Q: What is the difference between Booked, Cancel, Cancel$ and Done?
A: In Volo every appointment has a status, this lets you know what is happening with the appointment and Volo know when to bill the client, whether you have your clients buy packages or get monthly bills.
Booked, this appointment status lets you know that the member has not been "checked in" to the appointment or you haven't "closed the day". "Closing the day" checks in all of the appointments on every schedule. Either one of these will change an appointment status to Done.
Cancel, the appointment was canceled without charge, you get to choose whether you charge or don't charge your clients. Your business, your rules!
Cancel$, the appointment was canceled with a charge, the great thing about Volo is that if you charge a special cancellation fee you can set it up so that when you cancel$ a member they are charged the cancellation fee instead of the regular rate.
Done, at this point Volo will check the members' account remaining, if they don't have that item purchased Volo will put the item onto the members' account due. This way you will always know what a member owes you even if they haven't purchased a new package yet.
Q: How do I set my staff permissions different for the different schedules that we have?
A: To set your staff permissions you must be an "owner" status.
- Click on Staff
- Search for the staff you want to update
- Select the Permission button on the right side of the screen next to their name
- Turn on the top level tabs you want them to see
- Scroll down to the Schedule permission area,select the schedule from the drop down area, update the permissions
- Click Save at the bottom of the page
- Repeat as many times as needed
Now your staff will only see the schedules you want them to see and the will only be able to book or edit appointments based on the criteria that you have inputted!
Q: I want to start 30 minutes appointments and I need to set this up in Volo, how do I do this?
A: To create new appointments it is a 2 step process, 1st you create the inventory that you would sell to the client for a single appointment and then you create the appointment and link it to the inventory item.
Step 1: Create Items
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Click Setup
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Click Inventory
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Click Products
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Click Add New
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Fill in the appropriate fields, remember for count it is either a specific amount (for product) or unlimited (for services)
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If it is a service make sure to tick the service box for it to track properly off the schedules
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Click OK
Step 2: Create Appointment
- Click Setup
- Click Schedules
- Click edit next to the schedule you want to add an appointment to
- Scroll to the bottom
- Fill in the name of the appointment you want to see in the book appointment screen
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Select the color for the appointment to be displayed on the screen
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Select duration of the appointment
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Select the Link to item to link it to the appropriate invoice item
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Select the link to cancel $ to link it to the appropriate cancellation invoice item
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If you bill the trainer for this type of appointment click the bill trainer box
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Click Add, repeat as many times as needed
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Click Ok to save changes