New scheduler on website

Here's your comprehensive guide to the new scheduler including how to book sessions, view, and edit your times

As always, if it gives you any trouble, let Megan know - she'll do her best to help you

Remember that there's a password to get into the Enrolled Families page - ask Megan or Ogee if you need to know what it is. 

GETTING ACCESS TO YOUR ACCOUNT 

Receive the Welcome Email 

● As soon as you are added as a Guardian to Appointy by the center staff, you will receive a welcome email regarding your new Appointy account. 

Create a New Password in Appointy 

● Within the welcome email, click on the Create Password button to be taken to the Appointy system to finalize the creation of your Appointy account. 

● Once you select the Create Password button in your welcome email, you will be taken to the Appointy system to create a new password. 

● Type in a new password that is at least 8 characters long and contains at least one capital letter, one small letter, one number, and one special character. 

● Once you have entered a password, click on the Next button to go to the online booking portal to book sessions. 

MANAGING YOUR SESSIONS 

Access Existing Sessions 

● Once logged in, you can access your existing sessions from the home screen. 

● Click on your name that is displayed in the top-right corner of the screen. 

● Click on My Bookings. 

● You will be taken to the next screen where you can apply multiple filters to view past and upcoming appointments individually across all centers. 

Manage Existing Sessions 

● On the “My Bookings” screen, you can view all of your existing bookings for all students that is/are associated with your account. 

● For list of appointments that are scheduled in the future, you can perform the following actions for each existing session:

 ○ Reschedule: Click on the Reschedule button to select a new date and time for the session. 

○ Cancel: Click on the Cancel button to cancel a session. 

View Booking Summary 

● On the booking summary screen (also known as the cart), you will be able to review your selection and can complete the following actions if necessary: 

○ Book recurring sessions 

○ Remove a session 

○ Book more sessions 

● Once you are ready, click on the Confirm button to confirm the booking. 

View Booking Confirmation 

● You should see a booking confirmation page once your booking is confirmed. 

● You can take the following actions on this screen: 

○ Start over booking a new session 

○ Modify a session that you just booked. 

○ Cancel a session that you just booked 

○ Add to personal calendar Guardian Scheduling Guide 

SCHEDULING NEW SESSIONS (CONT’D) Guardian Help Guide MANAGING YOUR CART 

Access Your Cart 

● Before a booking is confirmed, it is housed in the cart (also known as the booking summary screen). 

● You can access your cart at any time once you have logged in to your Appointy account. 

● Click on the cart icon that is displayed in the top-right corner of the screen. 

● You will be taken to your cart where you can view all the bookings that were selected in the past, but were not confirmed. 

Manage Your Cart 

● In your cart, you can view all the bookings that you have selected but have not been confirmed yet. 

● Once you are ready, click on the Confirm button to confirm the booking. 

THINGS TO KEEP IN MIND 

Adding booking(s) to your cart but then leaving them in there to confirm later can lead to the following scenarios: 

● The system will not let you add another booking for the same student on the same day as a booking that is already in your cart, as the student is only eligible to have one booking per day.

 ○ Example: Let’s say you have added a booking to your cart for your son for July 2nd, but have not confirmed it yet. If you try to add another booking for your son for July 2nd, the system will not let you add the second booking. 

● The bookings in your cart will count towards your monthly booking limit. As a result, the number of bookings you can select for a particular month will be impacted by the bookings in your cart. 

○ Example: Let’s say you are eligible for 10 sessions per month, and you have 3 bookings in your cart for the same month. As a result, you will only be able to book 7 more bookings in that same month, even if the bookings have not yet been confirmed. 

○ Solution: You can either 1) confirm the bookings so the monthly booking balance is deducted accordingly or 2) remove these bookings so they are not counted anymore towards the monthly limit. 

● You may lose the booking due to someone else who has selected and confirmed that booking. ○ Example: Let’s say that yesterday, you added a booking for July 3rd to your cart but did not confirm it. 

When you return to the platform today, the booking has disappeared from your cart because someone has now claimed and confirmed that same booking