Appointment Book

VIEW

Using the VIEW button (Grid Icon) You can view multiple dept. Using CTRL ( ) Will allow only one dept.

EMPLOYEE WEEK VIEW

CALENDAR

GO AHEAD # WEEKS Look at a client’s details for future and past appointments

FIND

Quick Search by Name or #

Clients History

VIEW Click to display the employee view window (pop-up) so you can select filters to modify the list of employees you are viewing.

CTRL + ( ) Using this method only works when trying to view one

specific department. *If you want to view multiple departments at once you would use the “VIEW” Button (i.e. Stylist + Massage)

You can select a specific employee/technician and view their week by clicking on the employee’s column header. You will retain all relative booking options and view seven days at a glance for a particular employee In the upper left hand corner a calendar icon is displayed you can click directly onto any day of the month, you can also click the arrows within the calendar window to change back and forth between months. You can change month day and year.

To return back to the current day click on “TODAY” Or use shortcut key F6

You can press The “GO” Menu in the far right hand corner of the menu to go ahead a certain number of weeks. You can also use shortcut keys 1 week (ALT 1) 2 weeks (ALT 2) ….. FIND

You would use this button to find a specific CLIENT info

“Guests Name” Field you always enter by last name, first You will then be able to access their information (i.e. Their services, purchased products, dates of service, technician, etc.)

Departments Depart. You Want to View Stylist Stylist Nails Massage Esthetician Massage

When you select a dept. to view the dept. name in original column will not be visible

S – Stylist N – Nails E – Esthetician M – Massage A – All departments

BOOKING AP *TIP* Use paper to write down as you talk with client the details they are telling you so that you can eliminate asking repeated questions

NEW CLIENT

ALWAYS BOOK LEFT TO

RIGHT IF A CLIENT DOES NOT HAVE PREFERANCE Millennium displays

technicians who have most returning clients on the left.

Vs. technicians who have only one time clients or

rarely new clients who are returning

FILLING IN SERVICE CODE TIP If you don’t know the service code, use

~

When using quick search never put area code

CTRL + (L) = Last Client Last client searched; You would use that function when booking an appointment for a client you just looked up right before. Make sure it is the correct client!!! TIP When looking at appointment book use the filter button on the navigation tool bar and enter “Not Checked Out” That will display only clients who have not paid yet. Previous clients who have already paid for their service will be greyed out and their name + service code will be crossed out

ADDING A NEW CLIENT BOXES YOU NEED TO FILL

Start

First Name, Last Name Home phone number [if client gives cell number still put in home box]

Next Select “More” The Client Information Screen is next

Address, Daytime Phone Number

Additional Phone Number (optional)

24 cc information How they found out about Changes

* Referred by a friend (client) we will give friend 500 points* Male/Female

After finding an appointment that works in the client’s schedule and ours with appropriate time allotments and techs, ask if the client has been to our salon before Double click on the light grey cell on the appointment book to launch “Appointment Editor” In the client field type the clients name in “Last Name, First Name” When the client is located, fill in the following:

I. Client name ( Will be filled in by default)

II. Technician

III. Type

IV. Service

V. Price (Auto Filled In)

VI. Resource (Room)

VII. Time – Time SCHEDULED

HR MIN (Columns Located on Right Hand Side of Appointment Editor)

CLIENT TYPE – DESCRIPTION BP – Bump able CH – Child Under 8 NC – New Client NQ – Non request OT – Out of town (2hr drive) R – Return RR - Referred

word you do know:

i.e. “ ~ Hair ” A window will pop up with all services

having “hair” in the description

COMPLETE SCHEDULING SERVICE

CONFIRMATION

Telling new client about

cancelation policy

Existing Customer Cancelation

Policy

EVERY TIME AFTER SCHEDULING

APPOINTMENT…

PEND

You should check the pending

clients (located on Status Bar – located on bottom of screen)

Every time you can think about it!

