Important terms used in this article

Account

"Account" refers to an AppointmentGuru account. You can sign up for an AppointmentGuru account at go.appointmentguru.co. Once you have an account, you can create multiple spaces and add your teammates to those spaces.

Spaces

• A space is like your business or practice. A space has branding, billing information, team members and locations.
• You can have a space - for example, Joe Soap Wellness. That space might have multiple locations or offices (e.g., Randburg and Sandton) and a collection of practitioners who work out of the various locations.

locations

• A location is a physical or virtual address (e.g., a Zoom meeting room).
• Appointment types can be assigned to one or more locations.
• Each practitioner can have specific operating hours at that location.
• A location is created within a space, and a space can have multiple locations.

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Configuring your business or practice on AppointmentGuru

Next, let's look at common ways people may configure their business on AppointmentGuru.

Common examples:

I am a practitioner who serves clients from various offices

If you are going to be billing under a single business/entity/practice - regardless of where you work - then you should create a single space and add each different office as a location.

Example:

• Joe Soap's Wellness (space)
  • Sandton office (location)
  • Randburg office (location)

Features of this setup: one or more practitioners working from one or more offices billing under a single business entity.

Recommended extra configuration:

• From advanced settings -> team settings -> invoice settings, make sure to choose a default invoice description template - this will set the invoice description on your appointments to say who worked with the client at which space or location (depending on the template you choose).

I run a practice with several other practitioners who work under me

Create a space with you as the owner. Add your teammates as members and delegate permissions accordingly. If you have a partner, you can add them as an owner.

I operate two businesses that need to bill separately

If, for example, you operate two different businesses - each of these has distinct billing details (e.g. banking details, practice name/number billing address) and/or branding (e.g., logo etc.). You can create a different space for each business. You can easily share certain assets (like clients) across your spaces.

Slightly more advanced configurations

I work in a wellness centre with a few other practitioners

if practitioners are loosely affiliated: e.g., If all practitioners are self-managing or run their own businesses and don't need to see each other's diaries, then you can simply create separate accounts for each practitioner.

Other ways of sharing

• Practitioners can optionally share their online booking link with colleagues so they can easily book clients into their diaries.
• Practitioners can generate and share a read-only calendar amongst colleagues.
• Practitioners can share their calendar feed to allow other practitioners to see their appointments on the calendar on their device

If a group of loosely affiliated practitioners share a central receptionist who is responsible for taking bookings, or there is a business owner who wants to see stats across all practitioners:

Option 1

Create a single account with a space for each practitioner's business with the practitioner as an owner in that space. Add the receptionist to all spaces with the "reception" role.

• Practitioners will only be able to see assets (appointments, clients, invoices) assigned to the spaces they are a member.
• The receptionist can be added to all spaces and thus will be able to perform actions (book appointments, add clients, create invoices etc.) on behalf of all the practitioners.
• If there is a business owner, they can be added as an owner to all spaces and will be able to see stats across all spaces.

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Removing members

There are various ways to change a member's access within your account. AppointmentGuru provides you with several options which give you the flexibility and peace of mind to manage access within your teams

Remove a member from a space

You can remove a member from a space if you no longer wish for them to have access to that space. They will still exist on your account as a dependent but simply won't have access to assets (clients, appointments, invoices) with that space.

What happens when a member is removed from a space? * A flag is set on their membership so they can no longer access assets from the space. * They will be removed from the team calendars of members of that space * They will no longer be able to see appointments and invoices of other members in the space * they will- still be able to see their _own appointments and invoices that in the other space (e.g.: historically) * Clients shared in that space will no longer be visible to them (though they can still see clients that they created).

Important: removing a member from a space does not remove them from your billing (see deactivate member)

Deactivate a member

If a member leaves your business or practice, you will want to deactivate their membership.

This will:

• Remove all spaces memberships (as per above)
• Clear contact data (phone, email) on the AppointmentGuru user attached with this account
• Reset the password for the account so that they can no longer log in
• Adjust your billing to remove payment for this client on your next billing cycle

note: With this approach, the account (including all assets) historically created by this practitionerer remains on your account, and no data are deleted. If this practitioner is opening their own practice and wants to import their data - please see the next section.

A practitioner who used to be a member of my space is leaving to open their own practice (using AppointmentGuru).

If a client of yours is branching out to open their own practice, and wishes (or needs) access to their historical data, you can create a data export for them so that they can create a copy of all their data. This will not affect the data in your practice at all.

For the owner of the practice

1. Deactivate the member from your account.
2. Can create an AppointmentGuru data export.

An AppointmentGuru export is a safe way to provide a practitioner with a way to recreate their history in a new AppointmenGuru account. It does not affect your data at all, and you retain the complete history of that practitioner's historic appointments, clients and invoices created in your space.

As the leaving practitioner

If you would like to start your own practice and manage it with AppointmentGuru, we would recommend the following steps:

1. Request that the owner of the practice that you are leaving deactivates your account
   • this will free up any emails or phone numbers that you may have been using so that you can create a new AppointmentGuru account
   • After this, you will no longer have access to your old account.
2. Create a new account for your new practice
3. If you would like to import your historical data, ask the owner of your previous account to create an export for you and to provide you with the key and the password to access the export
   • You can then import this data, which will load your history for you.
   • The import will create a copy of relevant spaces, appointment types, clients, notes and invoices.
     • By default, imported spaces will be archived - clients can be shared with your existing spaces on import