Getting Started

There are several ways.  First of all, you can set up your typical "open hours" in the Settings menu:



Secondly, you can set your availability in the Calendar via the "Block out Time" and "Make Myself Available" functions when you click on a particular date:



The events booked directly via the calendar take priority over the "business hours" settings, so for instance if you set your recurring business hours to be 9am-5pm but block out a time for lunch from 12pm-1pm in the calendar and make yourself available from 6pm-7pm, your availability will show up as 9am-12pm, 1pm-5pm, and 6pm-7pm on that day.

Note that you can make the events that you schedule in the calendar recurring, so for instance you can block a recurring 12pm-1pm lunch break which will split up your work day every day, etc.

Examples:

I want to set my available hours to be Mon-Fri from 10am-12pm and from 3pm-5pm

Set your "office hours" in Settings to be 10am-5pm Mon-Fri.  Then in the Calendar block out a recurring event between 12pm-3pm (call it "lunch break", "not available", or something else suitable).

I want to set my available hours to be every Mon from 10am-1pm and Thu 2pm-6pm

Set your "office hours" directly in Settings to be 10am-1pm and Thu 2pm-6pm.  You can easily make one off exceptions (e.g. make yourself available on Wednesday from 9am-11am on a given week) via the calendar interface.


Your clients are online. AppointmentPro makes it easy for you to virtually showcase your business calendar and schedule appointments. Our software gives you the ability to create and list your services, specify who offers each service, track appointments, communicate with clients, and analyze real-time data.

 

As a New Customer

  1. Go to AppointmentPro and click on the Log In button located in the right corner.   

                

  1. Click on the New Customer link link. Make sure you select the Create a Business Account option inStep 1. Use one of your social website accounts or simply enter your data in the required fields and then click on the Complete Registration button.     


3. This will take you to the Creating a New Business page. Follow the steps given in How do I register my business with AppointmentPro? question below.  

As an Existing Customer

  1. Click on the Manage Businesses icon in the top navigation bar and Add a Business at the bottom of the list

  2. This will take you to the Creating a New Business page. Follow the steps given in How do I register my business with AppointmentPro? question below.

When you register your business with AppointmentPro, you will be taken to the Creating a New Business page. Here you can select one of two ways to add your business to AppointmentPro:

If my business is already on Yelp or Google Places

  1. If your business is already available on Yelp or Google Places, you can simply select the Already on Yelp of Google Places link at the top right of the page.    

  2. This will take you to the Pull your business information from… window. 

  3. You can search for your business by name, address, or phone number. If you are searching By Business Name, you will also need to enter the Location you are searching in. Select the option, enter the value(s) in the field(s), and press the Lookup button.
  4. The search result will show all the businesses matching the criteria you entered. If you see your business included, simply press the Claim this business button. 

  5. This will take you to the Business Dashboard of the business you selected. 

If my business is brand new and/or not listed on Yelp or Google Places

  1. If your business is not available on Yelp or Google Places, you can fill in the details of your business in the Creating a New Business page. You will need to complete the required fields.     

  2.  Then click the Create a New Business button. This will take you to the Business Dashboard.

Yes! Simply go to the "Google / Yelp" menu section once your are in the  Business Dashboard and search for your business name, address, or phone number.


Note that you can also remove the association right from this same page if ever needed.

Website Integration


AppointmentPro provides you with several professional tools allowing you to reach customers virtually and let them schedule appointments with you online.  These are accessible from the different tabs of the "Website Integration" panel in your business manager:


Briefly:

  1. Your customers can always go to www.appointmentpro.com and search for your business in their local area  (this option is enabled by default, all you need is a valid business profile to show up in our business listings)

  2. If your business does not have a separate website, you can customize the look and feel of the default website created for you by us.  You can access this function from the "Custom Website" tab of the "Website Integration" panel.  Your default website will feature your business name, photo, short business description, and a scheduling widget featuring your services, as set up in your "My Business" profile.  Under the "Custom Website" tab, you can further customize the look and feel of your dedicated website (color scheme, fonts, etc.), and create a custom short URL that your customers will be able to access the website under.  For instance, if your business is called "ABC Realty", you can set up the URL to be http://abcrealty.appointmentpro.com or http://appointmentpro.com/abcrealty.  

  3. If your business already has an independent website, you can display our scheduling widget on your website with a simple html "embed" tag.  Customize the look of the scheduling widget under the "Website Widgets" tab of the "Website Integration" panel.  Then copy and paste the "embed" html tag shown in the last section of the panel and add it to your website.  If you don't know how, ask your site admin.

