I am setting up a client's website, it is an Ayurveda clinic where in-person sessions are given, so we use Amelia to book appointments with the therapists. The following happens to me in the configuration, the clinic has a single physical location with three offices, we need to carry out the agenda of both the therapists and the offices. My first idea was to constitute each cabinet as a location but it does not work since the client must choose a location at the time of booking and the cabinets appear that I would not like to be seen (I don't know if it is possible to remove it from the selection at the time of booking, I I would like the cabinet to be assigned automatically according to the therapist who can use it and their availability). If this idea that I have is not possible, what do you recommend I do in this case where the offices and the therapists must coincide in their availability to give the appointment on the agenda. Thank you.
There I followed your suggestion and it was excellent since the client cannot select the location in the reservation form.
Two problems arise after this. I have 3 Cabinets any of the 7 therapists can use any of the cabinets. Given this, the following happens: Problem 1)
Example:
- Therapist 2 receives a reservation on the 18th from 2 to 3 p.m., the system assigns Cabinet 1 - Then Therapist 4 receives a reservation on the same day the 18th from 2 to 3 p.m. at the same time and the system reassigns Cabinet 1 I would need you to assign Cabinet 2 or 3, which are free because 1 is busy. How can I solve that? Problem 2) Where can I see a calendar overview of all occupied and free cabinets. Is there that possibility? If any of this does not exist within Amelia's characteristics, can it be customized for this purpose? I await a response, thank you very much
You are welcome. This is happening because most probably all of your therapists are assigned to all cabinets. For example, you have 7 therapists, but once a therapist 1 is assigned to work on cabinet 1, then all other 6 therapists would be able to work on cabinet 1, as well. You can think of cabinet as the service.
You can assign each therapist to a different service, and once the customer chooses the therapist (employee) he will be assigned to a service (cabinet) but only the ones that he is working on. In other words, since you have employee selection hidden, the customer would need to choose the service (cabinet) and according to the selection, he would have the timeslots available present according to the employee working schedule assigned to the service. I hope it makes sense.
Regarding the calendar, the booking form will display the available or busy slots on the front end. That is the calendar that the customers are seeing, but in the backend, you can see all the appointments in the "appointments" section.
40 different services are cabinets (since you need to assign the employee to a service)
Location is the location
By default, on the booking form, there are three options that a customer can select (service, employee, location), but you can hide the location and employee since the service field is mandatory. You can find this option in the Customize section, Step by Step booking form, select the first step.
You can assign the location for each employee in the working schedule, but since you have only one location, there is no need to change this option.
Regarding the price, you can set the initial pricing in the service configuration, but there is also an option to configure the custom pricing per employee, you can find more infomration on this link
As previously stated, if all your therapists are assigned to cabinets (services), no matter if one therapist is already booked, all other therapists will be available to cover other timeslots. If only one therapist is assigned to one service (cabinet), then the service (cabinet) will not be available for booking.
Thanks for the response but it still doesn't work because the following happens.
The forty services are different, and there are three physical spaces in said place.
I need when this example happens:
Therapist 1 receives a reservation for a service at 2:00 p.m. on Tuesday, January 18, and occupies cabinet 1.
Therapist 2 receives a reservation for a service at the same time at 2:00 p.m. on Tuesday, January 18, and occupies cabinet 2.
Therapist 3 receives a reservation for a service at the same time at 2:00 p.m. on Tuesday, January 18, and occupies cabinet 3.
Therapist 4 should not show reservation availability for the same moment at 2:00 p.m. on Tuesday, January 18 because there are no more offices available.
That would not be able to solve it.
Added to this is the extra difficulty that they pose to me at the clinic.
Not all offices are the same, therefore some of the forty services can be provided in one office but not in another since it does not meet the characteristics to provide it.
So:
Cabinet cannot be service.
Cabinets should have their own agenda like employees.
There is a possibility that I can resolve this with Amelia. Thank you.
I understand your use case, but let me try to explain more briefly. Following your use case -
If Therapist 1 is assigned to cabinet 1, then if the customer books an appointment for 2 PM on Jan 18, only that timeslot will not be available for booking, but this also depends on the configuration. So, if the employee working schedule is set to be 08 - 16, all other timeslots will be available for booking.
In other words, by booking the one timeslot, there is no possibility of occupying the whole cabinet, unless if the working schedule is set to be only one timeslot (2 PM Jan 18)
The same goes for other employees, as well. If you assign all employees to work on all services, and if the customer books one timeslot, only one employee will be assigned to work on that timeslot, but it will be available since other employees can be assigned to the same timeslot.
So, cabinets don't have the "agendas" as you mentioned (i suppose you are referring to the working hours), no matter if speak about the cabinet as services or location. The occupancy depends on the employee's working hours as explained
Hello, yes, I understand that but it does not solve my problem. Apologies for being repetitive but in this type of clinics it is necessary to have offices within the location.
