Here is an overview of some of the settings for the grooming module.
Allow clients to make appointments. This option enables or disables the ability for your customers to choose "Grooming" in the OLR system. If you need to turn Grooming OLR off for any reason, uncheck and save.
Require approval before saving the appointment to the database. This option allows you to make your OLR appointments go to the pending approval page before they are confirmed. This allows you and your staff to view the appointment details, make run changes or other changes before saving and confirming. Your customers will see a message that their appointment has been submitted but is pending approval. Once approved, if you use confirmation emails, they will receive a confirmation email.
Clients can cancel appointments with at least ____ hours notice. This option allows you to set a time where you accept cancellations. If you set it to "1" hour and your customer attempts to cancel from the Client Portal within 1 hour, it will not let them.
Limit bookings up to ___ days in the future. This option allows you to set a number of days that your customers can make appointments. Some facilities only like to schedule bookings up to a certain number of days in the future. Leaving blank will allow for 365 days.
Interval between available appointment times. This setting allows you to set how much time you want in between scheduled appointments. You can also set specific times grooming appointments are available each day by going to business hours and selecting the "list" option.
Slots per groomer field. This field is how many times a groomer can be booked for a specific time slot. Example: Some facilities with multiple or single groomers like to have all their appointments in at 9am. They then in-take the pets and the groomer will start bathing, drying, grooming etc. If you set this to 5 and you use groomer schedules, a single groomer could be booked 5x for 9am.
Default Duration field. This field sets the default duration of your grooming appointments in general. You can go into individual pet cards and set custom durations for specific pets like if you have one pet that takes 5 hours vs another that takes 2 or 3. Note you can also set this field to "0" and it will use the default duration you have set in KC desktop, system options, grooming.
Max bookings per timeslot (if not using groomer's schedule) field. This field sets the max number of bookings that can be made per time slot (9am, 9:30, 10) and so on. Example: If you have 30 min intervals between appointments, your time slot selections will look like (9:00, 9:30, 10:00, 1030) and so on. If you set this max bookings per timeslot field to 1, only one appointment can be booked for the 9:00 time slot. If you set this field to 2, two bookings can be taken for 9:00.
Require at least one item for service: Choosing one of these options will make it so the customer making the OLR is required to choose one item from one of these pages.
Scheduling and Groomers
Use business hours and don't show groomer names. This option if selected will use your business hours for booking appointments only and will NOT show groomers to select.
Use business hours and show optional groomer selection, but ignore groomer schedules. This option if selected will use your business hours for booking appointments and WILL show the groomers to choose but it IGNORES your groomers schedules so your customers while they may request a groomer here, it's not certain that groomer will be available on selected date/time.
Use business hours with an optional groomer selection. If a groomer is selected then that groomer's schedule is used to determine available date and times for the booking. This option if selected will allow your customers the OPTION to choose a groomer. If they choose a groomer, it will use the groomers schedule in KC desktop to show them the available dates and times of that specific groomer. If they do NOT choose a groomer, it will use your business hours.
Use groomer schedules only. After selecting a date, times available are based on groomer availability as per their schedule in Kennel Connection desktop (File, Employees, Schedule.) This option if selected will REQUIRE your customers to choose a groomer from the groomer list. It will then display dates and times that the selected groomer is scheduled for and has available. You MUST set groomer schedules in KC desktop for this to function. This is done in File, employees, select employee, schedule. (Employee must also be set as proper type (groomer, bather, nails, other groomer) for them to show in the list of groomers.)
Please note: If using groomer schedules only, your client will see a list of available groomers, based on their entered schedules, and an employee called Any. This lets them still make a groom appointment even if they're not sure which employee to choose.
When the appointment shows on Pending appointments (if you require approval) you will see that it's set to Any employee.
However, if you Approve this appointment or Edit this appointment, it will be assigned to the next available employee (based on their schedule). Otherwise you could have an infinite number of appointments assigned to the Any employee and run the risk of overbooking.
Max bookings per timeslot (if not using groomer's schedule)
For Bath | For Groom | For Nails | For Others
These fields if filled out will set the maximum number of bookings that can be made per timeslot. These individual fields will override the above general "Max bookings per timeslot" field. Example: If you set the general max bookings per timeslot field to 5 but then set all of these individual fields to 2, only two appointments will be able to be made for a timeslot.
If you have not entered your groomers schedules into KC desktop, you will need to do that before any groomer schedule options will function: Adding Employee Schedules to KC
Minimum notices required for customer bookings
Same day not allowed. If selected this option will NOT allow your customers to book appointments on the same day. Example: If this is set and today it's Wednesday at 12:00pm and your customer logs in to create a groom appt. for 2pm, because same day bookings are not allowed, they will be unable to make appointments.
Allow same day with at least ___ hours of notice. If selected and set, this will require this much advance notice to create a booking. Example: If enabled and set to 1 and its 9:00am your customers will not be able to book an appointment until 10:00 or after.
Cannot make next day appointment after ___. If selected and set, your customers will not be able to make same day appointments if it's after the selected time of day.