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Appointment Management Features

View Bookings and Appointment Requests

Magenta Health

There are two ways to view bookings and appointment requests within Veribook:

When viewing bookings as a list, the following features are available:

When viewing bookings within a calendar, the following features are available:

View Bookings as a List

1. Select the Bookings button in the main navigation bar.

bookings_orb.png

2. Select the Client Requests tab.

client_requests_tab_active.png

3. A list of your bookings will be presented.

Click on a particular booking to view or modify it.

select_booking.png

View Bookings within a Calendar

1. Select the Calendar button in the main navigation bar.

calendar_orb.png

2. Select the Bookings tab.

bookings_tab.png

3. Select one of the existing resources.

resource_calendar.png

4. The bookings for this resource will be presented within a calendar.

Double-click on a particular booking to view or modify it.

calendar_bookings.png

Using the Filter Feature

Magenta Health

When viewing your bookings, there are various shortcuts to quickly see the appointments that you're interested in.

One shortcut is the filter feature. The following four options are available for use individually, or in combination:

  • Filter by customer name

  • Filter by resource(s)

  • Filter by service(s)

  • Filter by tag(s)

A related shortcut is the View feature.

Instructions

1. Select the Bookings button in the main navigation bar.

bookings_orb.png

2. Select the Client Requests tab, then the Filter button.

client_requests_tab_active.png

3. Use the Client Name field to search for customers with specific names.

filter_page_name.png

4. Select one or more resources under the Show only requests for any of the following resources: heading to view only requests linked to the selected resources.

filter_page_resource.png

5. Select one or more services under the Show only requests related to any of the following services: heading to view only requests linked to the selected services.

filter_page_service.png

6. Select one or more tags under the Show / Hide requests with any of the following tags: heading to view only requests either having, or not having, the specific tags.

filter_page_tag.png

7. Click the Apply button. Only bookings that match your filter options will now be visible.

Click the Remove Filter button to stop applying your filter options.

applied_filter.png

Multiple filter options can be applied simultaneously. In such circumstances, only bookings matching all criteria will be displayed.

Using the View Feature

Magenta Health

When viewing your bookings, there are various shortcuts to quickly see the appointments that you're interested in.

One shortcut is the view feature which automatically filters your bookings to show only certain bookings:

  • Active - displays all pending appointments, including requests awaiting your review and confirmed appointments

  • Accepted - displays only currently pending and confirmed appointments

  • History - displays only past appointments, as well as future cancelled appointments

  • All - displays all appointments and appointment requests

A related shortcut is the Filter feature.

Instructions

1. Select the Bookings button in the main navigation bar.

bookings_orb.png

2. Select the Client Requests tab.

Select from among the Active, Accepted, History, and All options.

client_requests_tab_active.png

Print a List of Appointments

Magenta Health

Having a printed list of appointments (e.g. a day sheet) can be sometimes useful. This is particularly the case when staff are not working in front of a computer, or at a location without ready internet access.

An alternative is to export your appointment history if a more custom report is required.

Instructions

1. Select the Bookings button in the main navigation bar.

bookings_orb.png

2. Select the Client Requests tab.

client_requests_tab_active.png

3. Use the View, Filter, Results per page, and Sort by features to display the appointments that you wish to print.

These features are highlighted in the example to the right.

crafted_bookings.png

4. Click the Print button. Doing so will reformat the page to be more printer friendly.

print_window.png

4. Use your browser's print functionality to print this page.

In most Windows browsers, this functionality is accessed by pressing Ctrl-P

If using OSX, press ⌘-P instead.

browser_print.png

Export Appointment History

Magenta Health

Oftentimes, exporting appointment history into a format that is compatible with common spreadsheet programs such as Microsoft Excel and Google Sheets is useful.

For example, robust analysis or reporting can be readily achieved, or data can be massaged for import into another system such as a customer relationship management (CRM) system.

Instructions

1. Select the Bookings button in the main navigation bar.

bookings_orb.png

2. Select the Client Requests tab, then the All view, then click the Export button.

client_requests_tab.png

3. A file containing your entire appointment history will automatically download.

automatic_download.png

4. Open this file using any common spreadsheet program such as Microsoft Excel.

One common observation is that ALL historical data is provided. This is by design because it most spreadsheet applications provide extremely powerful and easy to use filtering options. For example, if you are interested in only a particular service, just follow these steps:

Export --> Open in Excel --> Turn on Filters for All Columns --> REMOVE the service of note from the list of displayed services --> Select All --> Delete all Rows--> Remove the Filter

At this point, you will have only the appointments corresponding to your particular service of interest.

export.png

Tag Bookings and Appointment Requests

Magenta Health

When viewing your bookings, you're able to also mark your bookings and appointment requests with various tags, individually, or in combination. The tags currently available are the following:

  • Confirmed

  • No Show

  • Paid

  • Completed

The Paid tag is automatically added if a customer pays online prior to booking.

Instructions

1. Select the Bookings button in the main navigation bar.

bookings_orb.png

2. Select the Client Requests tab.

client_requests_tab_active.png

3. Open the booking that you wish to tag by clicking on it.

select_booking.png

4. Select the Add Tag button, and choose from the presented options.

select_tag.png

5. Added tags will appear as a list. Remove tags by clicking the X icon next to each tag.

show_tags.png

6. Tags will be listed in italics next to each booking and appointment request.

Tags will also be listed in the appointment history if exported.

show_tags_2.png