displays the information, and you're able to update the client's appointment or change the time or duration of the session. The front desk user can also substitute another therapist or staff person as needed. Or, they can add a new therapist schedule into the system quickly and easily.
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| Click for screenshot of Front Desk Calendar View >> |
If someone calls or stops by the front desk of the organization, the staff member can use the front desk view to quickly book an appointment through the system. If you are using members (they can be pre-loaded into the system), the system makes it extremely easy to search for past customers or members and have them populate into the system automatically, so you don't have to re-type in the customer's phone number, email address and other information.
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| Click for screenshot of edit order information page >> |
The front desk user doesn't have access to financial reports or other sensitive information.... just enough to get the job done. It's been designed for use by people with basic computer skills. They don't have to be super technical in order to use the system.
Manage Customers:
The superadmin has access to manage customers through the system. The admin user can go into the system and add / edit / delete members or existing customers, as well as view past orders through the system. If a person's email address or phone number changes, it's easy to update a past customer through the interface. You can also search through the customer list.
Financial Information - View Appointment:
The Web-based appointment scheduling system doesn't just take appointments via the Internet; it also allows you to track and measure the financial aspects of your online business.
For example, each time a customer books an appointment, the system will generate a unique order number. The customer name, therapist scheduled, and appointment date are all saved into the system. The system will display the amount of the session (i.e. $90), and allow discounts to be applied. Discounts could include gift certificates, a $5 off birthday discount special, or an employee discount. The system will take the information, and then calculate how much money is owed to each therapist for each session, and calculate the profit percentage accordingly.
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| Click for screenshot of manage customers page >> |
The therapist will be able to log into the system in a separate area, and then add in a receipt number, comments or any applicable discounts for calculating the appointment scheduling system.
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Appointment Scheduling Reports:
The system allows you to select a date range to run reports, so that you can keep track of how the system is performing. If you need a report that isn't availble below, let us know and we can customize the system to include it for you.
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| Click for screenshot of appointment system reports page >> |
By default, these reports are automatically generated:
- Appointment Sales Report: (by time period selected)
- Total Sales
- Per Day
- Per Week
- Per Month
- Per Year (rolling 365 days)
- Appointment Bookings Report:
- Total Appointments
- Per Day
- Per Week
- Per Month
- Per Year
- Percent Booking Report for Therapists:
- This report allows you to see the percentage of time that each therapist is booked, compared to the total amount of time on the schedule for each therapist.
- It's easy to see this as a competition between different therapists, but please note that this report can favor therapists who have short shifts but are booked frequently.
- If someone is at 100%, then it's likely you should try to add more time in the schedule for them.
- If someone is at a lower percentage for bookings, you should see if you can trim their available schedule a bit.
- Percent Booking Report per Day:
- The system allows you to see which days of the week are the most heavily booked. For example, if Fridays are the lightest day of the week, perhaps you want to create a discount coupon or offer that's only valid on Fridays.
- Type of Orders:
- The system creates a report that lists the different types of orders by service type (i.e. Acupunture vs. Sports Massage) with dollar amounts and percentages.
- Bookings Per Room Report:
- This system allows you to track how different rooms are perfoming. For example, if Room #3 has a lower booking rate, you may want to create additional incentives for people to use that room instead of a more heavily used room.
- Booking By Type:
- The success of the system depends on having end users be able to book their appointments, quickly and easily online via their web browsers.
- But other users may wish to still call someone on the phone and book via the front desk staff.
- The system allows you to do both of these things, as well as track and measure where bookings are coming from.
Click for screenshot of report for online bookings >>
Automated Front Desk View Sent By Email:
The system can automatically send out a list of all of the day's appointments at one or more times during the day. So if you wanted to have the system email one or more people a list of all of the day's appointments, it will be there and waiting in your inbox in the morning, without you having to log into the system.
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| Click for screenshot of report for online bookings >> |
Alert emails can also be sent out to one or more staff members each time an appointment is booked, cancelled or changed.
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Setup of the System:
The system allows you to set up nearly all of the aspects of the appointment scheduling system online. The web-based software system is written in the open-source php programming language and uses a mySQL database.
Location Setup:
The system can have multiple locations. For example, you might have two different facilities, or wish to allow people to book in-home or in-office visits.
To set up a location, you simply enter in the location's name, address, phone, and description. The system can display a map and/or a photo of the location.
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| Click for screenshot of report for location setup >> |
Room Setup:
Each location can have one or more Rooms. Each room is where an individual therapist or staff member will conduct the appointment. If you have a different set of terminology, the system can be customized to meet your existing requirements. Each room can have a name, description and a photo.
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| Click for screenshot of Room Setup >> |
Therapists
Each therapist or staff member in the system that is available for appointments can be added into the system via the web interface. Each person can be set to be visible (i.e. active and available on the front end), or inactive / non-visible, so that people won't be able to view their bios in the system. This allows the admin user the ability to have someone take a 6 week vacation, and not appear on the schedule.
