Scheduling Appointments for Clients

In this article, we will walk you through how to book a single appointment.

Things to know:

• The ability to schedule an appointment is controlled by the "Accessing Appointments" access control permission.
• Default Start Time for New Appointments: When you click the + New Appointment button, the appointment's start time will automatically default to the next available time slot based on your account’s time picker interval. Example: If you create an appointment at 6:10 PM and your time picker is set to 15-minute intervals, the default start time will be 6:15 PM.
• When scheduling a service for a client with a previous appointment, the appointment details are automatically prefilled with information from their past bookings. However, there is a hidden setting that can disable this automatic prefilling, and it can only be adjusted by the MyTime team. To enable or disable this setting, please contact support at support@mytime.com
• 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.
  

• When an appointment is booked—whether for the client themselves or a family member—the client will receive the "Booked by Business" notification listing all scheduled services.
• 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 you schedule multiple appointments for the same client at the same time, a message will appear in the appointment modal indicating a scheduling conflict: “{Client's name} is already booked at this time.” This is just an alert and will not prevent you from saving the appointment.
• You can enable faster loading responses and immediate clearing of calendar items when changing the date or location by activating the Improve Scheduler Loading Transitions hidden setting. This setting can only be enabled by the MyTime team. To request activation, please contact our support team at support@mytime.com  
• 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.

  
  

  
  

To schedule a single appointment:

1. Navigate to the Schedule
2. Filter by location
3. 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  
4. When the appointment modal opens:
   • You can search for an existing client using the search field or add a new client using the icon on the right-hand side.
   • If client “Quick-Add” is enabled, then clicking the client icon will populate the option to add the client’s basic information, such as name, phone number, and email.
   • If the “Quick-Add” option is disabled, then clicking the icon will redirect you to the Clients tab and open the Add a Client page. After you save the client, you must click on the Schedule and create a new appointment. The client can then be found in the client search.
   • Once the client is added to the appointment modal, you can proceed to select the staff, service, and time. 
5. Once you have entered the required fields, select Save.

Related Articles: 

Scheduling Multi-Staff Appointments

Scheduling Recurring Appointments

Appointments / Bookings Report

Booking Appointments for Multi-Client Services In-store

Booking Multi-Client Appointments Online

Booking Appointments for Multiple Pets Online

Scheduling Appointment for Pets

Scheduling Appointment for Family Members