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Understanding Appointment Clash Warnings

Appointment clash warnings help prevent double bookings and scheduling conflicts by alerting users when an appointment overlaps with another or falls outside available hours. Here's how to enable these warnings and manage potential clashes.

Enabling Clash Warnings

  1. Navigate to the Setup Menu:
    • Go to the Setup menu and select "Configuration."
  2. Activate Clash Warnings:
    • In the "General" section, select "Appointment Book."
    • Under Appointment Clash Warnings, check the boxes to enable warnings where you want them to appear.
    • Click Done to save your settings.

Handling Clash Warnings

When a clash warning is triggered, you'll receive a notification if:

  • A resource (e.g., a tanning booth) is already booked at the same time.
  • An employee is unavailable or incapable at the selected time.
  • An appointment extends beyond business hours.

Clash Warning Example:

  • When attempting to book an appointment for the tanning booth at 1:00 PM, the warning message will alert you if the booth is already booked.
  • You will then have options to:
    • Continue (book the appointment despite the clash).
    • Cancel (stay on the service selection screen).
    • Open Appointment Assist (select a different time).

Clash Indicators:

  • If you proceed with a clash, both appointments will appear in beige to indicate a scheduling conflict.
  • To resolve the clash, move the conflicting appointment to a different time slot.

Moving Appointments

  1. Move an Appointment:
    • If you try to move an appointment to an overlapping time, a warning will prompt you to confirm if you'd like to continue.
    • Click Yes to accept the clash (appointments will turn beige) or No to cancel the move.
  2. Handling Specific Conflicts:
    • A warning will also appear if you move an appointment outside of business hours, to an incapable employee, or when the resource or employee is unavailable.

Key Takeaways

  • Enabling clash warnings helps prevent scheduling conflicts.
  • Warnings will appear for overlapping bookings, unavailable resources or employees, and out-of-hours appointments.
  • You can choose to proceed with the conflict or resolve it by adjusting the appointment time.

By managing these warnings, you can ensure smooth scheduling and avoid booking errors.