Every 30 min or asap

Will be automatically filled in – the HR MIN field is filled in by the technician based on how long they need to preform that specific service By Phone: We call clients 2 days before their appointment to confirm By Email: We can also email clients a confirmation *Asking for clients email to confirm AP. will get their email in system to send promos

Clients profiles with emails and birthday info filled out will be sent a birthday bonus of $25 off when they spend at least $80 on a service. “[Filling out information provided by customer] … Okay, in order to reserve this appointment, we do require a visa or master card number on file. We do require a 24 hour cancelation notice of any cancellations. If we receive less, there is at least $15 dollar service fee on each missed appointment”

*** Always double check with client that the phone number on file is correct as well as the credit card number The Card Icon Under the Clients name indicates that the customer does have a card on file. Double click the card to view account details. If the client does NOT have a card on file, right click on the client’s name and go to “edit/view” you will then be directed to maintenance window.

Repeat Back Scheduled Appointment Info Every Time

a) Time b) Day c) Date d) Technician e) Service

PENDING CANCELLATION LIST

Click the hourglass icon to add a client to the cancelation list. If a client is looking to get an appointment asap but there are no available times you 1. Look up by guest name and add to cancelation list 2. Team member drop down box 3. Service type (i.e. HCW) 4. Date and Time Range to watch for

APPOINTMENT ONLINE BOOKING

BLOCK

When booking an appointment

that will overlap a break

Tell the technician first... only go

move breaks within 15 – 30 min

slots

STAND MOVING SCHEDULED APPT.

You can also use the arrow to

move a technicians break (with

permission) following same

directions

UNABLE TO SCHEDULE AN APPOINTMENT

*** The system automatically fills in the service hours from 9am – 5pm

You MUST manually change the time from 8:30 – 9:30 Clients can book appointments online However, they cannot cancel an appointment online! They must call or come in to cancel.

BLOCK We will not block technicians unless it is an emergency and no managers or shift managers are available! If we do have to block a technician tell a manager/shift right away! In case I have to block a technician Highlight all cells to block and right click “block” NC = Not affecting books ABSENT ABSENT CC = Emergency CALL CLIENTS

STAND

Take Down info of what they’d prefer and give it to a shift manager * Inform Client that a manager will contact them*

MOVE Click if you want to move an appointment to another time and/or day If you want to move a client’s appointment that is already on the appointment book Click the arrow icon on the left side toolbar Click the appointment you want to move At the top of the screen it will prompt you to choose the time you would like to move it to,

click on an available slot that will accommodate the time needed as well as service + provider

MISSED

APPOINTMENT BOOK RIGHT CLICK OPTIONS

No Show is when a client is 15

minutes late. And have been

called… They will then be charged

the $15 Cancelation Fee

Always cancel with reason! DO NOT JUST DELETE APPT.

If a client has tried to make an appointment and it was not available, we need to record the missed opportunity Click on the calendar icon with the warning sign on the front You can then view the missed opportunity window You can enter different reasons; team member unavailable, not enough resources (usually only for nail services 3 manicure stations & 4 pedicure), time not open

RIGHT CLICK ON APPOINTMENT CELL Add/Edit – This will launch the appointment editor of the existing appt. allowing you to make changes OR book a new appointment Confirm – Allows you to select a confirmation status for the desired appt. Check-in – “This allows you to check in clients for appointments”

Print This Work Ticket – is used to check in clients instead of the Check-In option

Ring Up/Check Out – this option will automatically insert all appointments for that specific client in the POS system Move – You can use this option to move a client’s appt. to another location No Show – this option allows you to “flag” an appt. as a no show. Displaying a red X Millennium will automatically update that client’s history and display all no shows for that client.

If a client cancels last minute or no shows, we change the appointment to a 15 min cell allowing the other time to be used

[ THIS IS WHERE YOU SHOULD CALL PENDING CUSTOMERS]

This also shows that the technician did have a client booked, for productivity.

Running Late – this option allows you to “flag” an appointment as running late. A clock will be displayed as an indication Delete this Appointment – allows you to remove an appointment from the books

Cancel with Reason – This option allows you to delete the appointment but

with a reason to keep track why clients are canceling their appts. When a client cancels we always choose a reason and the cancelation will be displayed on client’s history Client – this option will allow you to quickly edit the clients profile, view history, add/edit formulas, view phone numbers, as well as email the client Find Future Appointments for this clients – used for locating any and all appointments for that client. Millennium will automatically launch “find/locate” window with the clients name selected displaying all future appointments for them.

