SeedCode Support Forum

Hello,

i've been looking for a customizable calendar with client history for my spa, yoga studio.

Currently we use a paperbased daily grid calendar. We would like to move away from a paperbased system so that we can generate reports more easily. Reports on financials, services, clients, therapists etc... and also so we can eventually have our customers book themselves through the web. That means two different interfaces... one for our receptionist and one for our customers booking online.

The layout of our calendar centers around our therapists, their availability, the shift they work and their order within the therapist heirarchy (The hirarchy changes roughly every 3 months based on certain criteria).

A typical day might look like this... substituting letters for therapist names. X,Y and Z are yoga teachers and don't fall within the therapist heirarchy.

Position
1234567

10:30 BCKZ
12:00 ABCEKY
1:30 ABCEGK
3:00 ABCDEFG
4:30 ADEFGHI
6:00 DEFGHIJX
7:30 DFGHJY
9:00 FHIJ

Note how a therapist moves closer to or away from the #1 postition relative to the other therapists who are available at the same time.

This layout allows us to see AT ONCE all the available therapists on any given day, what shift they are working, who the client is, what the service is, if the client requested that particular therapist or not, how long the appointment is, how much it costs etc etc....

Keeping in mind that we have over 30 therapists with different availabilities, that there can be up to 16 therapists per day and up to 8 therapists on our calendar at any given time...Which of your products would help me duplicate this type of layout?

Most calendars i have demo-ed were unable to display a calendar based on these criteria. Often they would display all 30+ therapists side by side whether they were available or not. This is not practical and not what we're looking for.

We also have a private jacuzzi that gets scheduled and different yoga teachers who take multiple clients - up to 20 at a time. We would like the clients' yoga history as well as their spa history maintained as well.

Do you have something that could help us achieve these goals?

Thank you very much,
caley.

This layout allows us to see AT ONCE all the available therapists on any given day, what shift they are working, who the client is, what the service is, if the client requested that particular therapist or not, how long the appointment is, how much it costs etc etc....

Thanks for the cool post. I'm not sure I can really visualize the layout you're describing, but I can suggest a couple ways to move forward from here.

1. You may want to email me an image of the paper calendar you're using now so I can see what you see all "at once". You can email this to john at seedcode.com or fax me a copy at (206) 260-8895.

2. Another way to get a sense about how our calendar might work for you would be to download the 10-day demo of our SeedCode Calendar (the one that sounds most likely to suit your needs) and enter a busy week's schedule into it. This will give you a sense of how close the calendar might be to what you need and will suggest what kinds of modification you may need to make to it.

Yoga and spa activities would be recorded on the same calendar using different appointment "types" or different "resources" depending on how you set things up. I imagine you'd get the most out of the calendar if you considered yoga teachers as different resources (and the jacuzzi as its own resource) leaving "type" for things like "cancelled" "noshow" "confirmed" etc. Of course that's what entering a busy week into the demo is for-- to help you get a sense of how the available objects is our calendar can best map to your practice.

In any event, feel free to email or fax me details of your current setup and we can take it from there.

Thanks,

John