  4. If you don't want to feature a whole scheduling widget, which takes up some space on your website, you can instead feature a simpler "Book an Appointment" button, which will take your customers to the booking page on appointmentpro.com.  Refer to the "Website Buttons" tab on the "Website Integration" panel to do so.

  5. Last but not least, you can feature a "Book Now" button, or a more customizable "Schedule an Appointment" tab, on your Facebook page.  This is a very popular feature.  To do that, follow the instructions under the "Facebook Integration" tab of the "Website Integration" panel.
Go to the "Website Integration" panel and "Website Widgets" tab in your business manager as shown below:



This will allow you to embed an appointment widget directly on your existing website.  You can customize the look and feel of your scheduling widget by choosing different colors and fonts, or using one of our existing templates.  Then copy and paste the "embed" html tag shown in the last section to your website.

If your business does not have its own website, you can always use the customized webpage for your business hosted by AppointmentPro. Refer to the "Custom Website" tab of the "Website Integration" panel.

Manage My Account

Changing the details of your business can be done via the Business Dashboard. This can be reached by logging into AppointmentPro, selecting the Manage Business menu, and selecting the business you want to edit.



I want to change the address:

  1. In the Business Dashboard, select the Edit Address Settings button in the top right corner. 
  2. This will open the Edit Primary Business Address popup. 
  3. Enter the address details, then press the Update Business Address button. 
  4. This will update your Primary Business Address. 

  1. In the Business Dashboard, click on the Image Area in the General section.

  2. This will open a file selection dialog box.
  3. Select the image you want to use as a business image and press Open. 
  4. Your business image will be updated to the selected image. 
Changing the details of your business can be done via the Business Dashboard. Do this by logging into AppointmentPro, select the Manage Business menu, and then select the business you want to edit.   




I want to change more settings like business name, phone number, description, keywords, and availability:

  1. In the Business Dashboard, select the Edit Business Settings button in the top right hand corner. 
  2. This will open the Edit General Business Settings popup. 
  3. Make your updates and then press the Update Business Details button.


Manage Appointments

All the appointments made to a business can be seen in the Calendar. Once you are logged in, click on the Calendar icon on the top navigation menu within any page on AppointmentPro (any upcoming appointments will show up here also), and then click the View All Appointments button.



The page you will see next will contain all appointments and events for your businesses (and other calendars if previously integrated) for current months. Hovering the mouse over the appointment will show you the details of the appointment. 



  1. Go to How do I view the Business Calendar? to reach the Business Calendar
  2. Once on the Calendar page, click on the relevant appointment. This will open the appointment in the Change Appointment Details popup. 
  3. Edit necessary details and press Update Appointment to save changes. 

To view the AppointmentPro Business calendar in your regularly used calendar (whether Google, Outlook, Yahoo, or iCal), you will need to locate the web address of your AppointmentPro calendar. The web address can be found via the following steps: 

  1.  Login to AppointmentPro and go to the Business Dashboard.
  2. Click on the "Calendar Integration" in the left-hand navigation menu. 
  3. The link to the calendar feed is shown in the "Business Calendar Feed Integration with iCal.app / Outlook / etc" area. 

The steps for syncing with your calendars are given below. 

To add a calendar using its URL address, follow these steps in your Google Calendar interface:

  1. Click the down-arrow next to Other Calendars.
  2. Select Add by URL from the menu.
  3. Copy and paste the calendar’s web address given in the "Copy the following 'full business calendar feed' to use with your Calendar Application" area in AppointmentPro Business Dashboard's Calendar Integration section (see below). 
  4. Click Add calendar. The calendar will appear in the Other Calendars section of the calendar list to the left.

Note: It may take up to 8 hours for changes in ICS feeds to reflect in your Google Calendar.


To copy the full calendar feed URL, simply click on the Calendar Integration link in the Business Dashboard's navigation menu:    


  1. In your Business Dashboard, click on the Calendar Integration section in the navigation menu and then click on the link under the Click on the following link if you browser handles calendar links section.   
  2. At the prompt, Add this Internet Calendar to Outlook and subscribe to updates, click Yes.

The Internet Calendar opens in side-by-side view in the Outlook Calendar and is added to the Navigation Pane in Calendar view under Other Calendars


You can also add a calendar from within Outlook using the following steps: 

  1. Select Add Calendar, FROM Internet, Add the calendar’s web address clicked in previous step.

A more comprehensive control over the events can be achieved by using the more advanced Microsoft Outlook Integration tool by following the steps described in the Microsoft Outlook Integration section shown below:

  1. In the Calendar app, choose File and then New Calendar Subscription.
  2. Enter the calendar’s web address, and then click Subscribe (see below how to get the web address).
  3. Enter a name for the calendar in the Name field and choose a color from the adjacent pop-up menu.
  4. If you have an iCloud account, choose whether you want the calendar on that account.
  5. To view a subscription calendar in Calendar on your Mac and on devices with iOS 5 or later without resubscribing to it, choose your iCloud account.
  6. To get the calendar’s event attachments or alerts, deselect the appropriate Remove checkboxes.
  7. To update your copy of the calendar when changes to it are published, choose the update frequency from the Auto-refresh pop-up menu.
  8. Click OK.


To get to the Calendar Integration section in order to copy the full calendar feed URL simply click on the Calendar Integration link in the Business Dashboard's navigation menu:

In order to view appointments scheduled only to a particular service, you will need to follow the same steps described above BUT with a different calendar feed URL, which can be found in Service Settings as shown below:



    In order to view appointments scheduled only to a particular service, you will need to follow the same steps described above BUT with a different calendar feed URL, which can be found in Service Settings as shown below:


  1. In the Calendar tab, select (i.e. check / uncheck) the staff member whose appointments you wish to view, along with all the services that staff member provides. Hovering the mouse over the appointment will show you the details of the appointment. 


Unassigned appointments are appointments where the customer elected to have any staff member provide the service, rather than selecting a particular person. 

All unassigned appointments should be assigned to a staff member as soon as possible to ensure smoother customer care. 

You can view the number of upcoming appointments that don't have any staff assigned by going to your Business Dashboard and looking for the Unassigned Appointments box as shown below or watching for appointments in bold red text directly in your AppointmentPro calendar.

  1. See How do I see all appointments made for my business? to reach your business Calendar. 
  2. In the Calendar tab, select all services, and only the Unassigned appointments in the Staff section. This will show you all the appointments made for the selected month which do not have a staff member associated with it. Hovering the mouse over the appointment will show you the details of the appointment. 
  1. Go to How do I view all appointments that require staff assignment? to find appointments which need to have staff assigned to them. 
  2. In the Calendar tab, click on the relevant appointment. This will open the appointment in the Change Appointment Details popup. 

  3. Use the Staff dropdown to find Staff members assigned for this service. 
  4. Select the correct Staff member and press Update Appointment to save changes. 

Automated Messages

As soon as an event occurs, be it:
  • an appointment was just scheduled with a service of yours
  • an appointment was re-scheduled with a service of yours
  • an appointment was just canceled (by you or your client)
  • it's 1-3-5-whatever (set by you!) hours/days/months before an appointment will take place
  • it's been 1-3-5-whatever (set by you!) hours/days/months after an appointment took place
AppointmentPro gives you tools that will immediately notify your clients of the event either by a text message, an email, or even a voice call!

Look around the Automated Message interface by going to your Business Dashboard and clicking on the Automated Messages link in the main navigation menu.


On the main Automated Message interface shown above, you can:
  • view the list of all automated messages
  • see whether any of them are active/inactive
  • see what services they're associated with, if any
  • see when they're set to deliver
  • see how they're set to deliver (i.e. email, text message, voice call)
  • quickly edit the automated message content and the settings
  • clone the automated message with a single click to work on a similar message
  • (de)activate the automated message with a single click
  • remove the automated message completely

By default, your account comes with three customizable templates that send automated messages to your clients when an appointment was scheduled, rescheduled, or canceled.

You can create as many automated messages as you'd like by clicking on the Add a new Automated Message button:

On the popup that shows up next, select the event to occur for the automated message to be sent out and click the Create New Automated Message button to complete the request.


On the next page, you will be able to set up additional settings of the Automated Message, like:
  • change the triggering event of the automated message
  • change the associated service of the automated message to trigger to (if the event type allows that)
  • change the exact moment when the automated message should be attempted to be delivered
  • pick where the automated message should be delivered (i.e. email, text message or event a voice call)
  • enter automated content into the editor or use one of the professional templates provided by AppointmentsPro   
  • reuse messages
  • provide the plain text content of the message (note that this is a MUST for text / voice type of deliveries)
  • enable / disable the automated message, and much more...



Email Campaigns

Email campaigns are a way to communicate professionally with your customers and key your business on the forefront of their minds.


Go to the Business Dashboard and click on the Email Campaigns link in the main navigation menu.



Within the main Email Campaign interface, you can:
  • view the name of the campaign and its status (draft or sent)
  • view the number of recipients
  • view when the email sent or when it is scheduled to send
  • edit, duplicate, or remove emails with a single click    
To create a brand new email campaign, click on the Create a New Email Campaign button while on the Email Campaigns page:    

You will get a popup asking for the email subject that your customers will see in their inbox (this can be updated later at any time before the email campaign is sent out). Once entered, click Create New Email Campaign to proceed:



Additional settings for email campaigns include:   
  • editing the email campaign subject
  • entering automated content into the editor or using one of the professional templates provided by AppointmentsPro 
  • duplicating email campaigns using ready-made templates
  • picking recipients for your email campaign (Note: The list automatically defaults to your entire contact list.)


  • entering whom the email is coming from
  • entering email for customers replies
  • uploading attachments
  • automating emails to be sent on a schedule

To view the results of your campaign, you will need to click on the eye icon next to a campaign that was sent out:
The popup will provide a detailed report of your email campaign (number of recipients, number of opens, number of clicks, etc.):


You can export the data by selecting generate a new report for this marketing campaign. The data will be compiled into a downloadable .csv once the task is complete. You will receive an email invitation to download the results.    



The results will remain in your Dashboard and will be accessible at any time.


Manage My Services & Staff

    When you set up services in AppointmentPro, your customer can select the service and staff member they'd like and then schedule their appointment.

  1.  Login to AppointmentPro, then go to Manage Business, then select your business. This will lead you to the Business Dashboard. 
  2. Select the Add New button in the Services section of the Business Dashboard
  3. This will open the Add a New Service popup. Complete the required fields.
  4. Click Save Changes to save the new service service.

Setting up custom fields can be done via the Settings tab of the Business Dashboard. It allows the business owner to set up fields which the customer will fill out with additional details which are necessary for the appointment. 

  1. Login to AppointmentPro. Go to Manage Business and then select your business.
  2. In the Business Dashboard select the Settings tab from the left-hand menu. 
  3.  In the Settings tab, click Add Fields Group. This will open the Add Fields Group popup.
  4. Here, you can add a Fields Group Name. Complete the required fields. Select Save Field Group.  
  5. Once the Fields Group is defined, go to the Business Dashboard and click on existing Service to make edits. This will open the Edit Service Details popup.     
  6. Expand the Custom Fields section to find the defined Fields Groups. Select the necessary Fields Groups then press Save Changes to the Service.
  7. The custom fields will now be visible when viewing the service. 

    If your business has multiple staff members providing services, your customers can choose whom they'd like to work with. Login to AppointmentPro and select the Manage Business menu.

    If the staff member is registered in AppointmentPro

    1. Select the Add New button in the Staff section of the Business Dashboard
    2. This will open the Lookup Service Staff Members popup. 

    3. You can find staff By Name, By Email, or By Phone. Enter the name, phone number, or email address in the relevant field, then press Lookup. 
    4. If the staff member is registered in AppointmentPro (i.e. their email address or phone number is available in the system), you can select that record and press Send Invite. You will see a green alert stating that an email has been sent to the staff member giving them instructions on how to join your business in AppointmentPro. When they accept, you will see their profile in the Business Dashboard.
    If the staff member is not registered in AppointmentPro
    1. You will get a message that the search did not return any results. 
    2. Clicking the Send Invite button will send them an invitation email to register on AppointmentPro and join your business as staff. When they accept, you will see their profile in the Business Dashboard.  
    Inviting staff one-by-one can be a hassle. The AppointmentPro software enables you to invite staff to join in bulk. In the Lookup Service Staff Members popup, click on the Invite Staff Members (Bulk) button on the top and enter all emails into the Enter or paste email addresses of staff members to invite below. Click Send Invite.

    Note: If any of the emails entered were invalid, they will simply be ignored, so make sure you have a valid list of email addresses.

    Manage My Business

    If you're experiencing an account, payment, or scheduling appointment issue, please let us know so we can help resolve it for you. Once an account is deleted, we are unable to look into issues or make adjustments.

    If you'd still like to proceed with deleting your AppointmentPro account, we'll take care of that for you. Please send a removal request to support@appointmentpro.com.