Booking Appointments Online for a Single Family Member

In this article, we will guide you through the steps for clients to book appointments for their family members online.

Things to know

• Online booking must be enabled for the business.
• Each service must have a staff member assigned, and staff work hours must be set.
• Clients must sign in using an existing MyTime account, Facebook, or Apple login—or create a new account during checkout.
• The same service cannot be booked multiple times in a single booking. To book the same service more than once, the client must complete the booking and then start a new one.
• If a client selects a specific staff member, only the services that can be performed by that staff member will be visible.
• No Preference option on booking widget:
  • When a client selects No Preference, the system assigns a staff member using round-robin logic. Learn more here.
  • If the "Can customers book a specific staff member?" setting is disabled, the "Book With" section will be hidden. In this case, appointments will be booked as if "No Preference" was selected, meaning the round-robin assignment will apply.
• 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. 
• When booking an appointment online, the error message "Time is no longer available" may appear 

• An error message stating “Time is no longer available” may appear if:
  • Another appointment has been booked at the same time.
  • The staff member’s working hours have changed.
  • 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.
• Clients who book appointments—whether for themselves, or family members, will receive a notification listing all services booked:
  • Booked in-store: The Booked by Business notification is sent.
  • Booked online: The Booked by Client notification is sent.
• 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.
  • 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 for a family member online, a ticket is automatically created.
• Clients receive a booking notification listing all scheduled services:
  • Booked in-store: Booked by Business notification
  • Booked online: Booked by Client notification
• For mobile businesses:
  • Services unavailable at the selected location are hidden in the booking widget.
  • Selecting In-Store hides services offered only at the client’s location.
  • Selecting At Your Location (up to X miles) hides services available only in-store.
• Clients can book both individual and multi-client services in a single transaction for their family members. During checkout, all selected services are grouped together for convenience. When a multi-client service is included, the Additional Guest Form must be completed for every participant before the booking can be completed.
• Clients can book $0 services without a credit card. However, a card will be required if you have a Cancellation Policy or if the "Store Client Credit Cards?" company setting is set to "Yes, and also require them to schedule appointments."

  
  

  
  

CONTENTS

• Book Appointments for Family Members Online
• Select New or Existing Family Members at Checkout

Book Appointments for Family Members Online

Clients can book an appointment for their family member 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. In the Who is this appointment for? section, clients without a family member or an account can choose "Add a new family member". For clients who are signed in and have existing family members, can select an existing family member or add a new one
4. Choose the desired service. To add additional services, click the "Add Another Service" link
5. Select a preferred date and time from the calendar
6. If the client wants a specific staff member, they can select one
7. Proceed to Checkout. At checkout, they can:
   • Sign in to an existing account
   • Use Facebook or Apple to log in
   • Create a new account
   • Enter the family member’s name if they opted to add a new family member earlier
   • Restart the booking process to add an existing family member to the appointment
8. Additional Options at Checkout include:
   • Add notes and special requests
   • Complete any required intake forms
   • Provide payment details if necessary
9. Click on the "Complete Booking" button
10. The booking confirmation page will appear

Select New or Existing Family Members at Checkout

When booking appointments for family members directly on the checkout page, clients can create a new family member or select an existing one. This helps prevent duplicate profiles and ensures smooth booking.

Things to Know:

• This feature is triggered when a client signs in on the checkout page.

• Clients will see a modal window prompting them to either create a new family member or select an existing one.

• Selecting an existing family member redirects the client back to the Pick a Time page to continue booking.

• If no existing family member is selected, clients can continue booking with a new family member.

How to Select a New or Existing Family Member at Checkout:

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, choose the preferred one).

3. Choose the desired service. To add additional services, click “Add Another Service” or proceed to select a time.

4. In the “Booking for:” dropdown menu, choose “Add a new family member"

5. Enter the family member's name

6. Select a preferred date and time from the calendar

7. At checkout, sign in to your existing account

8. In the modal window, either select an existing family member from the dropdown menu or create a new family member.

9. Click 'Continue'

10. Selecting an existing family member:

• You will be redirected to the Pick a Time page.
• Select the desired date and time.
• Complete the booking process as usual.

Creating a new family member:

• Continue the booking process directly from the checkout page.
  • Complete any required intake forms.
  • Provide payment details, if necessary.
  • Complete the booking.

11. The booking confirmation page will appear once the process is complete

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

Related Articles:

• Scheduling Appointment for Family Members
• Appointment Grouping
• Family Member Notes
• Marking a Staff Member as Preferred on a Family Member Profile