Businesses typically define services and appointment slots in increments of 5 mins such as 10, 15, 20 mins. For example, waxing half arms may take 20 mins, waxing half legs may take up to 30 mins, and waxing midriff may take 35 mins. If these services are taken separately, they can take up to 1 hr and 30 mins (or 90 mins) - including preparation time (heating wax, setting up the wax station) and end time (cleaning up).
However, if a guest books all three services with the same provider, the duration can be optimized to about 1 hr and 10 mins (or 70 mins) by optimizing the time spent on setting up the equipment, waxing time (as no time is lost in switching providers), and cleaning.
A business can choose to set up precise service durations - by being specific up to the minute. This means services may have durations such as 2, 3, 16, or 19 mins.
When guests book a set of services with such durations with a single provider, Zenoti adds the service time of all non-segmented services. Next, Zenoti rounds-up the service duration to the nearest multiple of the Appointment Book slot.
In this way, Zenoti optimizes the total duration, freeing up slots to accommodate more appointments.
Note: If you want to enable this feature for your business, reach out to Zenoti Support.
Refer to the following screenshot to understand how the Service Time options differ when the setting for precise service duration is OFF versus when the setting is ON.
If the setting is ON, you can configure precise service time for employees at the employee level. Note that the service times you see are not in multiples of the Appointment Slot setting.
Similarly, when the setting in ON, you have the same flexibility to configure precise service time at the job level. Again, the service times you see are not in multiples of the Appointment Slot setting.
Note: You can edit service time for jobs at the center level if that job was created at that center. You cannot edit the service time for jobs that belong to other centers or at the organization level.
When Does Booking Optimization Kick In?
The following conditions must be met for booking optimization to take place.
Multiple services must be booked against a single provider. The room and equipment must be the same too.
Services must be regular services (not add-ons, not services from day packages, and not segmented services).
Services must be booked only from the booking panel (bottom panel) of Appointment Book.Note: Services added from the POS, Booking Wizard, Mobile (iOS, Android), Webstore V2, CMA (iOS, Android), or Kiosk are not optimized.
Consider the following table. This table tells you the service time taken by different providers for a set of waxing services.
Note the difference between the actual durations each provider should actually take versus. the rounded-up durations when Appointment Slot is set to 15 mins (at the organization level). Essentially, when conditions for booking optimization are met, Zenoti rounds up the total appointment duration to the nearest multiple of the Appointment Slot setting.
Consider the table again. Assume the following:
Appointment slot is 15 mins
The guest booked the three services with Provider 1
Booking optimization setting is OFF
In this case, individual services would have been rounded up as follows:
Waxing Half Arms: 10 mins rounded to 15 mins
Waxing Half Legs: 14 mins rounded to 15 mins
Waxing Midriff: 20 mins rounded to 30 mins
Here, the total duration of the appointment would have been 1 hour (15+15+30 = 60 mins). Look at the rounded-up duration for Provider 1 in the table - it is 45 mins. That is, with the booking optimization setting ON, your business saves 15 mins on the same appointment - freeing up that slot for other appointments.
Now, consider the following table. This table shows the same set of services with the same set of providers, but the Appointment Slot is set to 10 mins. Again, note the difference between the actual durations each provider actual should take versus. the rounded-up durations in this case.
Let us book this set of services from the booking panel. Consider the service time for Provider 4 from the tables above.
If a guest books all three services with Provider 4, the actual duration should have been 84 mins (1 hour 24 mins). However, due to the Appointment Time Slot of 15 mins, Zenoti rounds-up the service time to 90 mins (1 hour 30 mins).
Notice that the first service in the sequence shows the duration of the set of optimized services. The other two services show the Start, Duration, and End time as NA. This is a simple visual cue for the front-desk staff to identify optimized services in the Appointment Book.
Optimized services are displayed as one block on the Appointment Book.
You can add product consumption data for optimized services from the appointment block.
The Appointment Details report shows the following details for optimized services.
The Service Time (in minutes) shows the service time for each service (as 19, 30, and 35 mins respectively) for Waxing Half Arms, Waxing Half Legs, and Waxing Midriff.
The Actual Time (in minutes) shows the total duration of the appointment (90 mins) against the first service in the sequence of optimized services (Waxing Half Arms). The Actual Time value for the other two services appears as 0 mins.
Consider the following table. This table has the same set of providers with the same set of waxing services but with the additional detail of the equivalent job levels.
Scenario 1: If the Appointment Slot is set to 15 mins and a guest books all three waxing services, Zenoti rounds-up the service time as follows:
Scenario 2: If the Appointment Slot is set to 15 mins and a guest books one service, Zenoti rounds-up the service time as follows:
Other Points to Consider
You can move, rebook, cancel, no-show, and delete the set of optimized services as you do normally for regular appointments.
If you move an appointment to another provider, Zenoti recalculates the duration based on provider scaling.
Zenoti does not support service level forms for such optimized services.