Configuration
Available on: Desktop · Web · Phone
In Setup Appointments, open the menu and double-click Configuration › Settings. The Configuration window has four tabs — Configuration, Other Settings, Billing Options and Other Options — and a column of buttons on the right that open the related setup screens.
The settings apply to every branch and every user of the Appointment Manager in your company.
Who can change the settings
Changing settings needs the configuration right on Setup Appointments. Users without it do not see the Configuration and Print Designs groups, or Setup Package, in the menu, so they cannot open this window.
Saving
Click Save and confirm "Are you sure you want to save?". Before saving, the screen checks:
Agent Caption, Default Prefix and Coupon Prefix cannot contain the | character.
Coupon Expire Days must be a whole number from 0 to 365.
Max Pending Amount must be a whole number from 0 to 999999999.
After saving, the menu is rebuilt with any new captions. New settings apply to your next action straight away; what an open screen has already drawn — the diary's stylist columns, captions and appointment text — updates when you refresh or reopen it.
Tab 1 — Configuration
General
Agent Caption
Your word for a stylist — Stylist, Therapist, Doctor. It is used in the diary (for example Refresh Stylists and the Stylist... filter), the attendance menu item (Stylist Attendance), the attendance list and Link Images.
Service Group Level
Which level of your item groups counts as a service group — the groups you pick services from when booking, and the group shown next to each service in the diary, packages and lists.
Service Group V Level
The sub-level shown at the top of the service-group tree when booking. The choices change with the Service Group Level.
Default Rate
Which item rate prices a service: MRP, Basic Rate, Purchase Rate, Special Rate-1 to Special Rate-5 or Sale Rate. Used for the price on the appointment, for packages, and on the bill.
Conversion Factor
CF-1, CF-2 or CF-3. Only used when Use Agent+Service wise Item Rate (Billing Options) is on. Then the cost of the components set for a service in the item master is added to the stylist's rate, and this chooses which of the item's conversion factors is used to work that cost out.
Walk In Options
Confirm Customer Type
When ticked, every new walk-in starts by asking Select Walk-In Type: Appointed Customer (the client has a booking — attach it), Walkin-Non Member (use the Default Customer below) or Walkin-Interest for Membership (pick or create the customer). When not ticked, the walk-in goes straight to choosing the customer.
Default Customer
The customer a Walkin-Non Member is billed to. Use Pick Customer... to choose one and Clear Customer to remove it. Only used when Confirm Customer Type is ticked.
Default Prefix
The prefix for walk-in and check-in job slip numbers, for example AP, when the user has not used another one. Batch sessions always use this prefix.
Example — a walk-in counter. Tick Confirm Customer Type and set Default Customer to CASH CUSTOMER. A passer-by asks for a quick haircut: click Walk In, choose Walkin-Non Member, and the job slip opens already in CASH CUSTOMER's name — no customer search needed. A regular who booked yesterday walks in: choose Appointed Customer and pick their booking instead.
Customer Package Options
Confirm Agent Selection Before Save
When a package is sold without a stylist (agent), asks "No agent is selected! Would you like to select one before continue?"
Allow Package Use Without Balance
When not ticked, a client cannot use more package services than they have paid for: when booking you are warned and asked whether to book anyway; when adding the service to a walk-in job slip you are asked whether to take a payment first (then pick the service again); and billing is stopped with "Insufficient payment against package [package no.]! Billing is not allowed." When ticked, all three checks are skipped.
Allow Excess Package Payment
When not ticked, a payment larger than what is still payable is reduced to the payable amount, and you are told "Please return balance amount …". When ticked, the extra is accepted.
Hide Expired Packages
Leaves packages whose end date has passed out of the lists when booking and when adding services to a value package.
Package should always be sold
When ticked, no payment can be taken against a package until it has been sold. When not ticked, double-clicking a package in Package-Customer Link opens its payment.
