How To – Online Bookings Part1

Online Bookings Part 1 – Setting Up Appointment Types

For the purpose of this series, we’ll use a business owner who works independently. She needs to set up her Acuity Scheduling page with her hours of availability, appointment types, forms, packages, payment, the whole box-and-dice. We’ll walk through how all of this is accomplished using screenshots along the way.

Using Acuity Scheduling is a bit complex and time-consuming when first starting out so remember that you can ask me to do it all for you if you don’t have the time or resources.

Setting Up Appointment Types

Appointment types are the services you offer to your clients. They will be the first thing a client chooses when scheduling an appointment.

Access appointment types in the left hand menu at Appointment Types. When you first open the Appointment Types section it will look like this:

To create a new appointment type click +Add Appointment Type. This will take you to a page where you will create your appointment type. On this page you will:

  • Name the Appointment Type. This is what the client will see when choosing an appointment to schedule.
  • Set the Duration and the Padding. The duration is the length of the appointment. Padding is time added to the end of the appointment that acts as a buffer between the next appointment. When the appointment is scheduled, Acuity will block the duration plus the padding. The client will only see the duration of the appointment.
  • Set the Price. If you set the price to $0.00 the client will not any mention of price.
  • Designate a Category. Categories are a way to organise and group the appointment type drop down menu on the scheduling page. For instance, I could create categories for Therapeutic Massage, Hot Stone Massage, etc., and the appointments would be grouped accordingly on my Scheduling Page.
  • Colour Code the Appointment Type. When an appointment is scheduled it will show on your calendar as the colour background chosen here. This will be shown only in Daily View.
  • Determine Who Can Access This Type of Appointment. “Everyone can book this” will have this appointment type available on the scheduling page for clients to schedule themselves. “Only admins can book this” will hide this appointment type from the scheduling page, it will be available for scheduling on the back-end. The client will have the opportunity to schedule themselves for this appointment type if the direct scheduling link to the appointment type is shared with the client. After creating the appointment, when editing the appointment type, the direct scheduling link will be in the upper right of the page
  • Setting the Appointment as a Class. If it is a class or group event you will choose the box at the bottom. More info on class appointment types to be discussed further.

After you’ve set these items you will click Create Appointment Type.

Creating A Class Appointment Type

When creating class appointment types you’ll follow the steps for creating a regular appointment type then at the bottom you will:

  • Check the box for Make this a class, workshop, or group event.
  • It will then prompt you to set the maximum number of people in the class.

You will then Create Appointment Type

Once the Class appointment type is created you will be given the opportunity to set up when you’d like to offer this Class appointment type

Classes have a different availability set up than regular individual appointments. Class appointment types must be offered on specific dates and times. This window will look like:

You can update that under the appointment type when you are editing the appointment type or by clicking+Class on the main calendar page.

If the class is as recurring you will choose the frequency and the number of weeks to offer the class. You will then choose Add Times and after reviewing the date and times list choose Save Class

If you think you are ready to try Acuity Scheduling yourself use this affiliate link to sign up for a free trial.

In Part 2 we’ll be looking at Setting Up Your Availability.

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