BLOCKING ALWAYS NEEDS

PERMISSION OR APPROVAL

Go to Employee – allows you to quickly jump to a specific employee’s column hit F7 on keyboard to perform the same action Employees Schedule Month Overview – choose a employees column and right click select this option and it will give you the employee’s month overview Service/Prices – This shows all services and prices that the individual employee preforms Tools – This option will allow you to quickly access advanced options such as standing, scan for opening, and pending cancelation window

Block Time – You can highlight over cells you wish to block and right click. The

cells you have highlighted will now show in the appointment book as dense grey

Single Block Editor - you can right click on the blocked cell you wish to move

and add it to another location.

You would use that version to move a break to another location to perform a service, ASK THE TECHNICIAN FIRST

Go to Date – quickly jump to the next/previous day or go ahead X number of weeks from the date you are currently on. Help – This option will launch millenniums internal help system allowing you to search for specific overviews, procedures, and relative features.

CLIENT HISTORY WINDOW CLIENT INFORMATION

CLIENT STATUS CHECK BOXES ∙ Inactive – check this box if the client is no longer an active customer of your business. Any automatic features

within the millennium program involving clients will skip over all inactive clients ∙ Allow Points/Rewards – check this box to allow the clients to use your points/rewards program ∙ No Checks – activating this checkbox will not allow checks to be accepted from that client. ∙ Non-Deliverable Address – this indicates whether or not the address entered can receive mail ∙ No Mailings – any automatically generated mailings from the millennium program will not include these

clients ∙ Primary Resident – Should more than one of your salon/spas clients share the same address one of them

would be designated as the primary resident using this checkbox ∙ Confirm appts. – check this box to indicate that the client will accept confirmations for appointments

Clicking on the filing

cabinet will give you

access to client history

Client has series with at least one remaining

Client has a package with at least one remaining Client has a gift certificate with one remaining Tanning package with at least one remaining

Client has reward points

INSTANT MESSAGE

COMPOSE A MESSAGE

READING MESSAGES

MILLENNIUM INSTANT MESSAGE

I. Select File > Millennium Instant Message. II. The Millennium Instant Message window displays.

III. Select the recipient(s) for the message. IV. Important: You can only send a message to an employee if they have a user

login linked to their employee profile and their profile is active. V. Complete the following:

VI. In the Subject field, type a title for the message. VII. In the Message field, type the message.

VIII. (Optional) Select Private if you want to indicate to the recipient(s) that the contents of the message are confidential.

IX. Select Ok when message sent box appears X. To exit from screen, select Cancel – DO NOT hit okay again because it will

resend your message

Within 30 seconds of logging in your instant message will be displayed

I. Select File > Read Instant Messages. Your instant message inbox displays.

a. Select the message. b. Click Read Highlighted Message.

The instant message displays. c. Click OK.

→ If you want to keep the message

unselect the check in the delete column and select close. → To delete just close

Appointment Indicators

Folder icon = New client.

3D Box = Non-request appointment.

Two Blue arrows = Standing appointment.

Red Flag icon = Client has multiple appointments.

Caution icon = double-booked.

Underlined text = Client has checked in.

Clock icon = Client is running late.

X icon = Client did not show up.

Strikethrough text = Client has checked out and paid.

Cyan bar = Prebooked appointment.

Pink bar = Scheduled through

Online Booking.

SERVICE CODES

Millennium uses codes instead of names. Service codes range from 4 – 8 letters. They all start with a class code. Each group of services have a corresponding class code. i.e. Colors = CO Haircuts = HC Waxing = WX In many data entry fields there are short cuts if you don’t know the code yet. There are several different ways the program searches for services. Below is a table representing different techniques that you can use to look up a service

You can write as much information as you need to in the notes section to prepare technicians for service.

Search Method: You type the following: End Result: Partial Service HC HCM – Men’s Haircut HCW – Women’s hair cut Full Service FABAS FABAS – Basic Facial Quick Search ? or / This will launch the search window which will display a list of all services Description ~ Massage Deep Tissue massage pregnancy massage ETC….