Scheduling Software Highlighted Features
Here are some of the highlighted features of our appointment software and scheduling software systems. Appointment Solutions is functionally rich and has too many features to list, so if you don't see a feature you need for your business, be sure to ask us if it's available.
 
Automatic e-mails
The scheduling software system sends out automatic e-mails to both customers and the organization when certain events occur: 

   - When a customer makes an appointment
   - When a customer cancels an appointment
   - When an appointment is changed for a customer
   - When a customer registers 
   - When a customer purchases a gift certificate 
   - A specified number of days prior to an appointment (sent to the customer) 
   - When a customer places themselves on the waiting list


You can create custom text for these e-mails and control whether or not the scheduling software system sends them.


Flexible reporting
Appointment Solutions appointment schedule software provides numerous reports. You can run reports for a date range, a specific writers / staff members, a specific customer, a specific service and more. With Appointment Solutions appointment scheduling software you can export appointments to Excel or just run them as a standard HTML report. You can also save reports.

If you need to print a list of all of your customers and their data, you can do it any time.

Statistical, sales, loyalty, and many other reports are included.


Control how far in advance customers can schedule and cancel
With Appointment Solutions Scheduling Software you can control how far in advance you would like your customers to be able to book appointments (up to 2 years in advance). Also with Appointment Solutions Scheduling Software you can set how close to the appointment time they are allowed to cancel their appointments.

Recurring appointments
With Appointment Solutions Appointment Software you can set standing appointments for your regular customers. Once you create a recurring appointment for a customer, you can handle each appointment separately. So, if a customer needs to cancel or change one of their appointments, they can do so.

Packages
If your business sells packages to customers, such as a package of 15 sessions, Appointment Solutionsscheduling software lets both internal staff and your customers know the number of sessions they have left. The types of packages that can be set up are number of sessions, dollar amount, or flat monthly fee.

Outlook export
When an appointment is made in the scheduling software system, the staff member setting the appointment can export the appointment to their Outlook calendar. The staff member associated with the appointment will also receive an e-mail with a Outlook calendar attachment. They can then easily click on it and add it to their calendar. Also with this scheduling software, your customers can export their appointments to Outlook. They will receive the calendar attachment, as well, in their appointment confirmation e-mail. They may also log in at any time to see their current appointments, print them, or export them to their Outlook calendar.

Single appointment or multiple appointments per time slot
Most companies use a one appointment per time slot format when using Appointment Solutions appointment software. But, for some organizations, a multiple appointments per time slot arrangement is a better fit. An example would be a chiropractor who sees 6 patients between 8am and 9am. All of the patients can show up at 8am because the chiropractor can work with more than one patient at a time. Another example would be a tour company that sets up tours of 25 people at a time. If the tour started at 10am, the tour company would need the system to allow for 25 appointments at 10am. If you are unsure which is a better fit for your company, switching back and forth is simple and no data is lost.

User access types
There are predefined user access types in the appointment scheduling software system. One of the types is a user that can only see their appointments when they log in. Another is a user whose primary purpose is to make, change, and cancel appointments. They have limited access to other parts of the scheduling software system. This would be a receptionist or answering service person. Another type is the headquarters administrator. This user has access to everything in the scheduling software system. If you have multiple locations, another access type would be for the manager of a location. They would be able to perform all scheduling software system functions for their location, such as adding a staff member, adding services, and making appointments. But, they would not be able to access other locations.

Single or multiple locations
Appointment Solutions appointment Scheduling Software works great whether you have one location or multiple locations Some Apointment Solutions appointment software clients have hundreds of locations, while many others have one location. You only have to log in once and you can access all locations (if you are set up as a user type that can access all the locations). You can set your locations up to share values (such as your services) or function as stand-alone operations.

Staff sharing
If you have multiple locations and have staff that work at more than one location, you only have to set them up as a staff member once in the scheduling software system. You tell the scheduling software system at what locations a staff member can accept appointments. They can have a different work schedule at each location.

