Booking Appointments Online for Family Members

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
• 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 for the same family member. 
• 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. 
• When booking an appointment online, the 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.
  • 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.

Contents

• Booking Appointments Online for a Single Family Member
• Booking Appointments for Multiple Family Members Online

Booking Appointments Online for a Single Family Member

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
    

Booking Appointments for Multiple Family Members Online

Things to Know:

• The ability to book for multiple family members online is controlled by the following hidden settings:
  • Allow Booking Multiple Family Members (or Pets) at Once on the Booking Widget
  • Enable Group Booking
• To enable these settings, please contact support@mytime.com.
• When clients book for multiple family members, a tab will appear for each family member’s name. Clients can click on each tab to:
  • Select the service, date and time, and staff member
  • Complete any required intake forms
• To book a service for another family member, clients can click "Add Other Service" and select the desired family member’s name.
• If the "Multi-Staff Appointments" setting is enabled, clients will see a checkbox labeled "Use same start time for all". This allows them to choose whether all appointments should begin at the same time.

Clients can easily schedule appointments for multiple family members by following these steps:

1. Use the provided booking URL or click the "Book" button on your website
2. If your business has multiple locations, clients should choose their preferred location
3. In the "Who is this appointment for?" section:
   • If family members are already linked, select the appropriate individual(s)
   • If there are no family members listed or only one, click "Add New Family" to include others
4. Choose a service for each selected family member
5. Pick a preferred date and time from the calendar for each family member
6. To schedule all appointments at the same time, check the "Use same start time for all" box (available only if the Multi-Staff Appointments setting is enabled).
7. If the client prefers a specific provider, they can select one during this step
8. Proceed to Checkout
9. At checkout, clients can:
   • Sign in to an existing account
   • Log in using Facebook or Apple
   • Create a new account
   • Add any notes or special requests
   • Fill out required intake forms (if applicable)
   • Enter payment details, if required
10. Click "Complete Booking" to finalize the appointment

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