STX Desktop: Pre-booked Appointments

Create Pre-booked Appointments

A Pre-Booked Appointment is most often described as a new appointment being scheduled before the client leaves from the visit they had ‘today’. When scheduling the client’s next appointment, STX offers a way of tracking whether or not the appointment is Pre-Booked


Appointment Builder

When scheduling a new Pre-Booked appointment using the Appointment Builder, check the Pre-Booked box. 

Basic Booking

When scheduling a new Pre-Booked appointment using the Basic Booking method, check the Pre-Booked box.

Prebook Next Appointment 

When using the Prebook icon from the toolbar on a Client Visit ticket transaction, the Pre-Booked box will automatically be checked on the appointment.

Pre-booked Appointments: Appearance 

A Pre-Booked appointment will have a glossy appearance on the appointment calendar. 

NOTE: An appointment scheduled online will automatically have a glossy appearance, but is not considered a Pre-Booked appointment. 

Pre-booked Appointments Reports

There are 2 reports in STX detailing the Pre-Booked appointments. The Pre-Booked by Performing Employee and Pre-Booked by Scheduling Employee reports can be found in Reports: Appointments. Each of these reports rely upon the Pre-Booked box being checked when scheduling a new appointment.

Pre-Booked by Performing Employee

The Pre-Booked by Performing Employee report will show pre-booked statistics for the employees PERFORMING the appointments scheduled on the appointment calendar during the day or date range for the report. 

This report shows Barb had 6 appointments created for her, meaning during the month of March, approximately 6 clients scheduled a new appointment. This also shows Barb had 39 appointments physically on the appointment calendar during the month of March. 

By Date Created shows the appointments that were created for the employee during the time frame you chose for the report to be printed. It is broken down as to how many of those appointments created for the employee were pre-booked, and how many of those appointments were standings. This has nothing to do with what is physically on the calendar - it is the appointments that were created during the date range of the report.

For example, you print the report for all of March. On March 14th, Jane Doe called and wanted to make an appointment with Barb (employee) for April. 4th. The appointment just booked was CREATED on March 14th and will therefore show on the report under By Date Created.

By Date of Appointment looks at the calendar for the date(s) the report is printed for and shows how many appointments are on the calendar (including canceled appointments) for each employee performing the services. It is broken down as to how many of those were pre-booked and how many were standings. This has nothing to do with when the appointments were created – it is the appointments showing on the appointment calendar during the date range of the report.

Pre-Booked by Scheduling Employee

The Pre-Booked by Scheduling Employee report will show pre-booked statistics for the employees who actually SCHEDULED the appointments on the appointment calendar during the day or date range for the report.

This report shows the OWNER created 9 new appointments, meaning during the month of March, approximately 9 clients scheduled a new appointment. This also shows the OWNER scheduled 214 appointments physically on the appointment calendar during the month of March.

By Date Created shows the appointments that were created during the time frame you chose for the report to be printed, and which employee created them. It is broken down as to how many of those appointments created  were pre-booked, and how many of those appointments were standings. This has nothing to do with what is physically on the calendar or which employee will be performing the services - it is the appointments that were created during the date range of the report.

For example, you print the report for all of March. On March 14th Jane Doe called and wanted to make an appointment with Barb (employee) for April. 4th. The appointment just booked was CREATED on March 14th and will therefore show on the report under By Date Created, and listed for the scheduling employee.

By Date of Appointment looks at the calendar for the date(s) the report is printed for and shows how many appointments are on the calendar (including canceled appointments) and which employee created them in the first place. It is broken down as to how many of those were pre-booked and how many were standings. This has nothing to do with when the appointments were created or which employee will be performing the services - it is the appointments showing on the appointment calendar during the date range of the report.

Client Analysis by Employee Report

The Client Analysis by Employee report can be found by going to Reports: Transactions. This report is another way of seeing how many clients are pre-booking their next appointment. The report does NOT rely upon the Pre-Booked box being checked when scheduling a new appointment.

The Client Analysis by Employee report prints one page per employee and shows the % of rebooked appointments, as well as other information during the time period of the report. 

The Client Analysis by Employee report can be printed for any day or date range, for all or any Department / Employee. Terminated employees can be selected by checking the Show Terminated checkbox.

A client has to have had a Client Visit ticket transaction AND scheduled a future appointment on the same day in order to be considered as part of the Rebooked total. In this case, the one client for the day also pre-booked their next appointment.

The following information is also detailed on the Client Analysis by Employee report.

Date – Date(s) specific for when the report is printed.

Client Traffic Breakdown – Includes Total number of clients, Established number of clients, number of New clients, and number of based on Referrals.

Revenue – Includes Total revenue with Service and Retail breakdowns.

Per Client – Includes Total revenue with Service and Retail breakdowns.

Man Hours – Total number of hours the employee worked. 

Clients / Hour – Average of clients seen by the employee per hour.

Total Services – Total number of services performed by the employee.

Services / Client – Average number of services per client.

Total Products – Total number of products sold by the employee.

Products / Client – Average number of products purchased per client.

Create Pre-booked Visit Type

Creating a new Visit Type called Pre-Booked Appointment will allow you to track sales income from clients who pre-book appointments. 

Go To Setup: Marketing: Visit Types to create the new Pre-Booked Appointment visit type. Use the visit type on each appointment considered as Pre-Booked

Each time the Pre-Booked appointment is checked in, the visit type on the ticket will also be Pre-Booked Appointment.

Visit Type: Reports

Several of the STX reports detail sales information by Visit Type

• Sales Analysis by Department

• Sales Analysis by Employee

• Sales Analysis Overview

• Sales Analysis Summary

• Ticket Summary

• Total Sheet

The report Sales Analysis Overview, found in the Transactions list of reports, will specifically detail the sales income based on the client Visit Type

The Sales Analysis Overview report is an evaluation of the total retail and service performance, as well as customer visit types. The report is broken down by employee and shows the number of services per visit type, total service and retail sales amounts, how many tickets (Client Visits), and a retail sales amount per ticket (Client Visit).

Because the report is broken down by Visit Type, it is easy to see the income generated from the Pre-Booked Appointment visit type. 

Visit Type: Rewards

The Rewards module allows you to award points to clients based on different criteria. One of its many features is the ability to award points based on Visit Type.

In this example, we are awarding 100 points for every dollar spent on services, products and/or gifts where the visit type is Pre-Booked Appointment. When the client accumulates 10,000 points, they will be able to redeem them for a $10 discount on either a service or a product. 

The Client Visit ticket receipt shows how many points were earned. In this example, the client spent $130 in services, earning 13,000 points. 

When the client has enough points to redeem, the Promotion popup menu for Default appears in a larger green font. The change in the word Default indicates there are Rewards points available for redemption. 

Once the points are redeemed, the Client Visit ticket receipt shows how many points were deducted. In this example, the client used 10,000 of the 13,000 awarded points. 

Go to Reporting: Reports: Transactions to view the Reward Activity report.

The Reward Activity report shows which reward programs had activity and shows each client’s point balances during the period of the report.

Go to Reporting: Reports: Setup to view the Promotion List report. Because the reward redemption is actually a ‘promotion’ used on the Client Visit ticket transaction, the activity of using the promotion will be detailed on the Promotion List report.

The Promotion List report totals the discounts taken due to Reward redemption, and whether the discounts were applied to services and/or products. In this example, after a $10 discount, the overall ticket income was $65.

For more information regarding the Rewards module, please contact our Sales Department by calling 800.766.4778, ext. 1, or by sending an email to sales@stxsoftware.com

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