Scheduling Appointments for Family Members

Modified on Wed, 25 Feb at 8:17 AM

For accounts with the family member feature enabled, you can add a family member to a client's profile and you also have the option to schedule appointments for family members. In this article, we will provide step-by-step instructions on how to book appointments for family members.

Things to know:

The ability to schedule appointments for family members is controlled by the "Accessing Appointments" access control permission.
If a client doesn't have a family member on their profile, you can add family member(s) directly from the appointment modal
You can include multiple family members in one appointment by using the "+Another Family member" hyperlink
Appointments will be grouped once they are scheduled using the + Another Family Member option in the in-store appointment modal or when an appointment is booked online for multiple family members. These appointments are automatically combined into a single POS ticket.
You can manage grouped appointments as follows:
- Click Remove to delete a specific appointment from the ticket without affecting the others.
- Click Remove All to remove all appointments from the ticket at once.
If some services require a deposit and others do not:
- Services that do not require a deposit will display a prepaid deposit amount of $0.
- Services that require a deposit will display the applicable deposit amount.
When scheduling multiple appointments for different family members, you can switch between them by selecting the tabs at the top of the appointment modal, labeled with each family member’s name.
When updating the status of an appointment, you will be prompted to choose whether to update only the current appointment or all related appointments.
Appointments cannot be canceled in bulk. To cancel an appointment, select the corresponding family member tab and cancel the appointment individually.
Changes made under one family member’s tab are automatically saved when switching to another tab.
- Save: Saves all changes made across every tab (for each family member).
- Discard Changes: Discards all changes made across every tab.
The Enable Single Ticket for Group Bookings hidden setting is enabled by default. The setting does not apply to previously created tickets, so those tickets remain unchanged, which can result in group appointments appearing on separate or combined tickets depending on when each ticket was created.
General Ticket Management:
- Selecting Create Ticket from the appointment modal automatically creates a single POS ticket that includes all appointments in the group.
- Clicking “Remove” on an individual appointment will remove only that specific appointment from the ticket.
- Clicking “Remove All” will remove all appointments from the ticket at once.
Once a photo is added to a family member's profile, it can be displayed on the schedule in hover mode. This feature is controlled by a hidden setting that only the MyTime team can enable. To activate this setting, please contact our Support Team at support@mytime.com.
Default Start Time for New Appointments: When you click the + New Appointment button, the appointment's start time will automatically default to the next available time slot based on your account’s time picker interval. Example: If you create an appointment at 6:10 PM and your time picker is set to 15-minute intervals, the default start time will be 6:15 PM.
A ticket is created only when you click the "Create Ticket" button in the appointment modal or check out the appointment through the POS.
If you schedule multiple appointments for the same family member at the same time, a message will appear in the appointment modal indicating a scheduling conflict: “{Family Member's name} is already booked at this time.” This is just an alert and will not prevent you from saving the appointment.
Clients who book appointments—whether for themselves or family members—will receive a notification listing all services booked:
Booked in-store: The Booked by Business notification is sent.
Booked online: The Booked by Client notification is sent.

Contents

Scheduling an Appointment for a Single Family Member
Scheduling an Appointment for Multiple Family Members
Viewing Appointment Groups

Scheduling an Appointment for a Single Family Member

Navigate to the Schedule
Filter by the desired location
Click on the "New Appointment" button below the calendar on the left-hand side of the schedule, or on a specific time slot directly in the schedule
The appointment modal will appear
Add the client you are booking the appointment for. If the client is new, click on the "Add Client" button and enter the personal information for the client
Select the desired family member from the family member dropdown menu. If none are listed in the client's profile, click the "Add New Family Member" button to add a family member to the appointment.
Select a date and time for the appointment
You can configure the appointment to be recurring by clicking on the "Recurring" button
Select a staff member
Select a service. To add multiple services to the appointment, click on the "Add a Service" button
Click the "Save" button located at the bottom of the modal
Once saved, the appointment can be viewed on the scheduler
To edit the appointment, click on the appointment in the scheduler. The appointment modal will open, and you can make the necessary changes.

Scheduling an Appointment for Multiple Family Members

Navigate to the Schedule
Filter by the desired location
Click on the "New Appointment" button below the calendar on the left-hand side of the schedule, or on a specific time slot directly in the schedule
The appointment modal will appear
On the appointment modal, when scheduling an appointment, click the "+Another Family Member" hyperlink to add additional family members to the appointment
The appointment details for the additional family member(s) will be displayed below. You have the option to schedule the additional family member(s)' appointments concurrently (at the same time) or sequentially (following the first family member's appointment).
If the client does not have multiple family members on the account, you can click the "Add New Family Member" button to add another family member to the appointment
Once you have entered the required fields, select "Save"

By following the steps provided in this article, you will be able to book appointments for a single family member and multiple family members.

Viewing Appointment Groups

Navigate to the schedule and locate and open one of the appointments scheduled
The appointment modal will display the appointment tabs at the top labeled with the names of each family member
When updating the status of the appointment, a message will appear asking if you would like to update the current appointment or all grouped appointments
If you select to update all appointments, the updated status will be reflected across all related appointments
- Peter
- Samuel
- Samantha