After you book perpetually recurring appointments, can you edit and delete such appointments? What happens to the series of appointments if a guest does not come for an appointment or cancels an instance? The following FAQ will help you find answers.
Q: How to edit standing appointments?
A: You can edit or update standing appointments from the usual Modify Appointment option from the context menu in the Appointment Book. You may edit details such as add an additional service, change the time slot, or change the provider.
For example, you booked a perpetually recurring appointment starting on 22 Aug for 5 months. Assume this recurring appointment had only one service (Female Color Retouch). In October, the guest requests you to add another service (45 mins Massage).
Now, you can choose whether you want only that instance of the appointment to change or whether you want the remaining standing appointments to get updated with the latest modifications too. See the following screenshot for reference. If you click Following Appointments, Zenoti displays the recurrence window that shows the appointment status with conflicts, if any.
Q: What is the impact of No Show/Cancel on standing appointments?
A: In case of a No Show/Cancel appointment, Zenoti does not create a new appointment. In this case, the number of standing appointments is one less than the number of standing appointments. That is, if you have set the number of standing appointments to 5 and the guest cancels or does not come in for the appointment, then the number of standing appointments that remain will be 4 (that is, 5-1).
Consider the same example. Assume you have booked a standing appointment starting from 22 August on a monthly basis for 5 occurrences. Zenoti books appointments on the 22nd of every month for the next 5 months (that’s till 22nd January). When the invoice for Aug is closed, Zenoti creates a new appointment for Feb and when the invoice for Sept is closed, Zenoti creates a new appointment for March.
Now, if a guest cancels say, the 22 Oct appointment, normally, Zenoti would have created a new appointment for 22 April (that is, if the guest had taken the Oct appointment and the invoice for Oct was closed). However, since the guest cancelled this Oct appointment, Zenoti will not create an appointment for 22 April. Now, assume the guest came back in Nov, and this time when the front desk closes the invoice, the front desk will be prompted to create a new appointment for 22 April again.
Q: What happens if the front desk had to cancel a new appointment due to a conflict or if a guest did not want an appointment in a given month (or in a particular instance)?
A: Consider the same example. Assume you have booked a standing appointment starting from 22 August on a monthly basis for 5 occurrences. When the front desk closes the Aug appointment, Zenoti prompts the front desk to create a new appointment for Jan. At this stage, lets say there is either a conflict that the front desk can’t resolve or the guest informs the front desk that she can’t take the Jan appointment anyway. In such a case, the creation of the Jan appointment is cancelled.
Now, the next time an invoice is closed (say in Sept), then Zenoti will prompt the front desk to create a new appointment for Feb and not for Jan (since the creation of the Jan appointment was cancelled earlier).
Q: How to stop the standing appointments?
A: At any point, if you want to stop the perpetually recurring appointments, you have two options.
Option 1: Turn off the option Create perpetually repeating appointments.
This will stop the permanently recurring series immediately - Zenoti will no longer create new appointments in the series. However, note that once you turn off this option, you cannot turn it back on again. This means, after setting up standing appointments, you can switch them off only once - you can’t switch off a standing appointment and then turn it back on later.
Another point to note is that when you turn off this option, if there are any remaining appointments in the series, they will remain as it is.
For example, a guest has 5 standing appointments. After the 2nd appointment, the guest wishes to discontinue the series. In this case, after the 2nd appointment, if you turn off the option Create perpetually repeating appointments, 3 appointments still remain in the series.
Option 2: Reduce the number of Standing Appointments to 0 in the Edit Repeat window.
For example, a guest has 5 standing appointments. After the 2nd appointment, the guest wishes to discontinue the series. In this case, after the 2nd appointment, if you reduce the number of Standing Appointments to 0, then the remaining 3 appointments in the series will no longer exist.
Q: How do standing appointments work with the organization level setting to book outside therapist scheduled hours?
A: If the organization level setting, Appointment Booking Outside Therapist Schedule Hours is set to “Allow with authorization” or “Warn”, then the front desk can still book the appointment. If this setting has the option “Block” selected then the front desk will not be able to proceed with the booking.
Note: These settings come into play when the front desk closes an invoice.
Q: Are perpetually recurring appointments the same as “rebooked” appointments?
A: No, perpetually recurring appointments or standing appointments are not the same as rebooked appointments. Zenoti does not consider new appointments created in perpetually repeating series as ‘rebooked’ appointments.
While rebooked appointments may earn the providers responsible for the rebooking with extra commissions (depending on your organization’s settings), providers for standing appointments earn the standard commissions (depending on your organization’s settings).