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Modify appointments using appointment block context menu

Tip

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To open the appointment block context menu in the redesigned Appointment Book, right-click the relevant appointment block.

Note

Alerts indicating pending guest feedback, missing consumption data, or unfilled custom data fields/forms are no longer shown in the context menu. However, these alerts are still visible via hover text on the appointment block.

If you want to have a more visible indication when such data is missing—such as appointment color changes—you can enable the relevant settings under Employee Alerts. For more information, refer to Alerts for appointment color changing to red.

Change appointment statuses

Tip

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To change the appointment status in the redesigned appointment book, follow these steps:

  1. Navigate to the redesigned Appointment Book.

  2. To open the appointment block context menu, right-click the relevant appointment block.

  3. Next to Service details, select the status.

Points to consider

  • The menu shows the current status of the appointment.

  • The options you see vary depending on the present appointment status. For example, if you click an appointment whose status is Checked-in, the options you can see are, Complete and Undo check in.

  • According to the status, the color code of the appointment block changes.

Mark a service as a redo service

Tip

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  1. In redesigned Appointment Book, create a new appointment for the guest requesting a redo and add the service that the guest wants as compensation.

  2. Right-click the appointment block, and from the context menu, select Redo.

    The Redo Appointment window appears.

  3. From the Service list, select the service that you want to mark as redo.

  4. In the Discount for Redo field, enter any discount you want to provide as compensation for the redo service in the form of an Absolute (flat) amount or a Percentage value.

  5. Click OK.

  6. A confirmation message appears; click OK.

    Zenoti marks the selected service as redo service and processes a reversal of the initial service provider’s commission.

Note

  • Optionally, at step 4, you can enter the Price for Penalty Calculation. The price for penalty calculation determines the additional amount to be processed towards the initial provider's commission reversal.

  • An appointment can be marked as a redo appointment for services any number of times.

    However, the commission reversal only happens once regardless of the number of times a service is marked as a redo appointment.

Rebook an appointment

Tip

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To rebook an appointment in the redesigned appointment book, follow these steps:

  1. Right-click the appointment block.

  2. Click options.jpg icon and select Rebook appointment or Rebook visit.

  3. Select the new date for the appointment.

  4. Click an available time slot of a provider.

  5. Click Review and book.

Impacts and considerations

  • While rebooking an appointment, the system will automatically display available slots based on the configured frequency (in days) for rebooking appointments.

  • Appointment confirmation notifications are not sent for rebooked appointments, but notifications are sent for recurring appointments. However, appointment reminders will still be sent for both types of appointments.

  • Guests can rebook appointments using the Zenoti Consumer Mobile App (CMA) or the webstore. To rebook an appointment, guests can log in to their account using their Zenoti login credentials and use the rebook feature to easily repeat services they have taken in the past. For more information, refer to quick book and rebook services with CMA.

  • Guests can rebook a paid and successful appointment in Zenoti by selecting the specific service within the appointment and rescheduling it for a later date.

    If the front desk staff needs to change the service for an appointment with a deposit, they can avoid issuing a refund and rebooking. Instead, they can transfer the deposit to a prepaid card or gift card and use that card to pay for the new service. This way, guests won't be charged, refunded, and charged again.

  • A guest cannot rebook an appointment with a closed invoice status directly. However, the front desk staff can create a new appointment for the guest and generate a new invoice for the concerned service. The front desk staff can charge the amount accordingly as per the business requirements, and backdate the invoice date by using the Edit Invoice feature.

  • Rebooking an appointment to fix a closed prescription can cause multiple transaction messages, confusion for the guest, conversion of planned appointments into sudden visits, and the need for the service provider to re-enter the prescription.

Enter guest feedback

To take guest feedback on the redesigned appointment book, follow these steps:

  1. Right click the appointment block and click Feedback.

  2. Select Invoice Feedback or Group Bill Feedback as required.

  3. Rate the guest’s experience on a scale of 1 to 5 (with 5 being the best).

  4. Click the aspects the guest liked or didn’t like.

  5. Enter the guest’s comments, if any.

  6. Click Submit.

Manage product consumption data (consumables)

To add consumed products for an appointment on the redesigned appointment book, follow these steps:

  1. Click options.jpg icon on the top-right corner, and then click Add consumed products.

  2. Edit the quantity of the desired auto-tracked bill of materials (BOM).

  3. Click Save.

Note

  • Add, edit and delete permissions vary from role to role.

  • To edit the bill of materials after the invoice is closed, go to Appointment Book > BOM > Edit Post Invoice Closure.

Other actions in the appointment block context menu

You can perform the following additional actions using the appointment block context menu in the redesigned appointment book.

View services in a visit

  1. Right click the appointment block and click Locate services.

  2. Click Show services in visit.

View all services in a group appointment

  1. Right click the appointment block and click Locate services.

  2. Click Show Services in Group Appointment.

    This will focus only those appointments and de-focus the rest of the appointments.

  3. Click anywhere on the appointment book to view all appointments.

    Note

    • This will only work if the Enable focus mode when hovering on an appointment in the redesigned Appointment Book setting is switched on.

    • If the focus mode is switched off, then the Show Services in Group Appointment will hide all the other appointments. Click View All on the top banner to see all your appointments.

To view all services in a group invoice in the existing appointment book, follow these steps:

  1. From the appointment block, click Locate services.

  2. Click Show Services in Group Appointment.

    This will hide all the other appointments. Click View All on the top banner to see all your appointments.

Void a past appointment

  1. Find the appointment you want to void using the calendar.

  2. Right click the appointment block and click Void from the status change drop-down list.

    You can only void an appointment whose status is Paid.

Undo the status of an appointment

  1. Right click the appointment block and select the status change drop-down list.

  2. Click Undo.

    The Undo option appears only after you change the status from New to another status.

Lock an appointment

  1. Right click the appointment block and click the options.jpg icon on the top-right corner.

  2. Click Lock.

    Based on whether you want to lock an individual appointment or a group appointment, select one of the following options.

    • This appointment only

    • All appointments in this group

Unlock an appointment

  1. Right click the appointment block and click the options.jpg icon on the top-right corner.

  2. Click Unlock.

    Based on whether you want to unlock an individual appointment or a group appointment, select one of the following options:

    • This appointment only

    • All appointments in this group

Delete an appointment

  1. Right click the appointment block and click the options.jpg icon on the top-right corner.

  2. Click Delete.

  3. Select the reason for deletion from the Delete Appointment screen.

  4. Add comments and click Save.

View appointment log

  1. Right click the appointment block and click More.

  2. Click Show Appointment Log.

Fill service forms

  1. Right click the appointment block and click More.

  2. Click Enter Service Custom Data.

  3. Fill all the required fields in the form and then sign it.

  4. Click Submit and Close.

Checkout multiple guests on the same invoice

  1. Right click the appointment block on a guest appointment.

  2. Click Group bill.

  3. Add the invoice to an existing group or click New Group and then enter the group name.

  4. Add other guests to the group as required.

Print job card

  1. Right click the appointment block and click Print.

  2. Click Print job card.

Print appointment

  1. Right click the appointment block and click Print.

  2. Click Print appointment.

  3. Select the appointment from the list.

  4. Click Print.

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