Example — paying as you go. Kavya buys a 10 Hair Spa package for ₹8,000 and pays ₹4,000 now — enough for five sessions. With Allow Package Use Without Balance not ticked, her first five spas go through normally. For the sixth, booking warns "Insufficient package payment amount!" and asks whether to book anyway; on a walk-in job slip she is asked whether to pay for the service first; and the bill cannot be made until she has paid. Tick the setting if you trust regular clients to pay later.
Appointment Search
Filter Status
Unconfirmed, Confirmed or Lobby. The Appointment Search used for Attach and Merge lists only appointments at this status, and attaching brings in only lines at this status. It also decides which appointments the diary offers CheckedIn for: Unconfirmed ones when set to Unconfirmed, Confirmed ones when set to Confirmed. Appointments in the Lobby can always be checked in, as long as their end time has not passed.
Show Only Today's Appointments
The Appointment Search lists only today's appointments.
Example. Your front desk always confirms bookings by phone the day before. Set Filter Status to Confirmed and tick Show Only Today's Appointments: when a client arrives and you attach their booking to a walk-in, the search shows only today's confirmed bookings — a short list.
Attendance, stylists and branches
Use Employee Wise Attendance
Makes the diary follow staff attendance. Each stylist must be linked to their employee record (Agent-Employee Linking). Then holidays, shifts, leave and attendance block out time in the diary; a stylist who is not in is not offered when booking; and the Stylist Attendance item appears in the menu.
Hide Non Employee Agents
Shows only stylists linked to an employee — in the diary, when choosing a stylist, in the Time Slot Finder and in the Batch Manager.
Allow Parallel Client Appointment
When ticked, one client can have two services at the same time with different stylists. When not ticked, a client cannot be booked twice at the same time — the next free time is offered instead.
Use For Current Branch Only
Makes the Appointment Manager branch-wise, for all branches: each branch sees only its own stylists (plus stylists not tied to a branch), job slips and reminders, keeps its own screen preferences (such as which stylists the diary shows) and its own package payment and refund receipt designs, and — unless Do not use branch wise customer packages is ticked — its own packages. The settings on this screen stay the same for every branch.
Example — parallel services. Riya wants a 30-minute manicure with Sana and a pedicure with Pooja, both at 4:00 PM. With Allow Parallel Client Appointment ticked, both are booked side by side. Without it, the pedicure is offered from 4:31 PM, once the manicure is over.
Tab 2 — Other Settings
Allow Completed On Any Status
Lets you mark an appointment Completed straight from Unconfirmed, Confirmed or Lobby. When not ticked, only a Checked In appointment can be completed.
Do Not Load Scheduler On Start
The Appointment Viewer does not open by itself when you open Setup Appointments.
Do Not Load Job Slip Viewer On Start
The Job Slip Viewer does not open by itself.
Display Customer Colors
Adds a coloured strip to each appointment in the diary. The colour comes from the customer — one of nine colours, so a client always gets the same colour, though other clients may share it — which helps spot one client's bookings. Grouped appointments get no strip.
Allow Other Agent With Nil Commission
When adding other stylists to a service, a stylist with 0 commission is refused unless this is ticked.
Open New Instance For Billing
Each bill opens in a new tab (Appointment Billing [1], Appointment Billing [2] …), so you can bill several clients at once. When not ticked, the one Appointment Billing tab is reused. A bill started from inside another window, such as a grouped appointment, always opens in its own window.
Check For Expired Advance Schemes
When Setup Appointments opens, checks for customer advances that have expired and, if there are any, opens the expiry screen.
Close Billing On Save
The billing tab closes by itself once the bill is saved.
Auto Update All Appointment Service Status
Pick a status and click Add to put it in the list; Remove takes it out. When one service of an appointment is changed to a listed status, the other services of the same appointment that were at the same status change with it.
Example. Confirmed is in the list. Asha has three services booked, all Unconfirmed. She phones to confirm; you set her haircut to Confirmed, and her hair spa and blow-dry change to Confirmed too — no need to change each one.
Customize Appointment Display
Choose what is written on each appointment in the diary. Add fields to Subject and Description — Stage Name, Stage Description, Service Cost, Group Name, Service Name, Customer Name, Mobile Number — and they are shown one per line, in the order listed. Out of the box, Subject shows the Group Name and Description the Service Name.
