Create & Manage Appointments (cloud)

Appointments are service requests scheduled for a specific date and time. Appointments may be created for any location, regardless of where the employee creating the appointment is. 

Appointments may be created in LobbyCentral by a user, or created online, with the add-on module LobbyCentral Appointments.

If you do not have Appointments enabled in your account, please contact your LobbyCentral administrator. 

Enable Appointments in LobbyCentral

Before making any changes to your account, please ensure that all users are logged out of LobbyCentral.

1. Login with an administrator account, and go to Tools > Administration > System Options.
2. In the Settings tab, under Applications, check the Appointments box.
3. Save changes.
4. LobbyCentral will need to be restarted for the change to take affect.

Create a New Appointment

1. Go to Appointments > View/Schedule Appointments in the menu. 
2. Select New Appointment.
3. Enter the Customer name and click Search.
4. Select the customer's name from the populated list or create a new customer by clicking the New Customer button.
5. Verify the customer's email and mobile phone number then click continue.
6. Select the location, queue, service requested, and assigned user if necessary.
7. Click Continue.
8. Select the appointment date and time from the calendar.
9. Choose the appointment type (whether in person, or virtual).
10. Enter any custom field answers or necessary comments.
11. Select Continue.
12. Review the information selected. If you need to make changes, click the back button.
13. Once you've verified the information, click Schedule Appointment.

Appointment Check-In 

1. Click the Appointments tab on the Check-In Management screen. 
2. Locate the appointment from the list, and click Check-In. 
3. After the appointment is checked-in, manage the request as you would any check-in request.

Appointments and walk-in customers are placed into the wait list according to their check-in time. 

However, appointments are differentiated from walk-ins by showing the appointment time in the 'scheduled' column. In the below example, you can see that Rachelle Tinsley has a scheduled appointment, whereas Jaime Fuhr does not.

If an appointment has been assigned to an employee (not 'First Available'), the assigned employee may take the appointment out of order.

Appointment Notification

LobbyCentral sends an email notification to the user assigned to an appointment, as well as the customer. An iCal attachment of the appointment will be attached to the email. Confirmation emails may be customized in LobbyCentral Appointments. Please note:  a separate subscription is required for LobbyCentral Appointments. 

My Appointments

'My Appointments' (located on the Check-In Management screen) allows users to view the details of their assigned appointments for the current day. Appointments assigned to 'First Available' user are not be displayed here. To view unassigned appointments, select the Appointments tab on the Check-In Management screen, or select Appointments > View/Schedule Appointments in the menu, and create a search. 

View Assigned Appointment Details

1. In "My Appointments," click the customer name. 
2. When finished viewing the details, click OK, to close the window.

View All Appointments for the Current Day

1. Click the Appointments tab on the Check-In Management screen.
2. Locate the appointment and click View.
3. Click Ok, to close the View Request window.

Modify or Cancel an Appointment

1. Go to Appointments > View/Schedule Appointments in the menu.
2. Enter the appointment confirmation ID or select the date range and click Search.
3. Locate the customer from the list and click on it. 
4. Select Update Appointment to make changes or select Cancel Appointment to cancel.
5. If updating the appointment, be sure to save any changes made.

Quick Cancel an Appointment

1. Go to Appointments > View/Schedule in the menu.
2. Enter the appointment confirmation ID, or select the date range and click Search.
3. Locate the customer's name from the list and check the box next to it (as shown below).
4. Click Cancel All Selected.