Booking Appointments Online

In this article, you will walk through the steps taken by your clients to book an appointment online.

Things to know:

• Online booking must be enabled
• A staff member must be assigned to a service and work hours must be set
• A client must either sign in with their current MyTime account, Facebook, or Apple login, or create a new one.
• The same service cannot be selected multiple times within a single booking. If a client wants to book the same service multiple times, they must complete the first booking and then go through the booking process again to add the service.
  
• No Preference option on booking widget:
  • When a client books an appointment online and selects the "No Preference" option, the system uses a round-robin mechanism to assign a staff member to the service. Learn more here.
  • If the "Can customers book a specific staff member?" setting is disabled, the "Who Would You Like to Book?" section will be hidden. In this case, appointments will be booked as if "No Preference" was selected, meaning the round-robin assignment will apply.
  • If a client selects a specific staff member, only the services that can be performed by that staff member will be visible. 
• Booking Appointments with Add-On Services
  • Accounts with Multi-Staff Appointments Feature Enabled:
    • If a staff member is selected for the core service and "No Preference" is chosen for the add-on, the same staff member will be assigned to both.
    • If "No Preference" is selected for both the core service and add-on, the system will assign the same staff member to both service. However, if the assigned staff member is not eligible to perform the add-on service, a different staff member will be assigned to the add-on.
  • Accounts with Multi-Staff Appointments Feature Disabled:
    • If "No Preference" is selected, the system will automatically assign the same staff member to both the core service and the add-on.
    • If the selected staff member cannot perform both the core service and the add-on, the option to select an add-on will not be visible. 
• An error message "Time is no longer available" may appear if any of the following conditions apply:
  • There is a scheduling conflict with another appointment booked at the same time
  • The staff member’s available hours have changed, making the selected time unavailable
  • The selected time slot is no longer available for the chosen staff member
• By default, when clients use the "Book Again" button, appointments are prefilled with information from previous bookings. However, the option to disable this automatic prefilling is controlled by a hidden setting that can only be configured by the MyTime team. To enable this setting, please contact support at support@mytime.com.
• If the setting "Accept online payments through MyTime?" is configured to either "Yes, require online payment to book online" or "Let clients choose whether to pay online or in person," and the client opts to pay online, the following will occur:
  • When an appointment requiring a deposit is booked online, the client's card on file will be charged for the deposit, and a hold will be placed on the card for the remaining balance.
  • If the hold amount cannot be charged successfully, the location manager will be notified that the pre-authorization attempt failed and will need to collect the remaining balance from the client at the time of the appointment.

• During checkout, if a client is not signed into their account, they will be prompted to log in. If they do not have an account, they can click the "Sign Up" link to create one.

• For businesses that require online payments but do not enforce a cancellation policy, clients can book $0 services—such as services covered by a package or membership, or services that are free—without needing to enter a credit card.
• When an appointment is booked online, a ticket is automatically created.
• When the "If a client fails to cancel an appointment in advance, should MyTime charge them?" setting is enabled:
  • The checkout page will display two fields:
    • "Charged Today" – The amount due at the time of booking.
    • "Charged After the Appointment" – The remaining balance to be charged after the appointment.
  • No Deposit Required: Example:For a $180 service with no deposit:
    • Charged Today: $0.00
    • Charged After the Appointment: $180.00
    • The checkout footer will clearly indicate that no payment is due at the time of booking.
  • Deposit Required: Example:For a $180 service with a $50 deposit:
    • Charged Today: $50 (Deposit)
    • Charged After the Appointment: $130 (Remaining balance)
    • The checkout footer will display the "Charged Today" amount ($50).
• If the Setting is Disabled:
  • Only the "Total" field will be displayed on the checkout page.
  • The checkout footer will not be shown.

Clients can book an appointment by following these steps:

1. Navigate to your booking page using the provided booking URL or the "Book" button on your website.
2. Select a Location (if your business has multiple locations, they should choose their preferred location)

   
   

   
3. Choose the desired service. To add additional services, click the "Add Another Service " link

   
   

    
4. Select a preferred date and time from the calendar

   
   

   
5. If the client wants a specific staff member, they can select one
6. Proceed to Checkout. At checkout, they can:
   • Sign in to an existing account
   • Use Facebook or Apple to log in
   • Create a new account
     
7. Additional Options at Checkout include:
   • Add notes and special requests
   • Complete any required intake forms
   • Provide payment details if necessary
8. Click on the "Complete Booking" button

9. The booking confirmation page will appear                                                                                                                                                              

For more information, contact us at support@mytime.com or (385) 233-6964.

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Booking Multi-Staff Appointments Online