Scheduling Appointments for Family Members

Modified on Fri, 19 Jun at 3:20 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
If a family member has a last name configured, both their first and last names will appear on the appointment tile and within the appointment modal. Any updates made to the family member’s last name in their profile will be reflected on the schedule immediately.
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
When changing the date or time of an appointment that is part of a group (multiple pets or family members), the system will provide two options:
Current appointment only: Updates only the specific pet or family member you are currently editing.
All appointments: Automatically syncs the new date and time across the entire group.
When cancelling a group appointment, you can choose:
Current: Proceeds through the standard cancellation flow (including reasons and fee prompts) for that specific individual only.
All: Simultaneously cancels every appointment within the group.
This feature is controlled by the "Prompt to Change Dates in All Appointments in Group Bookings" hidden setting. To enable this setting please contact MyTime support at support@mytime.com
The + Another Famiily Member option is available in the appointment modal during appointment creation once a family member has been selected. This option is no longer available after the appointment is created.
You can disable online booking for add-on services by selecting the dropdown menu next to "Online Booking Enabled" and choosing "Disable Online Booking."
When an add-on is added to an appointment in the Scheduler, it is automatically locked to the base service and scheduled to begin when the base service ends. If unlocked, the add-on can be scheduled independently with any start time.
You can click the lock icon at any time to re-lock the add-on to the base service. When re-locked, the add-on's start time will automatically adjust to begin at the end of the base service. Example: A haircut (base service) is scheduled from 2:00 PM to 2:30 PM with a blow dry add-on. When locked, the blow dry automatically starts at 2:30 PM. If you unlock it, you can schedule the blow dry to start at any time (e.g., 2:45 PM). If you re-lock it, the blow dry will return to starting at 2:30 PM.
Locked add-ons are displayed in chronological order based on their scheduled start times.
Unlocked add-ons with custom start times are displayed at the top of the add-on list.
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 the "Enable Invoicing Clients" setting is enabled and the "Change Status to Completed" option is set to either "Automatically Based on Service Duration" or "Manually by Updating Status", the system will automatically mark the appointment as completed and generate a ticket once the service time has ended or when the appointment is manually marked as completed.
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

For franchise businesses with global client sharing enabled, you can only access appointments and tickets associated with the location you are currently logged into. Appointments and tickets belonging to a different location will not be clickable. Example: If you are logged into Franchise A and viewing a client's profile, you can click into appointments and tickets created at Franchise A. Appointments and tickets from Franchise B will appear on the profile but will not be clickable
When you open an appointment from the schedule modal, the system displays all applicable, active memberships and packages for that client, rather than just showing the first one available. Depending on the client's profile, here is how different scenarios will display:
Multiple different memberships/packages: All unique, active options will be listed.
Multiple purchases of the same membership/package: Each distinct purchase appears as its own separate row, complete with its own remaining session count.
A single membership/package: Only that specific row is displayed.
No memberships/packages: No package information or sections will be shown.
Pro-Tip: Clicking on any membership or package label directly inside the appointment modal will instantly reveal the full, detailed list of the client's active memberships and packages.

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