Use internally only or allow customers to schedule their own appointments
Many Appointment Solutions scheduling software clients use the system for their internal appointment scheduling only; they don't open it up to their customers. All that is needed is an Internet connection to use the system internally. Other clients allow their customers to schedule their own appointments on-line.

Require log in or don't require log in
There are a couple ways to configure the part of the appointment software system that your customers see. You can require them to register before they log in. When they register, they assign themselves a login and password. They can then log in immediately and make appointments. You can also set it so that after they register, they must be activated by the company before they can log in and set appointments. The company is notified via an e-mail when someone has registered. The other option is to not require your customers to log in. You can allow them to view your open times and select an open time. Once they have done that, then they would be prompted for their contact information.

Events (Great for Automotive Service Clinics)
The scheduling software system allows you to set up one-time events or classes. These events occur on a specific date or dates. You can define the number of attendees allowed (or set it to not have a maximum number of attendees).

Appointment statuses
The appointment software system comes with some default statuses for appointments (scheduled, confirmed, completed, no show). You can add as many additional statuses as you like. Each status is color-coded, so you can quickly tell the status of an appointment when looking at your appointment schedule.


Here is a line item list of scheduling software system features:

Appointments
Multiple appointments per time slot or one appointment per time slot
View schedules for multiple staff members at the same time
Make appointments for multiple pets/children at one time
Link to Mapquest for customer address Add, change, or cancel appointments
Recurring appointments
View and update past appointments
Daily or weekly view
Colors on appointment grid change based on appointment status
View customer-entered notes while viewing or editing appointments Enter customer or appointment notes while making or editing appointments
Automatic appointment confirmation e-mail sent to customer
Automatic appointment notification e-mail sent to staff member
Automatic appointment reminder e-mail sent to customer
Automatic inactive customer e-mails Export to Outlook calendar
View and cancel blocked out times Print individual appointments in a printer-friendly format
Add customer while making an appointment for them
Enter and track the cost of the service Enter coupon codes
View attendee lists for events User-defined reports for appointments
Output appointment information to Excel
View appointment reports for current and past appointments
Keeps appointment history for each client
View and edit customer, writers and any profile information from appointment page
Create custom appointment statuses

Customers
Search for customers by last name, e-mail address, city, or phone numbers
Keep birthdays for customers
Keep payment information for customers
Add, change, or delete customers Output customer information to Excel
User-defined reports for customers
Upload customer information from other databases
Assign customers to service writers / estimators 
Send plain text or HTML e-mails to customers
Cycle through customer filters in a telemarketing format
Secure data transmission
View customer history
Create custom customer statuses
Set up and track how customers heard about you
Create and track different customer types
Maintain pictures of customers / repairs etc..

Service Writers / Estimators 
Set up limited access writers in the system, only allowing them to view their information
Service witer profiles
Individual work schedules
Individual days off
Individual blocked times for doctor's appointments, etc.
Assign services to service writers /restrict services from service writers.

Services
Assign durations to services
Set up buffer times for services
Set up one-time events
Assign costs to services
Disallow customers from seeing a service
Create add-on services with or without an added duration

Locations
Set up multiple locations
Allow locations to use the same values as the main location or use their own
Each location has its own open hours and service writers

Site Setup
Add custom text to the site
Customize site colors and text
Add custom pictures and logo
Use as a stand-alone site or as a link off an existing site
Choose from different layout styles
Use your own terms for key words in the system, such as using “client” instead of “customer”
Add an unlimited number of pages to your site Customize all automatic e-mails sent by the system
Set up multiple locations

Front End
Customer registration
Allow customers to make appointments immediately after registering or require approval
Customers can select a specific service writers or no preference
Won't show other scheduled appointments to customer
Displays a link to writer and service profiles
Customers can edit their contact information and change their password
Customers can add, change and delete Vehicles info
Make appointments for multiplevehicles at one time
Printable appointment confirmation in a printer-friendly format
Automatic e-mail confirmation
Customers can cancel appointments
Cancellation confirmation e-mail sent to customer
Cancellation notification e-mail sent to service writers
Secure log in Control how far in advance customers can make appointments