Getting Started

You will be added to the AppointmentPro system as a staff member only once the business’ owner adds you to the business using your email address or your phone number.  

If you are already registered in AppointmentPro 

  1. When the business owner adds you as a staff member to the business, you will receive an email as a AppointmentPro Staff Invite
  2. Login to your AppointmentPro account, and then click on the link included in the email. 
  3. You will receive confirmation that you have been added as a staff member. 

If you are not yet registered in AppointmentPro 

  1. When the business owner adds you as a staff member to the business, you will receive an email as a AppointmentPro Staff Invite
  2. When you click on the link, you will be redirected to Create New Staff Account with My New Business page. 
  3. Enter your first name, last name, password, password confirmation and phone number. Your email address will be prepopulated with the email address you were invited from. 
  4. Press Create a Staff Account. You will automatically be added as a staff member to the business which sent you the link. 

Manage My Account

You can verify your contact details via the Profile page – simply login to AppointmentPro and click on the Profile menu, then select Contact on the left-hand menu.

To Verify Email Address

  1. Click on the Unverified button next to the email address you want to verify. 
  2. This will open the Email Verification popup. 

  3. Press the Get verification code by email button. 
  4. You will receive an email giving you a verification code. 
  5. Copy and paste this verification code into the Step 2 box, then press Verify Code
  6. You will see a green alert stating that Email was successfully verified.
To Verify Phone Number
  1. Click on the Unverified button next to the phone number you want to verify. 
  2. This will open the Phone Verification popup. 

  3. Press the Get code by texting me or Get code by calling me button. 
  4. If you requested the code by text, you will receive a text message giving you a verification code. If you requested the code via a call, you will receive a phone call giving you the verification code. 
  5. Copy and paste this verification code into the Step 2 box, then press Verify Code
  6. You will see a green alert stating that Phone number was successfully verified.

You can add a new phone number by pressing the Add a new Phone Number button. In the Add a phone number to your profile popup, enter your new phone number, then press Add this phone number, and you will find your new phone number added to the list of phone numbers. 

 Please note that if you want to remove your primary phone number, you need to first add a new phone number, make it your primary phone number, then delete the original phone number. 

You can add a new email address by pressing the Add a new Email Address button. In the Add an email address to your profile popup, enter your new email address, then press Add this email, and you will find your new email address added to the list of email addresses. 

Please note that if you want to remove your primary email address, you need to first add a new email address, make it your primary email, then delete the original email address. 

Your name can be changed by editing the First Name and Last Name in the Contact tab. 
You can add a profile picture by dragging and dropping a picture to the profile picture section in the Contact tab. 

Manage Appointments

  1.  Go to How do I view the Business Calendar? to reach the Business Calendar
  2. Switch the calendar from month to week view, then use the mouse to highlight the hours you want to block. This will show a submenu item stating Block times from <date> to <date>. Select this menu item. 
  3. You will see a notification that the calendar is successfully updated. 
  1. Go to How do I view the Business Calendar? to reach the Business Calendar
  2. In the Calendar tab, 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. 
  1. Go to How do I see unassigned appointments? 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 your own name from the list, and press Update Appointment to save changes. 

As a staff member, you will be able to see the details of the business you are working at via the Staff menu.

  1. Go to How do I view the Business Calendar? to find out how to go to the Business Calendar. 
  2. You will be able to see all appointments available for the business. 
  1. Go to How do I view the Business Calendar? to reach the 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. 

As a staff member, you may need to block certain days from customers, so that you can take a day off or attend to other tasks. You will be able to perform this in the Calendar of the business.

  1. Login to AppointmentPro, then go to Staff Menu, then select the business you want the calendar for. This will lead you to the Business Dashboard. 
  2. Click on the Calendar tab on the left-hand menu. This will open the Calendar tab
  3. Use the mouse to highlight the days you will not be available for appointments. This will show a submenu item stating Block times from <date> to <date>. Select this menu item. 
  4. You will see a notification that the calendar is successfully updated. 

To add the business calendar feed from the AppointmentPro Business calendar to your regularly used Calendar (whether Google, Outlook, Yahoo or iCal), you will need the web address to your AppointmentPro calendar. The web address can be found via the following steps: 

  1. Login to AppointmentPro, then go to Staff Menu, then select the business you want the calendar for. This will lead you to the Business Dashboard. 
  2. Select Settings in the left-hand menu. 
  3. The link to the calendar feed is shown in the Calendar Feeds area. 

The steps for syncing with your calendars are given below. 

Managing appointments will happen mainly through the business calendar. It can be reached as follows: 

  1. Login to AppointmentPro, then go to Staff Menu, then select the business you want the calendar for. This will lead you to the Business Dashboard. 
  2. Click on the Calendar tab on the left-hand menu. This will open the Calendar tab

If you have blocked time by mistake, the following steps in the Business Calendar will unblock it for you.  

  1. Go to How do I view the Business Calendar? to reach the Business Calendar
  2. Click on a blocked time. This will open the Editing Blocked Time menu. 
  3. You can either click the Remove Blocked Time to remove the block entirely, or update the details of the blocked time, then press Update Blocked Time. 
  1. Go to How do I view the Business Calendar? to reach the Business Calendar
  2. In the Calendar tab, click on the relevant appointment. This will open the appointment in the Change Appointment Details popup. 
  3. Type your query in the Send message / ask question area, then select method of delivery. Web delivery is turned on by default, but you can elect to send the message by SMS and/or email as well. 
  4. Press Send to send the message to the customer. 
  1. In Calendar, choose File > New Calendar Subscription.
  2. Enter the calendar’s web address, and then click Subscribe.
  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.
  1. Go to http://AppointmentPro.com/customer/profile/settings or in AppointmentPro, go to Profile, then Settings in the left-hand menu. 
  2. Click on the link provided 
  3. 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

To add a calendar using its address, follow these steps:

  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 Click on the following link if you browser handles calendar links area into the field provided. 
  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.

Unassigned appointments are appointments where the customer elected to have Any Staff member provide the service, rather than selecting a particular staff member. As a Staff member, you can elect to assign an Unassigned appointment to yourself. 

As a Staff member, you are assigned to certain services provided by the business to the customer. You only have the authority to view appointments for services that the business owner has associated you with; all other services and appointments are out of your sphere of influence.

  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. 

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