Visual One - Spa Appointments

Background Information

Spa Staff use VisualOne to manage all Spa appointments. This Job Aid outlines the most common uses of VisualOne.

Creating Appointments

Option 1: Best for a Group

CHOOSE THE START TIME

  1. Right-click the start time from the schedule grid
  2. Select Quick-Add Pick

LOCATE THE GUEST RECORD

  1. Type the guest Last Name and press Enter
  2. Double-click the name of the guest, this opens the Client Information window (press the New button to add a new guest)
  3. Select the Guest Type
  4. Click the Bypass Client Schedule Checking checkbox
  5. Press the Save button
  6. Press the Close button

ADD SERVICE(S)

  1. Verify the Time Range Start
  2. Choose the requested Service
  3. Click the Enforce Gender checkbox if requested
  4. Repeat as necessary after updating the Number of Services

SAVE AND UPDATE SCHEDULE

  1. Press the Save button
  2. Choose the appropriate option if prompted to check in the appointment
  3. Press Update Availability 

Option 2 - Best for an Individual

CHOOSE THE START TIME

  1. Right-click the start time from the schedule grid
  2. Select Add New Appointment

ADD SERVICE

  1. Choose the Service and Location
  2. Click the Do not allow appointment move, if requested

LOCATE THE GUEST RECORD

  1. Type the guest Last Name and press Enter
  2. Click the name of the individual (press Add New Guest  to create a new record)

SAVE AND UPDATE SCHEDULE

  1. Choose the Guest Type
  2. Press the Save button
  3. Read back the information to the guest
  4. Press the Exit button
  5. Choose the appropriate option if prompted to check in the appointment
  6. Press Update Availability

Booking a Package

Used to book multiple services for an individual as part of the same visit.

CHOOSE THE START TIME

  1. Right-click the time on the schedule grid
  2. Select Express Package Add

LOCATE THE GUEST RECORD

  1. Type the guest Last Name and press Enter
  2. Double-click the name of the individual
  3. Choose the Guest Type

SCHEDULE SERVICES

  1. Click the package to be added
  2. Click the service to be added (NOTE THE SEQUENCE OF SERVICES)
  3. Press the Start Booking button
  4. Click the chosen Location, Therapist, and Time
  5. Repeat these steps for each service

SAVE AND UPDATE SCHEDULE

  1. Press the Exit button
  2. Choose the appropriate option if prompted to check in the appointment
  3. Press Update Availability

​​​​​​​Managing Appointments

After appointments have been booked, they may be modified or cancelled by following the steps below:

CHECKING IN

  1. Right-click the appointment
  2. Choose Check In Appointment
  3. Click Yes to confirm
  4. If prompted, click Yes to check in additional appointments
  5. Click OK to confirm

MODIFYING AN APPOINTMENT

  1. Right-click the appointment
  2. Choose Edit Appointment
  3. Make changes
  4. Press Exit
  5. Read back changes to client

CANCELLING AN APPOINTMENT

  1. Right-click the appointment
  2. Choose Cancel Appointment
  3. Click Yes to confirm
  4. Enter a reason for the cancellation
  5. Click OK

CHANGING LOCATIONS

  1. Right-click the appointment
  2. Choose Move Appointment
  3. Click the New Start Time in the schedule grid
  4. Click Yes to confirm

 

CHANGING THERAPISTS

  1. Right-click the appointment
  2. Choose Move Appointment
  3. Click the New Start Time in the appropriate Therapist column in the schedule grid
  4. Click Yes to confirm

CHANGING SERVICES

  1. Right-click the appointment
  2. Choose Change Services
  3. From the drop-down lists: choose:
    • Choose the Treatment
    • Choose the Service
  4. Double-click the desired grid row

 

Paying for an Appointment

CHECK OUT THE APPOINTMENT

  1. Right-click the start time from the schedule grid
  2. Select Check Out
  3. Click the Check Out button from the Settlement window (V1 Retail will open)

VERIFY CHARGES

  1. Verify the charges (double-click a row to make changes to service charges)
  2. Check State Tax and/or Local Tax exemption check boxes if applicable
  3. Choose any additional items or apparel to be added to the services
  4. Click the $ button

OPTION 1 - CLOSING TO A CREDIT CARD

  1. Swipe the Guest credit card
  2. Click the Exit button

OPTION 2 - CLOSING TO A ROOM

  1. Press the Room Charge button
  2. Type the Room Number in the Room Search field
  3. The Guest name will display (if the guest name is not associated with the room, you must call to the Front Desk to obtain authorization)
  4. Double-click the Guest name

PROCESS DOCUMENTATION

  1. Three receipts will print out:
    • Have guest sign one copy which is including in the bank
    • Provide a copy to the guest
    • Retain a copy for Spa records
  2. Click the Exit button

 

To review images or save/download/print a copy of this Job Aide, please select the pdf attachment.

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