Fons appointments are super flexible, and changes can be made to them as needed.
To Make Changes to an Appointment
Login to Fons and navigate to the appointment you would like to change
To change any of the below bulleted fields click on the pencils (see screenshot for pencil locations). Once you click on a pencil you will see options on what to change, see detailed instructions for each field below
Changeable Appointment Fields
Title - The appointment title is what shows on the calendar and can be changed
Location - A location can be added or changed. If you change the location it will email the attendee an appointment update notification
Cancel - Click on the "Cancel" button. If it is a recurring appointment you can cancel the entire series or just the one. Once you click cancel you can add an optional note and it will notify your client via email and within the notification bell in the app.
Note:
If you do not see the "cancel" button check the date of the appointment you are trying to edit...you are not able to cancel appointments that have already passed.
As a provider cancelling an appointment overrides your cancellation policy and will NOT charge the client.
Reschedule the Date, Duration - Click on the "Reschedule" button to change any of these options. This will email your client to let them know if any of these changes have occurred. They DO NOT have to re-confirm the appointment, just cancel if it doesn't suit them. Note: you cannot extend an existing appointment, you have to create a new one.
Provider Staff- If you have staff members and you change to another member, it will email the staff member that the appointment has been changed to. It does not notify the previous staff member of the change nor the client.
Cost - Click on the "change" button under the cost section. You can change the cost of just this appointment or the entire series. If you change the cost it will email your client and they will have to re-confirm the appointment or series. If you are a Verified Fons provider you can reconfirm for your client.
Note: The appointment can only be confirmed up to 72 hours after the appointment was completed.
Description - You can add or change the appointment description
Re-invite Clients to confirm their appointment - Group or individual
Click on the green edit pencil to the right of the attendees for the appointment and select to "re-send invitation"...this will send another invite to all unconfirmed clients.
Booking - You can edit the appointment to make it a private or public by selecting the top edit pencil and selecting "booking"
NOTE: This option will not appear if you have Public Booking disabled
Group Appointments - Use the edit pencil button to add clients to the appointment.
If you add a client it will notify them to confirm via email and within the To-Do area of the app; however, if you remove them it will only remove them with no notifications.
To remove an attendee click on the 3 dots to the right of the attendee and select - remove attendee
Do Not Charge - (prior to the appointment)
Navigate to the appointment
In the Attendee section
If only one attendee: Click on the pencil
If more than one attendee: click on the three dots beside the attendee name
Select "do not charge"
Confirm you don't want to charge them by clicking "Do not charge" in the pop-up window.
Things to Note about the "do not charge" feature:
You will see the clients method of payment under their name.
If it is a recurring appointment, the "do not charge" change will only apply to this appointment and will not affect the series.
If you choose not to charge the system will notify your client via email.
If a client has self booked into this lesson and you have your scheduling settings to auto-confirm and require payment at time of booking you will not see this option...instead you will see "issue refund".
Confirm - If you are a Verified Fons provider you can confirm an appointment or series of appointments for your client. If you are not a verified provider reach out to the team to see if you qualify.
To Confirm an Appointment for an Attendee
Navigate to the appointment
In the Attendee section
Click on the pencil
If more than one attendee: click on the three dots beside the attendee you wish to confirm
Select Confirm Attendee
Click Save or If you would like to confirm the attendee for that appointment and all future appointments, toggle "Apply to this and all future appointments" to green and then Save.
Things to note about confirming appointments for attendees:
You can confirm an appointment without a client's payment method on file, however the appointment charge will fail because of "no payment method on file"
You can confirm up to 72 hours after the appointment has passed. The appointment will then try and charge within 24 hrs after you confirm.
You can confirm as far in the future as needed.
Absent (No Show) - Fons assumes a client attended the appointment unless you mark them absent. Absences will show on the appointment and attendee report
Note: You can mark a client absent up to 72 hour after the appointment has passed.
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