How do they internally organize the offices within the locations?
I need to organize these offices, which are spaces where different therapies are practiced.
I am clear about the operation, which is governed as follows:
Therapist's Schedule and Calendar.
Services
Geographic location.
Within the location, something decisive is missing. The physical spaces to be used by the therapists, since there is not a single office where they serve, in this case the offices are used according to the service provided and the therapists must match their schedule with the location. service and the office within the location that can provide that service.
Is there a way to achieve that with Amelia? I saw that the base configuration does not allow it, but there it can be added somehow.
Everything is related to each other, the services, locations, and employees. You can't assign the location to a service, but you can assign the location to the employee. Yet again, the employee needs to be assigned to service. So, in the end, the customer can choose either service, employee, or location and based on the configuration mentioned above, the timeslot will appear. Amelia will not automatically assign the employee to a different service/location if that employee is not assigned to them.
The only way to make a particular cabinet (whether location or service) unavailable is to assign only one employee to the location and service and make just one timeslot, so when that timeslot is booked, the cabinet will be unavailable for booking for other customers. In other words, the working schedule needs to be configured already, not matched with the location, since the location doesn't have the option for working hours.
I am setting up a client's website, it is an Ayurveda clinic where in-person sessions are given, so we use Amelia to book appointments with the therapists. The following happens to me in the configuration, the clinic has a single physical location with three offices, we need to carry out the agenda of both the therapists and the offices. My first idea was to constitute each cabinet as a location but it does not work since the client must choose a location at the time of booking and the cabinets appear that I would not like to be seen (I don't know if it is possible to remove it from the selection at the time of booking, I I would like the cabinet to be assigned automatically according to the therapist who can use it and their availability). If this idea that I have is not possible, what do you recommend I do in this case where the offices and the therapists must coincide in their availability to give the appointment on the agenda. Thank you.
Hello Sebastian,
Thanks for reaching out to us. Actually, there is an option to hide the location field from the selection menu.
You can configure this by going to the Customize / Step by Step Booking form 2.0 / Service Selection / Options
By default, when creating an employee, you need to create a working schedule, where you can also select the different locations for each employee.
I hope it helps.
Kind Regards,
Stefan Petrov
[email protected]
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Thank you very much for your response Stefan,
There I followed your suggestion and it was excellent since the client cannot select the location in the reservation form.
Two problems arise after this. I have 3 Cabinets any of the 7 therapists can use any of the cabinets. Given this, the following happens:
Problem 1)
Example:
- Therapist 2 receives a reservation on the 18th from 2 to 3 p.m., the system assigns Cabinet 1
- Then Therapist 4 receives a reservation on the same day the 18th from 2 to 3 p.m. at the same time and the system reassigns Cabinet 1
I would need you to assign Cabinet 2 or 3, which are free because 1 is busy.
How can I solve that?
Problem 2)
Where can I see a calendar overview of all occupied and free cabinets. Is there that possibility?
If any of this does not exist within Amelia's characteristics, can it be customized for this purpose?
I await a response, thank you very much
Hello Sebastian,
You are welcome. This is happening because most probably all of your therapists are assigned to all cabinets. For example, you have 7 therapists, but once a therapist 1 is assigned to work on cabinet 1, then all other 6 therapists would be able to work on cabinet 1, as well. You can think of cabinet as the service.
You can assign each therapist to a different service, and once the customer chooses the therapist (employee) he will be assigned to a service (cabinet) but only the ones that he is working on. In other words, since you have employee selection hidden, the customer would need to choose the service (cabinet) and according to the selection, he would have the timeslots available present according to the employee working schedule assigned to the service. I hope it makes sense.
Regarding the calendar, the booking form will display the available or busy slots on the front end. That is the calendar that the customers are seeing, but in the backend, you can see all the appointments in the "appointments" section.
I hope it helps.
Kind Regards,
Stefan Petrov
[email protected]
Rate my support
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Hello, I understand, but I don't know if it works.
The clinic layout is like this
7 therapists
40 different services
a single physical location
3 cabinets within that physical location.
I need the client to choose
service
therapist
The place is always the same and the cabinet is assigned according to availability.
Therapists use all the offices and do almost all the services
In that case, as you think, an adequate organization with Amelia may be possible.
Hello Sebastian,
Here is how it should work
Therapists are actually the employees
40 different services are cabinets (since you need to assign the employee to a service)
Location is the location
By default, on the booking form, there are three options that a customer can select (service, employee, location), but you can hide the location and employee since the service field is mandatory. You can find this option in the Customize section, Step by Step booking form, select the first step.
You can assign the location for each employee in the working schedule, but since you have only one location, there is no need to change this option.
Regarding the price, you can set the initial pricing in the service configuration, but there is also an option to configure the custom pricing per employee, you can find more infomration on this link
As previously stated, if all your therapists are assigned to cabinets (services), no matter if one therapist is already booked, all other therapists will be available to cover other timeslots. If only one therapist is assigned to one service (cabinet), then the service (cabinet) will not be available for booking.
I hope i helped a bit.
Kind Regards,
Stefan Petrov
[email protected]
Rate my support
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Thanks for the response but it still doesn't work because the following happens.
The forty services are different, and there are three physical spaces in said place.
I need when this example happens:
Therapist 1 receives a reservation for a service at 2:00 p.m. on Tuesday, January 18, and occupies cabinet 1.
Therapist 2 receives a reservation for a service at the same time at 2:00 p.m. on Tuesday, January 18, and occupies cabinet 2.
Therapist 3 receives a reservation for a service at the same time at 2:00 p.m. on Tuesday, January 18, and occupies cabinet 3.
Therapist 4 should not show reservation availability for the same moment at 2:00 p.m. on Tuesday, January 18 because there are no more offices available.
That would not be able to solve it.
Added to this is the extra difficulty that they pose to me at the clinic.
Not all offices are the same, therefore some of the forty services can be provided in one office but not in another since it does not meet the characteristics to provide it.
So:
Cabinet cannot be service.
Cabinets should have their own agenda like employees.
There is a possibility that I can resolve this with Amelia. Thank you.
Hello Sebastian,
I understand your use case, but let me try to explain more briefly. Following your use case -
If Therapist 1 is assigned to cabinet 1, then if the customer books an appointment for 2 PM on Jan 18, only that timeslot will not be available for booking, but this also depends on the configuration. So, if the employee working schedule is set to be 08 - 16, all other timeslots will be available for booking.
In other words, by booking the one timeslot, there is no possibility of occupying the whole cabinet, unless if the working schedule is set to be only one timeslot (2 PM Jan 18)
The same goes for other employees, as well. If you assign all employees to work on all services, and if the customer books one timeslot, only one employee will be assigned to work on that timeslot, but it will be available since other employees can be assigned to the same timeslot.
So, cabinets don't have the "agendas" as you mentioned (i suppose you are referring to the working hours), no matter if speak about the cabinet as services or location. The occupancy depends on the employee's working hours as explained
I hope i cleared a bit.
Kind Regards,
Stefan Petrov
[email protected]
Rate my support
Try our FREE mapping plugin! MapSVG - easy Google maps, interactive SVG maps, and floor plans, choropleth maps and much more - https://wordpress.org/plugins/mapsvg-lite-interactive-vector-maps/
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Hello, yes, I understand that but it does not solve my problem. Apologies for being repetitive but in this type of clinics it is necessary to have offices within the location.
How do they internally organize the offices within the locations?
I need to organize these offices, which are spaces where different therapies are practiced.
I am clear about the operation, which is governed as follows:
Therapist's Schedule and Calendar.
Services
Geographic location.
Within the location, something decisive is missing. The physical spaces to be used by the therapists, since there is not a single office where they serve, in this case the offices are used according to the service provided and the therapists must match their schedule with the location. service and the office within the location that can provide that service.
Is there a way to achieve that with Amelia? I saw that the base configuration does not allow it, but there it can be added somehow.
Hello Sebastian,
Everything is related to each other, the services, locations, and employees. You can't assign the location to a service, but you can assign the location to the employee. Yet again, the employee needs to be assigned to service. So, in the end, the customer can choose either service, employee, or location and based on the configuration mentioned above, the timeslot will appear. Amelia will not automatically assign the employee to a different service/location if that employee is not assigned to them.
The only way to make a particular cabinet (whether location or service) unavailable is to assign only one employee to the location and service and make just one timeslot, so when that timeslot is booked, the cabinet will be unavailable for booking for other customers. In other words, the working schedule needs to be configured already, not matched with the location, since the location doesn't have the option for working hours.
I hope i explained a bit better.
Kind Regards,
Stefan Petrov
[email protected]
Rate my support
Try our FREE mapping plugin! MapSVG - easy Google maps, interactive SVG maps, and floor plans, choropleth maps and much more - https://wordpress.org/plugins/mapsvg-lite-interactive-vector-maps/
wpDataTables: FAQ | Facebook | Twitter | Instagram | Front-end and back-end demo | Docs
Amelia: FAQ | Facebook | Twitter | Instagram | Amelia demo sites | Docs | Discord Community
You can try wpDataTables add-ons before purchasing on these sandbox sites:
Powerful Filters | Gravity Forms Integration for wpDataTables | Formidable Forms Integration for wpDataTables | Master-Detail Tables