Example. Add Customer Name and Mobile Number to the Subject list. Each booking in the diary now starts with Riya Sharma and her phone number, so the front desk can call her without opening the appointment.
Tab 3 — Billing Options
Use Agent+Service wise Item Rate
When ticked, each service is priced at the stylist's own rate for that service (set in Setup Agent + Service / Appointment Details), for men or women, plus the cost of products it consumes. When not ticked, the service's item rate (see Default Rate) is used whoever does it, and the bill is priced at that rate. Package services keep their package price either way.
Default Customer Sex
Prompt For Customer Sex, Use Male As Default Customer Sex or Use Female As Default Customer Sex. Used when a customer's sex is not recorded — it decides the male or female time and rate. Prompt asks once, when it is needed.
Show Parameter Values Before Billing
Before a bill opens, the Parameter Values window opens so the client's before/after details can be recorded.
Show Parameter Values Before Checkin
When a client is checked in, the Parameter Values window opens. Despite the name, it opens just after the job slip is saved.
Example — senior and junior rates. Anita (senior) charges ₹1,200 for a haircut and Karan (junior) ₹700. The Haircut item's MRP is ₹900, and Default Rate is set to MRP. With Use Agent+Service wise Item Rate ticked, Riya's haircut with Anita is priced ₹1,200 and with Karan ₹700 (a haircut uses no products). With it not ticked, both are ₹900.
Tab 4 — Other Options
Discount Coupon
Allow Discount Coupon Creation for pending package amount
Shows a Discount Coupon button that turns the unused amount of a value package into a coupon the client can spend later. The package must have been sold and be value-based; creating the coupon asks "Are you sure to create discount coupon" and marks the package fully used.
Coupon Prefix
The start of every coupon number.
Coupon Expire Days
How many days a coupon is valid — 0 to 365. 0 means it expires the same day.
Max Pending Amount
The largest coupon allowed. Set this before you start: at 0, no coupon can be created, because every amount is larger than 0.
Link With Customer
Records the client's membership number on the coupon, so it is linked to that client.
Example. Set Coupon Prefix GV, Coupon Expire Days 90 and Max Pending Amount 5000. Meena has ₹1,200 left on a value package she will not use. Click Discount Coupon and confirm: she gets a coupon numbered with the GV prefix for ₹1,200, valid for 90 days, and her package is marked fully used. A ₹6,000 balance would be refused, because it is over the ₹5,000 limit.
Packages and job slips
Do Not add service in Package if service amount > package pending amount
When ticked, a service that costs more than what is left on a value package cannot be added to it. When not ticked, you are asked whether to add it anyway.
Job Slip Print Mode Single
Prints all the services of a job slip on one page. When not ticked, each service prints on its own page — useful when each stylist takes their own slip.
Print Job Slip On Checkin
After a check-in or walk-in is saved, asks "Print Job Slip?".
Do not use branch wise customer packages
Lets clients use their packages at any branch. When not ticked, a client's packages can be used only in the branch where they were sold.
The buttons on the right
Agent-Employee Linking
Link each stylist to their employee record — needed for Use Employee Wise Attendance and Hide Non Employee Agents.
Link Images
Add photos for stylists, customers, services or service groups.
Setup Cancellation Reason
The Cancellation Reasons screen — the reasons offered when an appointment is cancelled.
Design Job Slip / Design Final Job Slip
The print designs for the job slip at check-in and the final job slip on completion (desktop only).
Design Package Payment / Design Package Refund
The receipt designs for package payments and refunds (desktop only).
Package Payment Config
The accounts and print options used when taking package payments.
On the web
On the web the same settings are on four tabs named General, Other, Billing and Options, with the setup buttons at the top. The design buttons are not shown — print designs are made on the desktop and used on the web as they are.
On the web, settings are read when Setup Appointments starts and kept for your web session. After you save here, your own Setup Appointments uses the new settings straight away; anyone else who is already logged in — and anyone after a change made on the desktop — needs to log out and back in to pick them up.