We’ve simplified the process for clients to reschedule appointments.
Clients can now select to reschedule their appointment, rather than having to cancel and schedule a new appointment. We hope you’ll agree that this new option saves clients’ time and helps avoid confusion.
When a client reschedules an appointment, we’ll send a new appointment confirmation to the client and notify staff the same as if it were a new appointment.
We’ll still apply cancellation rules, so if the original appointment is inside the cancellation window, clients will be unable to make changes online.
Did you know you can assign different access levels to staff with Full Slate accounts? Here’s how…
Go to Setup > Staff and either select an existing staff member or create a new one. Next to “Allow this staff member to log into Full Slate?” click the drop-down to see available access level options. You may choose:
- Yes, with full access – This level is equivalent to ‘administrator’ privileges and includes access to all staff schedules, clients, messages, web tools, and account settings. An account has to have at least one staff member with full access, but you can assign it to others if you want to share responsibility for maintaining the account.
- Yes, to all schedules – This level allows a staff member to make appointments for other staff members, but they can’t view or change account settings. It works well for a receptionist or front office coordinator who manages the appointment book.
- Yes, to own schedule – This level allows a staff member to view and manage their own hours and appointments. They can’t see schedules of other staff and can’t see a full list of clients. They also can’t see account settings.
- No – Set the account to this level if you don’t want the staff to be able to login to Full Slate at all. Clients may still schedule with them (if they are set to perform services) and they can receive appointment notifications, if desired.
Also, when setting up new staff, be sure to click ‘send invitation’ if you want them to be able to log into Full Slate. This will send them an email with a link to create a password and log in.
If you make use of custom fields on your scheduling form, it’s easy to provide your clients with instructions on what to enter. Just go to Setup > Booking Details and click the ‘add instructions’ link next to the custom field you want to update. Enter the desired instructions in the text box and then be sure to click ‘Save’ at the top of the screen. Instructions will appear just below the custom field label on your scheduling form.
And remember, you can add a variety of custom fields to your scheduling form. Use custom fields to capture address information, birthdays, ‘how did you hear about us?’, promotion codes, special requests, etc. You can even create a multiple choice field that presents clients with a drop-down list of customized options.
Every business is different, but many of our customers are seeing two-thirds or more of their clients schedule their appointments online. Want to get more of your clients to schedule their appointments online? Here are 5 things you can do to encourage online scheduling:
- Email clients an invitation to schedule online. You can do this individually or for a large group of customers. Use our ‘Client Invitation’ email template or create your own. Just be sure to include a link to your website or landing page.
- Mention online scheduling to your clients before, during or after their appointment. Let them know how easy it is and how other clients like the convenience.
- Update your voicemail to let clients know that online scheduling is the fastest, easiest way to schedule their next appointment. Be sure to tell them the address of your website or landing page.
- Put signage in your place of business. A window cling near the door and/or a small placard in your reception area serve as great reminders.
- Update any printed materials to direct clients to schedule online: business cards, appointment cards, ‘thank you’ notes, stationery, invoices, receipts, etc.
We’d love to hear your ideas and success stories about getting clients to schedule online!
Want to minimize gaps and idle time on your schedule? Our new ‘smart’ scheduling feature gives you the option to only show clients openings that are near other appointments on your schedule. It’s designed to give you additional control and present openings the same way you might if a customer called in to schedule.
You’ll find this feature under ‘Setup’ > ‘Booking Rules’. The default is to maximize flexibility for clients and show openings throughout the day. You can choose to always display only those openings that are near other appointments. Or you can combine the two: minimize gaps within the next few days and maximize client flexibility for appointments that are further out.
Minimizing gaps in your schedule let’s you make better use of your time and allows you to be more productive. But don’t just take our word for it. Here’s what Randy G. Sorter from Actualize Healing Arts in Denver says about it: “This new feature is a terrific solution to a professional dilemma: I can allow clients to book freely online and still be assured of an optimal schedule. I couldn’t be happier.”
A quick note about a cool new enhancement we released this week. You now have the ability for system emails to have your business email address in the ‘From:’ field. This applies to all emails sent to clients and staff including appointment confirmations and reminders. Just enter the email address for your business on the Company -> Details tab. That’s it!
Clients will more readily recognize emails from your business. And replies will go directly to your business e-mail account, making it easier for you to correspond with your clients.
This is another example of a customer-requested-enhancement. So keep those ideas coming.
A few of us here at Full Slate had the opportunity to attend ‘Entrepreneur Day’ at Intuit’s Mountain View, CA campus earlier this week. Across the board, we were impressed with Intuit’s commitment to small businesses.
I think most people associate Intuit with ‘back-office’ functions such as accounting, taxes, payroll, payments, etc. Intuit clearly offers valuable products to help small businesses with these functions. The Entrepreneur Day events helped us realize that Intuit aspires to solve the biggest problems faced by small businesses. Based on recent research, Intuit believes that the biggest challenge most small businesses currently face is growth – finding new customers and increasing revenue from existing customers. Intuit is taking several steps to offer new or enhanced products and services that help small businesses address this challenge.
Entrepreneur Day also demonstrated Intuit’s commitment to new technologies and services – including online appointment booking – and their desire to find innovative partners that can help Intuit help small businesses.
We were impressed by what we saw. You may want to check them out and judge for yourself.