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Making a Booking: Incoming via phone primarily, followed by SMS, online and DM via Instagram, and walk in. Booking amendment requests come in via email, SMS and phone calls or walk in.
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Client calls the clinic to make a booking
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Have they had this therapy before ? (indicator in POS ?)
No - advise basic information about the treatment
Note system will send on the survey questionnaire form for client to complete prior to appointment if required
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Promotional Offers
Promotions are all auto apply - so prices are updated in the POS.
Birthday Promotion
Click “Find Promotions”
The customers birthday is used and the promotion is found the number of weeks before / after the promotion as per the setup
It is common however that customers want to purchase discounted items - so there is a promotions tab that will list all possible promotions with an explanation if they apply
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Select Therapist > then available dates > then available time
Verbally ask them if they have been to the clinic before or if they have had the particular therapy before to then advise basic information about the treatment
alert Alert if person has not had this therapy before (will require initial / get survey)
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Will only offer calendar days for therapist that does not already have a booking
Validation checks (end of booking wizard, take payment button) respects this also
How to find a booking for a slot after 5pm example
add a colour highlight to the month view based on before and after
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Bookings for any other people
Will add a different contact to the session
Can pay full amount in advance
If not paid in advance that person will then be the debtor
The contact persons will be available to be added to later bookings in a drop down list
- Tickbox (email / phone of person making the booking) if the contact details is to remain the booking debtor - for example a parent booking for a child will expect to be contacted not the child.
Survey is sent based on selections once the booking is confirmed
Bookings for minors on calendar
Note that Minors will be indicated on the calendar with a hover for the age prefix with “Age “
Minors will still be paid for by the booking person
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Advise cancellation Policy
On last page of POS ?
from Rich Text Field on host company (HC > System Features > Cancellation policy Concertina- Checkbox required for staff to tick they have advised the cancellation policy for first time customersevery customer
- Summary to be in order of group by date > order by time
Email template sent after checkout process to have cancellation policy
Take Credit Card Payment (and record details ? EWAY only)
Drop down of remembered cards, ability to remove a card, title and save a new card
Take deposit
Receipt emailed
Bookings for others including minors
Note that Minors will be indicated on the calendar with a hover for the age prefix with “Age “
Minors will still be paid for by the booking person
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Bookings for any other people
Will add a different contact to the session
Can pay full amount in advance
If not paid in advance that person will then be the debtor
The contact persons will be available to be added to later bookings in a drop down list
- Tickbox (email / phone of person making the booking) if the contact is to remain with the booking debtor
Survey sent based on selections once the booking is confirmed
How to find a booking for a slot after 5pm example
add a colour highlight to the month view based on before and after
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POS funds collected
If the Therapy is for a future date - the amount collected is a deposit of 50% (unless waived)
If the Therapy was today - the amount collected will be the balance owing
Bulk Buys and Bundles
When purchased the full payment is required up front
When used as credit for a session no payment is required
Physical Products - full payment is required
Deposits for session and HiCaps
HiCaps is not checked - however some health funds may pay full amount so the clinic can agree to drop the deposit requirement with the expectation that the balance will be later paid
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Waive Deposits and back up to waive deposits after Finalise
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Special Actions - Reopen this order
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Back to Products page and Waive Deposit
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Two bookings for two people
Book the first one
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Select I want to book another and Click on I am booking and paying for someone else
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Completed Sessions Check Private Health Fund Rebate Amounts
Once the Rebate is approved the amount outstanding will be updated to the remaining amount.
Deposit may have been waived on a booking if heath fund is expected to cover it all
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Credit Card Payments
Via Tyro swipe (card present)
If some cash is going to be used then enter that amount first so the card amount is the balance
“Process Card Payment” passes the amount to the Tyro Terminal and awaits (1) a card swipe and (2) confirmation from Tyro of the payment being taken
Tick the “Multiple Card Payments to enter a partial payment amount for a card with the last card being the balance - or balance can be taken in cash
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via EWay (card not present - or want to remember card for future transactions)
Enter credit card details and take payment
The card details are NOT Stored - they are used to capture payment via EWay integration
Remember Credit Card Details for future payments via EWay
Drop down of remembered cards, ability to remove a card, title and save a new card
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