+ Set up is easy

(Click on Small Pictures Below to Enlarge)





Step 1:  Login to your CONTROL PANEL

Step 2:  Setup Account

Step 3: Add Users and User Preferences

Step 4:  Set Up Notifications

Step 5:  Set Up Add/Edit "Classes"

Pointers on Adding and Modifying your Schedule



Step 1:  Login to your CONTROL PANEL. 

Here is where you login to the Control Panel using the username and password sent to you in the email confirmation. You can personalize this password at anytime in the Account Setup section of your control panel. This is where you create usernames and passwords for additional users who you want to access and manage your schedule.

From the control panel you will customize your schedule and add, modify, and delete entries. You must keep this up-to-date so that customers will view your up-to-date availability.

Step 2:  Setup Account     


Note: Users that are not setup by you as "Administrators" will see this page without the "Account /User Setup" and "Export Data" icons

After you login, you will see the Welcome Admin Menu.  Here you can view events scheduled or modified during the last  10-30 days (you decide with the pull down menu). We created this function so you can easily keep track of recent changes.  After you have set up your site, you will click "View/Add/Edit Events" to view/modify or create events or click "Export Data" to download all data entered into an Excel spreadsheet. We recommend exporting your data routinely to backup important information.

To begin the Account Setup process, click on "Account Setup."  You will see the following menu:   


Then click Account Setup (on this menu). You will see the following form. You must complete all the following information on this page:          

"Application Location" refers to where the events will take place. If you check this box the customer will not be able to provide an address where the event will take place. However, if you want the customer to dictate where the even will take place, then do not check this  box.

"Application Title" is how you will refer to this scheduling system (the tool you are now customizing) to your employees or customers. We typically call it a  "Scheduling System" or "Appointment Checker." You can change this.  This "title" appears on the first page of the calendar viewed by the customer.  If you do not want this title to appear, then press the space bar twice in this field.

"Application Subject" allows you to customize the tabs on your scheduling system to reflect what you are using the scheduler for.  For example, if you are scheduling, classes, then this field should say "class." If you are scheduling "massages," it should say "massage."   If it were tennis courts, it would say "tennis courts." If it were "doctor appointments" it would say "doctor appointments."

"Application Attendee"  is used if you want to set as a requirement a minimum number of people or if you want to provide automatic price quotes. For example, if you are a tennis instructor and charge per person or require a 5 person minimum, then you would put "person."  If you were a limo driver and charged by the hour you would put "hour."

"Resource Name" is the label for describing what or who is being scheduled (i.e. therapist, doctor, instructor, DJ, etc). If this was e a limo company the resource would be "drivers." if this was a doctor's office the resource could be doctors, or perhaps examining rooms. If this was a tennis club the resource would be instructors, or perhaps courts.  The resource is what is being reserved or scheduled.

"Last Name," "First Name," "Email" and "Cell Phone":  This is information of the site administrator who Scheduling-Online should contact for billing or account questions.

By Clicking on "Email Response" you can customize a message that will be automatically sent to customers who book on line. Be sure to fill out the reply email at the bottom of the email response page.

By Clicking on "Header/Footer" you can add your logo or picture to the site. Simply go to your home page or other web site, place your curser over the picture you which to capture or import to your Scheduling-Online, then right click the mouse .  Click Properties, then copy and paste the URL address (for example, http://www.pixeia.com/projects/scheduling2/#) into either the header or footer space on this page.

Be sure to click Save before you return to Account Setup Page


Step 3: Add Users and User Preferences    

Click "Users" to create/modify/delete user profiles (usernames, passwords, etc) of those you want to access (or no longer access) your system.  Then click "Add New User." 

 You will then see the following menu:       


Complete the required information for the new user, and check "Administrator" if you want this user to have complete access to and be able to modify all Account Setup & Preferences AND be able to delete and modify appointments made by anyone. Do not check this option click if you do not want a user to be able to see or make administrative changes and you want them to be able to see details of all appointments, but only modify those that they created. 

Check "Resource" if this user can be scheduled for events (i.e., is an instructor, a doctor, or a driver who you will schedule).  If this user just sets up or view appointments (i.e. sales or management") then do not check "Resource."

** Here you can also check method(s) by which this resource will be notified when events are assigned to them. You Can have people automatically notified by email, text message to their cell phone -- or to both:

If you want this person automatically to receive email notification every time you schedule them, then provide that person's email address. 

If you want this resource/person automatically to receive a text message to their cell phone, then provide their cell number AND select from the pull down menu the wireless carrier of that person. Generally the text message function is limited to North America for most carriers. You should note that Scheduling-Online does not charge any additional charges for text messages. However, many wireless carriers charge their customers to receive text messages. So you should obtain permission from the person being notified prior to providing this information.

Then click  "Save" and "Back to Admin Menu"


Step 4:  Set Up Notifications 

Click "Notifications" to select when each person or resource will be automatically notified.  You will be able to select when users are notified. Note the distinction between the "any" and "all" options. "Any" means that the resource will receive notification whenever any resource is modified or booked. "All" notifies the resource only when en event for "all" has been created or modified.

If you do not want a certain person to receive any notices automatically, then do not check any of the options.


Step 5:  Add/Edit "Classes"

The name of the first button in the left column (below) will reflect the label you assigned to the "Application Subject" on the "Account Setup Page" (i.e. class, doctor visit, or the thing being scheduled).  In this instance we set the "application Subject" as "classes" 

Click "Add/Edit Classes" to add or modify or delete titles of classes, required duration of classes, and, if necessary, time in between classes.  Below is an example of several CPR and First Aid classes that had been created:  


That's it. To add, modify, delete new appointments just click "Add / Edit / Events"  

You will see the following calendar  which will show your appointments and allow you to manage your schedule and notify all involved with just a few clicks: 


Here you create, modify, and delete appointments that will result in automatically updating the availability the customer sees in the Customer View section (which the customer accesses directly from your web site), and which will automatically send notices (via email and or text message) to those who you have requested be notified. Customer will only see if you are available – they will not see any details of your appointments.

The easiest way to update this section is to click on the date for which the reservation will be made.

You will see the following page   :


At the top of the page you will see a bar-chart showing the availability of all your resources for that day. Red means unavailable; Green means available.

In the pull down menu select which resource you want to book. You can book for one resource or for all.

Click on “Add New Block,” then either type the information into the “Block Notes” filed, or use the cut/paste function (control+C) and copy and past the information from the customer email request into the “Block Notes.”

TIP:  To block out a time where a resource is not available (say, for example, an instructor cannot work Friday afternoons from 3pm-9pm, simply block out an appointment for him but do not enter any text in the event description. Similarly, if you are open from 9am to 6pm, then create a recurring for ALL RESOURCES block from midnight until 9am, and select each day in the recurring area. The hit enter. Next, do the same from 6pm to midnight. This way the time is  blocked out the but the calendar is not cluttered with unnecessary detail.

Other Features:

"View Print Calendar:"  Allows you to view on one page all or individual calendars, with or without the details.

"Recurring Events:" You easily can set up recurring events, then modify and/or delete all or some of the occurrences.

"Block Entire Days:" Easily allows you to block out an entire day with one click.

"Block Continuous Periods of Time:" Going on Vacation for a couple of days or weeks? Use this function to block out a resource for an extended period of time.

"Block times for individual or all resources:" By selecting the resource name in the pull down menu or All you can select what resource(s) are being reserved.

"Conflict Safety:" automatically warns of overlapping or conflicting events, with the manual option to override.  If you schedule a resource that is not available a warning is displayed that allows you to over ride by checking a box.

"Web Generated Appointments:" When a customer visits your web site and requests an appointment thru your Scheduling-Online system, you will receive an Email and/or text message with the necessary information (including the requestor's IP address; tracking the number of requests from an IP address can help reduce fraudulent requests).  A link will be included in the email request. By clicking on the link you will be automatically be brought to the correct time and date in the Control Panel . You can then add the appointment with retyping the information. If you accept the appointment by adding it to your calendar, the customer will automatically receive an email confirmation with the appointment information attached. Your customer can click on the attachment to the confirmation email and automatically add the information to Outlook -- without retyping information. We have found this helpful in reducing no-shows due to miscommunication or "forgetfulness."


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