Question 1

What are ‘Services’ and ‘Service Types’ in Hypnotes?

Accepted Answer

Services’ refers to the services you offer to your clients, such as Hypnotherapy, Reiki, Family Counseling, or Coaching. Hypnotes distinguishes the following Service Types: Individual Services, Packages, and Group Sessions. Additionally, within these three Service Types, you can organize services into Sub-Categories that you define. This is useful for the provider who might for example offer Coaching, Reiki, and Hypnotherapy. Within the subcategory called Coaching, you could create different services including Business Coaching, Life Coaching, or Educational Coaching. Hypnotes can handle it all. Even better, for those using our Premium or Premium+ levels, you can go beyond your primary scheduler URL and get customized URLs for different types of services such as Group Sessions or Packages, great for target marketing. You can generate and copy these URL’s directly from your Services window.

Question 2

How do I add my Services?

Accepted Answer

Hypnotes’ Services functionality offers a lot of different features for your convenience. Service Type: Services are divided by Type, shown as tabs, including: Individual Services, Packages, and Group Sessions. We recommend that before adding any services you decide which subcategories you will need for each Service Type. Subcategories: To create a Subcategory, select the appropriate Service Type tab, then click on the Blue Plus Sign icon under “Sub Categories”. Enter the Subcategory title in the popup window and click save. Examples of Sub Categories might be Hypnotherapy, Coaching, and Reiki. Adding a New Service: To create a new service, first select the appropriate Service Type and Subcategory, then click the “+ Add New {Service Type} Session” button. A new session window will appear. Enter the Service Name, the price and indicate if you would like the price displayed on your initial custom scheduler page. If you would like Hypnotes to require that payment be collected during appointment booking for this specific service select “Payment” required. **Collecting payment in advance of an appointment has been proven to reduce rescheduling and no-shows.** If you do not require advance payment, you may request payment later, or create and send an invoice from the client’s record. Enter the session length in the field called “Duration”. Please note, meeting length, or duration, is entered in minutes. Next, indicate if the service requires that time be blocked just before or just after appointments of this particular service type, and then indicate if you also require a certain number of hours of Advance Notice. To read more about these settings, see the next FAQ entry here. Sometimes you may wish to suspend, rather than delete a particular service, or, maybe you wish to create a service to be offered in the future. In these instances, move the “Service Active” toggle to the left. This will retain the service in your settings, but the service will not be visible in your service offerings, nor displayed on your Scheduler Page. Next, select any documents or forms that must be completed, by selecting the required documents from the drop-down list. You can select as many as required. **Please note, you must upload documents in the Documents area in order for them to appear in this drop-down list.** In the next section, you’ll need to indicate where, or how, this service is offered. Some services may be offered online, in-person at a physical location, or both. For services offered only via telephone, select “Phone Only.” Please note, “Phone Only” meetings will not generate an online conference meeting link, nor will you be able to select a physical location. For those using our Premium and Premium+ subscription levels, Hypnotes includes the ability to create multiple in-person physical locations (offices). For In-Person sessions, select all of the physical locations where this service is offered. Please note, locations must be created in the Locations Settings found in the Settings Submenu before creating services. To add locations, click here to go to your Settings and select “Locations” in the left-side navigation Settings menu.

Question 3

What is the difference between Block Time, Buffer Time, Advance Notice, and Flex Start?

Accepted Answer

Hypnotes offers many different scheduling features that allow you to control your calendar with flexibility, while leveraging as much billable time as possible. Block Time: Block time refers to time that you can define as unavailable for bookings. You can set recurring block time, say for a non-client-appointment meeting that occurs every week in the “Availability” tab of your Scheduler & Calendar” settings. You can create one-time blocks in your calendar view, by selecting the fourth icon in the upper left of the Calendar screen. Buffer Time: Buffer Time is meant to build in short periods of time as a cushion between appointments. You can add Buffer Time before or after a given appointment, entered in minutes, regardless of how far in advance the appointment was scheduled. Some providers use Buffer time ahead of a session as preparation time, and Buffer time after to record notes, etc. ***Please note that if you list a session as lasting 60 minutes, and enter Buffer Time before and after, this may result in making the entire hour before or after a session unavailable for other appointments, depending on the “Flex Start” setting found in the “Scheduling & Calendar” area of your account settings. Flex Start: Flex Start is a setting that controls whether or not you would like to allow appointments to be booked at any time during an hour, or limited to starting only at the top of the hour. If you have NOT enabled Flex Start, and add block time before or after a session, this may cause the entire hour before or after to be made unavailable for other appointments. To check or change the Flex Start option, please go to your click here to go to your Settings , and select “Scheduling & Calendar” in the left-side navigation menu. To enable Flex Start and allow appointments to be booked on the available quarter hour, slide the toggle button to the right. ”, Advance Notice: Advance Notice is not the same as Buffer Time. Buffer Time is meant to build in short periods of time as a cushion between appointments. You can add Buffer Time before or after a given appointment, entered in minutes, regardless of how far in advance the appointment was scheduled. Advance Notice allows you to define the lead time required for booking appointments. You can define Advance Notice for specific services or for all services. You can define Advance Time - Service in the “Service Detail” window during Service creation. For existing services, you can view or change Advance Notice by selecting Action/Edit from the Services area of the platform, found on the left-side navigation menu. Buffer time prevents other appointments from overlapping into the time just before or after the appointment, while Advance Notice still allows other appointments to be booked within the Advance Notice time frame. For example, if at 8:00 am a client attempts to book an appointment for a service requiring 4 hours of Advance Notice, the earliest available time offered for that service would be 12:00 pm. However, if there is time available between 8:00 am and 12:00 pm, a client may book a DIFFERENT service that does NOT require Advance Notice during any of those hours. If the service required 4 hours of Advance Notice and 15 minutes of Buffer Time, and the client booked the service for 12 pm that day, no other appointments would be able to run past 11:45 am.

Question 4

How many services can I add?

Accepted Answer

The number of services you may offer through Hypnotes depends on your Subscription Level. Essentials: For those using our Essentials plan, you may create up to five individual services TOTALLY FREE. Standard: Subscribers to our Standard plan can offer up to ten unique service offerings. Premium/Premium+: Those using either our Premium or Premium+ subscription levels can offer an unlimited number of unique services.

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