Scheduling Appointments for Family Members

Modified on Tue, 10 Mar at 2:38 PM

For accounts with the family member feature enabled, you can add a family member to a client's profile and you also have the option to schedule appointments for family members. In this article, we will provide step-by-step instructions on how to book appointments for family members.

Things to know:

The ability to schedule appointments for family members is controlled by the "Accessing Appointments" access control permission.
If a client doesn't have a family member on their profile, you can add family member(s) directly from the appointment modal
Appointments scheduled using + Another Family member (in-store) or booked online for multiple family members are automatically grouped and combined into a single POS ticket.

Each family member has its own tab in the appointment modal
Changes made under one tab are automatically saved when switching tabs
Save – Saves changes across all tabs (all family members)
Discard Changes – Clears all changes across every tab
Editing, Updating & Cancellations
When updating an appointment’s status, you will be prompted to choose:
Update only this appointment
Update all related appointments
Ticket Management
A ticket is created only when:
You click Create Ticket in the appointment modal, or you check out through POS
Once created, the ticket includes all appointments in the group
Clicking “Remove” on an individual appointment will remove only that specific appointment from the ticket.
Clicking “Remove All” will remove all appointments from the ticket at once.
If some services require a deposit and others do not:
Non-deposit services display $0
Deposit-required services display the applicable amount
When clicking + New Appointment, the start time defaults to the next available time slot based on your account’s time picker interval. Example: If you click at 6:10 PM and your interval is 15 minutes, the appointment will default to 6:15 PM.
If the same family member is booked for multiple appointments at the same time, the following alert appears: “{Family member’s name} is already booked at this time.” This is only a warning and does not prevent saving the appointment.
A family member’s profile photo can be displayed when hovering over the schedule. This feature is controlled by a hidden setting that is enabled by default. If you wish to deactivate this feature, please contact support@mytime.com
Clients receive a notification listing all services booked:
Booked by Business – Sent for in-store bookings
Booked by Client – Sent for online bookings

Contents

Scheduling an Appointment for a Single Family Member

Scheduling an Appointment for Multiple Family Members

Viewing Appointment Groups

Scheduling an Appointment for a Single Family Member

Navigate to the Schedule
Filter by the desired location
Click on the "New Appointment" button below the calendar on the left-hand side of the schedule, or on a specific time slot directly in the schedule
The appointment modal will appear
Add the client you are booking the appointment for. If the client is new, click on the "Add Client" button and enter the personal information for the client
Select the desired family member from the family member dropdown menu. If none are listed in the client's profile, click the "Add New Family Member" button to add a family member to the appointment.
Select a date and time for the appointment
You can configure the appointment to be recurring by clicking on the "Recurring" button
Select a staff member
Select a service. To add multiple services to the appointment, click on the "Add a Service" button
Click the "Save" button located at the bottom of the modal
Once saved, the appointment can be viewed on the scheduler
To edit the appointment, click on the appointment in the scheduler. The appointment modal will open, and you can make the necessary changes.

Scheduling an Appointment for Multiple Family Members

Navigate to the Schedule
Filter by the desired location
Click on the "New Appointment" button below the calendar on the left-hand side of the schedule, or on a specific time slot directly in the schedule
The appointment modal will appear
On the appointment modal, when scheduling an appointment, click the "+Another Family Member" hyperlink to add additional family members to the appointment
The appointment details for the additional family member(s) will be displayed below. You have the option to schedule the additional family member(s)' appointments concurrently (at the same time) or sequentially (following the first family member's appointment).
If the client does not have multiple family members on the account, you can click the "Add New Family Member" button to add another family member to the appointment
Once you have entered the required fields, select "Save"

By following the steps provided in this article, you will be able to book appointments for a single family member and multiple family members.

Viewing Appointment Groups

Navigate to the schedule and locate and open one of the appointments scheduled
The appointment modal will display the appointment tabs at the top labeled with the names of each family member
When updating the status of the appointment, a message will appear asking if you would like to update the current appointment or all grouped appointments
If you select to update all appointments, the updated status will be reflected across all related appointments
- Peter
- Samuel
- Samantha