Editing an appointment

You will be spending a lot of time in the appointment dialog so it’s a good idea to know your way around. Let’s refresh our memory as to what it looks like:

I’ve added some circled blue numbers to demonstrate typical workflow. Let’s step through them:

1. Enter Surname of the guest. Notice that as you type here, the list of guests displayed in the box above changes. This is the application trying to find the guest in the database. For instance, in the training database when I type “M” for Mc Kenna, the list shows…

As you can see, Mandala now showing you all the guests in the database with a surname starting with “M”. The more letters you type, the more refined the search will be. The important point to remember – and it is best to learn it early as I use this system throughout the application – is that if the guest is already in the database, then you should select that guest by clicking on their row in this list.

Select the guest by clicking on their row in the guest list

If you don’t know the guest’s surname right now, that’s OK. You can leave it blank and skip to the first name

2. Fill in the guest’s first name. As with the surname, you will notice that the list is further refined. In fact, once I have typed “T” for Terence, there is only one possibility remaining:

Notice that the phrase “No guest selected” in bold above the list? Even though the search has refined the guest list down to one possibility, Mandala doesn’t know you actually intend to book that guest until you click on their row. Only when you see the name of your guest in bold above the list can you be sure it is in the system. See below:

I’ve laboured this point because it is an area inexperienced users often stumble upon. Repeat to yourself: if the guest is in the database, select that guest by clicking their row in the list. Note if you want, you can create a booking with neither first or last name filled in. It is expected that you will return and fill those details in some time later, of course.

If the guest is not in the database

Quite often, the guest you are adding is new to your spa or salon. In such a case, when you type in their name, the list above will be blank – or, more unusually for common names “John Smith” there is a correct name in the list above, but you can tell by their contact details and visit count that this is a different guest than the one you are about to book. In such cases you go to:

3. Click the “+” button to add a new guest to the database. A “new” guest is someone who have never had a treatment at your spa (or salon). DO NOT click the “+” button if the guest has visited you before, instead select their name from the guest list. I’ll repeat that:

DO NOT click the “+” button if the guest has visited you before, instead select their name from the guest list.

4. Next, select the treatment the guest is trying to book from the list on treatments displayed. Once again, you select a treatment by clicking on its name. You will be certain the treatment is selected when you see its name in bold above the treatment list. Like so:

You might notice that I have skipped the staff selection. That’s because, in most cases, you will always have a staff member “owning” this column. As soon as a staff member owns a booking column, then all bookings made are automatically assigned to that staff member. This doesn’t mean you can’t choose a different staff member from the staff list, however.

5. When you book a guest, it is vital that you also record some kind of valid guest contact details. Failure to do so means you are powerless to confirm the booking, change the booking, or contact the guest to find out why they are late etc. If you have a cancellation policy, you should also record their billing details – such as their credit card number. Click here to read more about how Mandala handles credit cards.

6. Finally, click OK when you have entered in all the information you need to, to create the booking.

Secret functionality alert! If you double-click a guest, treatment or staff member in the lists provided you will jump straight to the guest, treatment and staff dialogs respectively.