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| Click for screenshot of all Therapists or Staff in Appointment System >> |
You can assign each therapist the following information:
- Therapist Name
- Specialties that they are assigned to (i.e. Sports Massage)
- A Short Description for the Bio Page
- A Long Description for the Bio Drill Down Page
- An email address (to receive alert email messages for booked appointments and/or substitute shift requests)
- Phone Number & Cell phone
- Text # (to receive alert text messages for booked appointments and/or substitute
shift requests)
Click for screenshot of adding new therapist into scheduling appointment system >> - The therapist percentage amount:
- Each therapist is assigned a therapist percentage that calculates how much money from each session they receive.
- For example, if the therapist session is set to 45%, for a $100 session, the system will allocate $45 to the therapist for the session.
- Photo (you can upload a jpg image)
- Radius (in miles) for home or office visit that the therapist is willing to travel from a base zip code.
- Client feedback (for display on the bio page)
- Days available for substitute shifts
- Substitue Shift notification preference (email, Text message or both)
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Service Types for Scheduling System:
The system allows you to add new services that your organization offers.
For example, you may offer the following services to your clients:
- Acupuncture/ Naturopathic Med. - 60 min.
- Pre-/Post Partum Massage - 60 min.
- Relaxation with Deep Tissue - 120 min
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| Click
for screenshot of adding new service into scheduling appointment system >> |
Each service has a name, duration, and retail price associated with it. Each service can be assigned to a specific specialty. This is how system can know that if a customer wants to book Jane Smith, she is an expert at Sports Massage, and can only be booked for a specific specialty.
Specialties:
Each therapist can be assigned one or more specialties. For example, Jane Smith may be an expert at Sports Massage, but doesn't know how to do Rolfing or Accupuncture. Each specialty can be assigned a name, short and long description, as well as a photo for the specialty. If Jane is assigned to Sports Massage, a customer wouldn't be able to book her for something she is not a specialist in (i.e. accupuncture).
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for screenshot of adding new specialty into scheduling appointment system >> |
Cancellation Policy:
No more lost business due to no-shows! Things come up, and clients need to cancel their appointments. Before someone can book an appointment, they must check a box that affirms that they have read the cancellation policy. This policy is clearly stated on the site, and is easily modified through your web browser. The cancellation policy is also sent out in each confirmation email message after a person books an appointment.
Gift Certificates:
The superadmin user can create gift certificates in the system, so that customers
can book a massage using a gift certificate code.
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| Click
for screenshot of adding gift certificates into scheduling appointment system >> |
A gift certificate can be set for a specific amount (i.e. $200). If someone uses $90 of it for an appointment, the system will keep track of the remaining amount.
Checkout Options:
The system allows you to have several checkout options. If you would like to just have people RSVP only (but not give credit card information), the system can handle this. Or, if you want everyone to have to pay with a credit card online, the system can handle this as well.
Company Information & Email Settings:
On this page of the site, the superadmin user is able to set the company's name, address and other information that is displayed on the order confirmation emails.
You can specifiy who should receive email alerts from the system, as well as the email address and subject lines for Alert Emails, confirmation emails and reminder email messages from the system.
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| Click
for screenshot of adding company information into scheduling appointment system >> |
Feedback Survey Options:
If a customer has a bad appointment, they will generally not tell your organization. Rather, they usually will just not book another appointment with you in the future. Our appointment scheduling system allows you to send a feedback request email 24 hours after each appointment, asking the customer to rate their visit.
You can enable or disable the feedback survey option. If enabled, you can include up to five multiple choice questions, and add the text that appears at the top of the survey page.
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| Click for screenshot of adding feedback survey questionnaire into scheduling appointment system >> |
If you want to give people a discount for rebooking with you via a link in the email, the system allows you to add this option as well as a specific percentage of discount.
The system also allows you to personalize the feedback emails that are sent from the system as well.
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Therapist Admin Area For Scheduling System:
The system gives each therapist or staff member the ability to log into the system and view their appointments, process them, and request follow up appointments. We've made it easy for non-technical therapists to use the system to see their schedule, without having to call or stop in each time.
The system can also be set to email or text-message therapists each time they receive an appointment booking, appointment change, or cancellation.
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| Click for screenshot of therapist login area >> |
Therapist Welcome Screen:
As soon as the therapist logs into their admin area, the system allows them to view pending substitute shift requests. They can also select from these following options:
- Therapist's Front Desk View:
- The front desk view for the therapist is similar to the front desk view for the admin user.
- However, it doesn't allow them to set recurring schedules or to delete or change appointments.
- They can book new appointments, substitue their shift or add a new schedule to the system.
- View Appointments:
- This section allow a therapist to see their past appointments, apply discounts like birthday discounts, new members or employees (or other amount).
- The therapist can add a receipt number if needed
- The therapist can add comments to the appointment details as well.
- Send Message to All Therapists:
- This system allows the therapist to send an email to all of the other therapists in the system.
- If someone wants to respond, the message will be sent directly to the therapist.
- Sub names and phone numbers:
- If the online substitute request system isn't working, the system will display a list of all of the other therapist's names, email addresses and phone numbers, so that they can be contacted for a substitute shift request. Or, perhaps to invite them out to a party.
- Send follow up email:
- The system allows a therapist to send a follow up email to a client through the system.
Please have someone contact me now about the appointment scheduling system:
