Brief System Overview

Welcome to Click4Time, we’re happy you’re here !

Our appointment scheduling and practice management software is a culmination of over a decade of experience working with businesses and practitioners around the world. Our system is robust, flexible and easy to use.

With any software that can be customized to suite a business’ specific needs and preferences, there is some work in the beginning to get setup before fully jumping in to take bookings and manage your business. This article will give you a high level orientation of the system to get an idea of where and how to manage the many features.

You’ll notice that throughout the system there’s plenty of additional explanation for each setting to help you along the way.

There are several main categories to consider when setting up your business.

Business Details & Branding☞
Booking Rules☞
Finance☞
Services☞
Service Providers (Staff) Schedules☞
Client/Staff Communication☞
Other Considerations☞
Admin Calendar☞
Client Calendar☞

Business Details & Branding

Most of the details and options to manage your basic business details such as Business Name, Address, Phone, brand colours and logo are under Settings > Basic Business Info and Calendar Settings in the main menu. These are essential for your Client’s experience so that your branding is consistent from your website through to your appointment booking calendar and client communication.

Booking Rules

In Settings > Calendar Settings, you will find options related to client booking limits, client booking calendar and your company calendar display considerations. Here you can set limits for cancellations, how far into the future clients can book and minimum booking window, to name a few of the rules you can manage. 

There are other booking rules available on an individual Service Provider basis. Those are covered within each Service Provider’s profile, Settings > Service Providers.

Finance

It’s important that before you start taking any bookings or creating any invoices, that you review a couple of options in the Finance > Settings section.

The 3 key items are:
– Currency: What currency are your prices/fees.
– Taxes: Are any of your Services or Products taxable and what are those rates.
– Invoice Title: By default we label it Invoice/Receipt. You can edit that in the Invoice Configuration section.
– Online Payments: Connect your Stripe account to be able to accept online payments and securely store credit cards.

Services

Services are what your clients choose to book appointments for, which could be a treatment, a consultation, video meeting etc. Services are managed from Services in the main menu. Key information to have on hand when creating your list of services are:
– Name
– Duration, including any necessary cleanup time between appointments
– Fee, including whether there are taxes included or added to the fee.
– Assignment, who offers the service.

Service Providers (Staff) Schedules

Service Providers are the people who provide the services to clients. Service providers are assigned to Services and have a schedule of availability. Within the schedule of availability, there are options to limit who can book and what services are available within the day. Manage these in Service Providers form the main menu.

Client/Staff Communication

The system includes email communication to your clients and staff. Appointment confirmation, reminder and cancellation email options for clients can be managed in Settings > Notifications. Here you can set reminder timing and frequency, as well as adjust the wording of the various email templates.

Service Provider (Staff) email preferences are managed in each Service Provider’s profile in the Notifications section. They can choose which emails they prefer to receive.

Other Considerations

Depending on the type of business or practice you are operating, you may also want to consider reviewing some of the other features and functions of the system. 

• Electronic Forms – You can create digital forms to be completed by your clients. For example you may request an Initial Health History or Consent to Treatment if you’re a health practice. Maybe you have an initial visit questionnaire that needs to be attached to a client’s profile. 
• eCharts/SOAP Notes – Electronic Charting and SOAP Notes gives you the freedom and flexibility to securely manage your client/patient’s treatment journey. Each Service Provider can have their own library of chart templates to speed up the note taking task.
• Videoconferencing – If you offer video sessions, you can connect your Zoom account to automatically create meeting session through your Click4Time calendar.
• Reporting – If you put the effort into setting up taxes and service fees, you’re all set to use the extensive financial and statistical reporting. You can generate daily, weekly, monthly or annual financial reports that automatically calculate gross, net and tax revenue. Your bookkeeper will love you.
• Marketing – The Marketing tab is home to Reviews, Booking link for your website, Social Media links, Email Marketing integration with MailChimp and Gift Certificates with TheGiftCardCafe.

Admin Calendar

Once you have setup all the necessary features, you’re ready to start booking and managing client appointments. Most of your time will be spent on the admin calendar where appointments are displayed. The calendar of course has several views (Month, Week, Day and List) that can be filtered by specific Service Providers. You can drag and drop appointments to move or copy bookings. Simply click in a time, choose a client, service and provider to book appointments on behalf of your clients.

Appointments contain all the information you need to record payments and generate invoices to be emailed or downloaded. You can edit client details, store notes and request forms all from the appointment screen.

Client Calendar

Your Client Calendar is where most of the appointment booking will take place. You will link your client calendar to your website through a Book Now button or link from other sources like a social media page, newsletter etc. Your clients will land on a branded booking page to choose their service and staff to generate available times. 

Clients will also have an online profile where they can securely manage their appointments, complete forms and download receipts.

And finally, the Help tab, where you’ll find the answers to most, if not all of your questions in our extensive FAQs.  You’ll also find our phone number and support ticket system if you have a more specific question or scenario that hasn’t been addressed.

Keep in mind this is a very high level overview of the system. There are FAQs and videos throughout the system that cover the major features in greater detail. 

Happy Booking !!