Arriving an Appointment
To arrive an appointment, follow these steps:
1. On the Start Screen, select Arrive Appointment.
2. In the Identify Appointment banner, you can find an Appointment by the following means (all may not be available, depending on how your system is configured):
• Id - Search for the Appointment, by entering the External Appointment Id. The full Appointment Id must be entered before the search will commence. If searching an Id which does not result in finding a scheduled Appointment, you will be notified about that.
• Customer - Search for the Appointment, by entering a first name, last name, or phone number in the Search field. The search commences when four characters are entered. The Search result list contains name, email, and phone number.
For phone numbers, a minimum of 5 characters must be entered before the search commences.
• Time - Find the Appointment by entering the time interval, as in the following picture:
The default interval time is specified in the unit type. If there are no Appointments in the selected time interval, you will be notified about that.
• Scan QR - Scan a QR code. If you select this option, a camera view window will be opened, so that the QR code can be scanned. Once scanned, the Appointment information will be displayed.
If scanning of the QR code does not result in finding a scheduled appointment, you will be notified about that. The same applies if, for example, the QR code has already been scanned or if it is in some way not valid.
3. You will see the appointments that match your search criteria:
You can tap the
Refresh button,
, to refresh the list of Appointments.
After
Refresh has been tapped, the button is disabled for 30 seconds.
4. Optionally, open the Specify Service banner and edit the Service(s) that are connected to the Appointment.
5. Select the Appointment that you want to arrive, by tapping it. The Arrive and Confirm banner will be expanded:
Here, you can see details about the Appointment as well as add/edit Notes for it. The Appointment details can be collapsed/expanded with the arrow icon.
Depending on how your system is configured, you may have the option to select a VIP Level for the Visit here. Select the wanted radio button.
VIP Level may be called something different in your system. It is a feature that can be used for segmentation of Customers into different categories, and may for example also be used for Customers with special needs, etc.
6. To print a ticket and/or send an SMS to the Customer, tap the Ticket / SMS button(s). Note that both of these options may not be available. Depending on your configuration, you may also have a Ticketless option available. This option will create a Visit, without printing a ticket or sending an SMS.
If
Ticket and/or
SMS is selected,
Ticketless cannot also be selected and vice versa.
7. When you tap Arrive, if you selected SMS, you will be asked to enter/update a phone number. This may be a phone number that is temporary, i.e it should not be saved to the Customer record, but you can also decide to save it to the Customer record, tapping the Update icon, in the popup.
The
Update icon changes when it has been tapped.
If you selected Ticket, a ticket will be printed. If you selected SMS, the Customer will get an SMS with the relevant Appointment information. The contents of the SMS message is defined in the Notification application, in Orchestra. For more information, see the Orchestra Administrator’s Guide, found on Qmatic World. The Appointment will be placed into a Queue and thus get a Queue number assigned to it.
You will get a confirmation that the Appointment has arrived and information about its ticket number:
