EMS | Facility Appointments Code Setup

EMS | Facility Appointments Code Setup

Description

Facility Appointment Code Setup creates the booking rules for facility only based appointments.  The initial code creation defines the dependency on "Facilities" and sets the fundamental  business rules for the organisation.
Providing the ability to define the contra-warnings and the dependency on resources to ensure the accuracy of booking is retained. 

Resolution

Creating Facility Appointment Codes

In "Administrator" or via "Configuration" click onto “Facility Appointment Codes”




  1. To create new Appointment click onto the "Green Plus"
  2. Enter a Code - the code is a maximum of 8 characters
  3. Enter a description 
  4. Select an appointment "Category" from the dropdown list
  5. Select the default length - the length is configured based on the default Interval
  6. Interval if your business uses multiple column intervals please select the relevant  either 5, 10, 15 minutes
  7. Select a "Income Centre" from the dropdown list
  8. Select the "Gender"
  9. The default is "Either" this removes any dependency on the guest gender
  10. Selecting "Female" or "Male" will restrict a booking based on the guest declared gender based on your organisations configured title/pronouns settings
  11. Move the required Sites from left to right to allocate
  12. Select the "Green Tick" to confirm

Applying Site Rules 

In "Administrator" or via "Configuration" click onto “Facility Appointment Codes”, and select the "Site Details" tab



  1. Select the "Appointment" from the List at the bottom of the screen, then select the "Site Details" tab
  2. If using a multi-site solution select the "Site" in the list of sites
  3. You can then apply the general appointment rules
    1. Alternate Description - if the site naming convention differs per site you have the ability to define a local description
    2. Allocation Code - set the interface code to allow postings to the the Property Management System (PMS)
    3. Start / End Dates - ability to define the bookable availability for the appointment, if dates are blank always available
    4. Gratuity - ability to apply a service charge percentage - see Gratuity rules
    5. Tax - ability to define the tax percentages for the appointment - see Tax Rules
    6. Web Bookable - activate to allow online bookings
    7. Max Per Online Booking - ability to allow to multiple facilities via Online by Premier

Applying Allocations

The allocation tabs provide the ability to define which resources and what limitations are associated with the facility appointment code


  1. To configure which facilities can be booked select the "Facility Allocation" Tab
  2. To  Allocate - Move the required facility from left to right to be required when booking

Applying restrictions

The contra- warning provide the ability to alert the team on booking and restrict booking based on specific rules 
To configure select the required Tab

 
  1. Medical - select the medical restriction and move from left to right
  2. To define the level of restriction
    1. “Deny” will prevent the appointment from being booked if the client has declared the "Medical Type"
    2. “Warn” will still allow the appointment to be booked if necessary, and alert the staff on booking and arrival if the guest has declared the "Medical Type"



  1. Contra-Indications- select the appointment which impact the booking of the selected appointment
  2. Using the Days, Hours drop down you can define the restriction Before and After the selected appointment can be booked based on the guests existing bookings 
  3. To define the level of restriction
    1. “Deny” will prevent the appointment from being booked based on existing guest bookings
    2. “Warn” will still allow the appointment to be booked if necessary, and alert the staff on booking and arrival based on existing guest bookings


    • Related Articles

    • EMS | Facility Setup

      Description Facilities are bookable areas which can be booked individually or associated with a staff member. An example of the two options available are a tennis court is booked by a client and they are able to use the court unsupervised, or a ...

    • EMS | Internal Appointments - Facility Settings

      Description Internal appointments are used to add blocks to a facility, these are initially made available via Internal Appointment Codes, Resolution Configuring Staff Internal Appointments In "Administrator" or via "Configuration" click onto ...

    • EMS | Appointment Code Setup

      Description Appointment Code Setup creates the booking rules for all staff based appointments. The initial code creation defines the dependency on "Rooms" or "Facilities" and sets the fundamental business rules for the organisation. Resolution ...

    • EMS | Appointment Code - Linked Appointments

      Description Using Linked Appointments prompts the user to select a secondary appointment when booking, and will also suggest the best time to book the appointment. Typically used in the hair service where an initial technical appointment (colour ...

    • EMS | Facility Setup - Rotas

      Description The facility availability is initially defined by creating a Facility Rota. The rota provides the ability to open the availability between two dates or add regular blocks which is controlled by the Rota pattern Resolution Creating a ...