Elevate Staff App: Booking and managing Appointments

Using the Elevate Staff App, you can book and manage Appointments from the schedule. The following management options are available:

  • Rebook the Appointment – Copy the client’s Appointment booking to another date and time (keeping the original booking as well).
  • Reschedule the Appointment – Move the client’s Appointment to another date and time.
  • View and set client attendance – View or set the client’s attendance status for the Appointment.
  • View alerts – View alerts and flags on the client’s profile.
  • Manage Add-ons – View, add, or remove add-ons for the Appointment.
  • Take notes – Add SOAP notes or QUICK notes to the Appointment.
  • View the previous or next Appointment – Go to the information page of the previous or next booked Appointment with the same client.

In this article:

To book an Appointment:

  1. Tap the Schedule tab.
  2. At the top-left corner of the screen, tap the Add button .
  3. Tap Book Appointment.
  4. In the list, tap the client you want to book the Appointment for. You may have to browse the list or use the Searchoption to find the client.
    • If you need to add a new client, scroll to the bottom of the page and tap + Add New Client. Fill in the client’s details and tap Create account. For more information about client profile details, see Modifiable client profile details.
  5. Select the category of the Appointment you want to book and tap Next.
  6. Select the specific Appointment Type and tap Next.
  7. If add-ons are available, they will be displayed. Select the add-ons you want to add to the Appointment and tap Next.
  8. Specify the date and time of the Appointment:
    1. On the calendar, select the date the Appointment will occur; available dates are displayed in blue. A list of available time slots for the date will be displayed.
    2. If there are no dates available on the calendar, tap the Previous month button or Next month button  to view other months.
    3. Tap your preferred time slot.
    4. Tap Next.
  9. Specify the client’s staff member preferences for the Appointment:
    • If the option is available, select the preferred gender of the staff member and tap Next.
    • If the option is available, select the specific staff member and tap Next. If no staff member is available, either tap the Back button and select a different gender option or set the List unavailable staff option to ON.
  10. If required, select an asset to book for the Appointment and tap Next.
  11. Select a Purchase Option and tap Next Step.
  12. Complete your booking:
    • If you selected Book Unpaid, payment is not required through the app. Tap Complete to complete the booking.
    • If you selected a Purchase Option, tap Checkout and pay for the Appointment:
      1. Select a payment method.
      2. Depending on the payment method, enter the payment details or swipe a credit card with an attached card reader.
      3. If you want to split payment between multiple payment methods, tap Split Payment and repeat steps a and b.
        • To remove a payment method from the purchase, tap the remove button next to the payment method. The payment amount is redistributed among the remaining selected payment methods.
      4. Tap Complete.
      5. If you want a receipt emailed to you, tap Send Receipt. Otherwise, tap No Receipt.

To rebook an Appointment:

  1. Tap the Schedule tab.
  2. Tap the Appointment you want to rebook. You may need to adjust the schedule’s filters and date range to find the Appointment.
  3. Tap Rebook. The client, Appointment Type, and add-ons are automatically set to match the current Appointment.
  4. Specify the date and time of the Appointment:
    1. On the calendar, select the date the Appointment will occur; available dates are displayed in blue. A list of available time slots for the date will be displayed.
    2. If there are no dates available on the calendar, tap the Previous month button  or Next month button  to view other months.
    3. Tap your preferred time slot.
    4. Tap Next.
  5. Specify the client’s staff member preferences for the Appointment:
    • If the option is available, select the preferred gender of the staff member and tap Next.
    • If the option is available, select the specific staff member and tap Next. If no staff member is available, either tap the Back button and select a different gender option or set the List unavailable staff option to ON.
  6. Complete the booking:
    • If the Appointment can be rescheduled immediately, the Reschedule Appointment button is displayed. Tap the button to book the Appointment.
    • If confirmation is required from the staff member selected to run the Appointment, the Request Appointment button is displayed. Tap the button to send an email to the staff member requesting confirmation. The Appointment will be booked when they accept the request.
    • If online payment is required, select a Purchase Option and tap Next Step. Then make payment and checkout:
      • If you selected Book Unpaid, payment is not required through the app. Tap Complete to complete the booking.
      • If you selected a Purchase Option, tap Checkout and pay for the Appointment:
        1. Select a payment method.
        2. Depending on the payment method, enter the payment details or swipe a credit card with an attached card reader.
        3. If you want to split payment between multiple payment methods, tap Split Payment and repeat steps a and b.
          • To remove a payment method from the purchase, tap the remove button next to the payment method. The payment amount is redistributed among the remaining selected payment methods.
        4. Tap Complete.
        5. If you want a receipt emailed to you, tap Send Receipt. Otherwise, tap No Receipt.

To reschedule an Appointment:

  1. Tap the Schedule
  2. Tap the Appointment you want to reschedule. You may need to adjust the schedule’s filters and date range to find the Appointment.
  3. Tap Reschedule.
  4. Specify the new date and time of the Appointment:
    1. On the calendar, select the date the Appointment will occur; available dates are displayed in blue. The currently scheduled date is selected by default. A list of available time slots for the date will be displayed.
    2. If there are no dates available on the calendar, tap the Previous month button  or Next month button  to view other months.
    3. Tap your preferred time slot.The currently scheduled time slot is selected by default.
    4. Tap Next.
  5. Specify the client’s staff member preferences for the Appointment:
    • If the option is available, select the preferred gender of the staff member and tap Next. The gender of the staff member currently set to run the Appointment is selected by default.
    • If the option is available, select the specific staff member and tap Next. If no staff member is available, either tap the Back button  and select a different gender option or set the List unavailable staff option to ON. The staff member currently set to run the Appointment is selected by default.
  6. Complete the rescheduling:
    • If the Appointment can be rescheduled immediately, the Reschedule Appointment button is displayed. Tap the button to reschedule the Appointment.
    • If confirmation is required from the staff member selected to run the rescheduled Appointment, the Request Appointment button is displayed. Tap the button to send an email to the staff member requesting confirmation. The Appointment will be rescheduled when they accept the request.

To set the client’s attendance status for an Appointment:

  1. Tap the Schedule tab.
  2. Tap the Appointment for which you want to set the client’s attendance status. You may need to adjust the schedule’s filters and date range to find the Appointment.
  3. Tap the More button .
  4. From the list, select an attendance status. Your choices are:
    • Checked-In – The client has attended the session.
    • Early Cancel – The client canceled before your cancellation deadline. If you select this option, the Appointment session will be deleted.
    • Late Cancel – The client canceled after your cancellation deadline.
    • No-Show – The client missed the session without canceling.

To view alerts:

  1. Tap the Schedule tab.
  2. Tap the Appointment for which you want to view the client’s alerts. You may need to adjust the schedule’s filters and date range to find the Appointment.
  3. Tap Alerts. A list of flags and alerts from the client’s profile is displayed.

To take SOAP/QUICK notes:

  1. Tap the Schedule tab.
  2. Tap the Appointment for which you want to view the client’s alerts. You may need to adjust the schedule’s filters and date range to find the Appointment.
  3. Tap QUICK Note or SOAP Note, depending on what kind of notes are available for the Appointment Type.
  4. Add all necessary information in the provided boxes and tap Save.

To view the previous or next Appointment with the same client:

  1. Tap the Schedule tab.
  2. Tap the Appointment you want to use as a starting point. You may need to adjust the schedule’s filters and date range to find the Appointment.
  3. Tap Previous Appointment or Next Appointment to view the previous or next Appointment you have booked with the same client.
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