Question 1

What is Hypnotes Appointment Scheduling?

Accepted Answer

All subscriptions levels include the ability to schedule and manage all aspects of client appointments including individual and group sessions and multi-session packages. Hypnotes includes the ability to determine your availability, block unavailable time on a one-time or recurring basis, define Advance Notice for all appointments or just for specific services, and will even automatically include buffer time between appointments. Hypnotes provides a unique URL that you can link to your existing website, or even provide directly to clients in emails or promotional messages. This URL takes the client directly to your personal scheduler page listing the services you offer and allows clients to book their own appointments, eliminating the need for direct therapist involvement in the scheduling process. Hypnotes even includes the ability to create additional URLs to direct your clients to specific service categories such as Individual Services or Group Sessions. The platform automatically notifies you of all new bookings, cancellations, and schedule changes via email. Automatic appointment confirmation and reminders are also emailed to clients, and clients can manage their own appointments including rescheduling and canceling according to your defined rescheduling and cancellation policies. For those using our Premium and Premium + subscriptions, notifications and reminders can also be sent via SMS/Text Messaging. You can easily integrate Hypnotes with your personal external calendars to ensure you are never double-booked and never miss an appointment.

Question 2

How do I define my scheduling availability?

Accepted Answer

To define your scheduling availability, log-in with your user name and password, then select “Settings” from the left-side navigation menu. Then select the tab in the main window called “Availability”. If you offer appointments both online and in person, or if you offer services at multiple physical locations, you must define availability for each location which will be shown in tabs one row down. Here you can define availability for each day of the week including marking entire days off, setting start and end times, add recurring block time, and defining the maximum number of clients you wish to see each day. Take me there now. You can block time as unavailable just once from your calendar view rather than settings. To go directly to your calendar to set block time, click here. Don’t forget to integrate your Hypnotes calendar with your external calendars. Hypnotes will automatically block busy time to ensure you don’t get double-booked. To integrate your calendar, go to the Account Settings drop-down menu by clicking on the arrow next to your profile picture in the upper right of your screen, and selecting “Integrations”. Then click on the “Calendars” tab and follow the instructions. To go there now click this link. Hypnotes offers two additional settings to give you total control over your schedule: Buffer Time and Flex Start. Buffer Time: Buffer Time allows providers to build in brief periods of time, typically less than an hour and entered in minutes, just before and/or after a session. Some providers use block time ahead of a session as preparation time, and block time after as a time to record notes, etc. ***Please note that if you list a session as lasting 60 minutes, and enter block 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 settings page here, 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.

Question 3

Where do I find my scheduler URL, and can it be customized?

Accepted Answer

Each subscriber has their own personal scheduler page where clients can view available services and book appointments. For those subscribed to our premium levels, you can customize your Scheduler Page URL. To view and/or customize your URL, log in to your account, and select “Settings'' in the left-side navigation menu. Then select the “Scheduler URL” tab. To go there now, click here. Additionally, for those using Premium or Premium+, you can provide specific URLs for different service categories, such as Individual Services or Group Sessions. These URLs are found in the Services section of the platform and are a great “Target Marketing” tool.

Question 4

How do I create an appointment in Hypnotes?

Accepted Answer

There are multiple ways to create appointments within Hypnotes. To Schedule from the Calendar View: Log-in to Hypnotes and you will be automatically directed to your calendar view. To book an appointment from the Calendar, you can click the “Schedule Appointment” icon in the upper left of the calendar, or, you can click on the desired date in the calendar itself. This will open the “Schedule Appointment” detail window where you can fill in all of the relevant information, including the Client, the Service, the Location, confirm the appointment time zone, and check the box if you wish to collect payment. Confirm that the proper date is selected and choose the time from the list of all available time slots and confirm. This will take you to the next step where you can attach any required documents from your document library. Hit submit and then review the meeting details. Click submit and your appointment will be booked. To Schedule an Appointment from the Client View: After logging-in, select “Clients” from the left-side navigation menu. Scroll down to the appropriate clients and select the green “Schedule Appointment” button in the lower right portion of the Client’s listing. Complete all information as above, and hit submit.

Question 5

I have my own website. How do my clients book an appointment from my site?

Accepted Answer

Every Hypnotes user account has a personal Scheduler page with a unique URL. We can help you integrate this URL into your website so that when a client wishes to book an appointment, they are automatically directed to your Hypnotes Scheduler page. You can find the URL by logging in to your account, and then selecting “Settings” in the left-side navigation menu. Click on “Scheduling & Calendar” and then select the “Scheduler URL” tab where you can find and copy your unique URL. To go there now, click here. Additionally, for those using Premium or Premium+, Hypnotes includes the ability to create URLs associated with specific types of services such as Individual Services or Group Sessions, great for target marketing. If you need assistance integrating your Scheduler page URL into your personal website, please send us a message here.

Question 6

Can I sync my Hypnotes Calendar with my Google Calendar automatically?

Accepted Answer

Yes you can sync your Hypnotes calendar with Google calendar. To sync your calendars, go to the account settings drop-down menu by clicking on the arrow next to your profile picture in the upper right of your screen and selecting “Integrations”. Then select the tab called “Calendars” and follow the instructions. To go there now click here.

Question 7

Does Hypnotes send appointment confirmations and reminders to me and my clients?

Accepted Answer

Yes! For those using the Essentials and Standard subscription plans, Hypnotes can send automated appointment Confirmations and Reminders via email. For those using our Premium packages, you may also choose to send Confirmations and Reminders via SMS/Text. To take advantage of automated Confirmations and Reminders, log in to your account and select “Settings” from the left-side navigation menu, then select “Notifications.” For confirmations, slide the button to the right under “Send automatic appointment confirmations to clients when appointments are scheduled/rescheduled.” You may send up to three confirmation messages. Simply select when you would like each of the three confirmations to be sent and then click “Save”. To send automated reminders, select the “Reminders” tab. Slide the toggle button to the right, and then complete the fields to indicate the timing of reminders. You can send up to two reminders. For premium users, you can select whether to send reminders via SMS/Text messaging, Email, or both. Finally, you can select whether you want reminders sent to clients, yourself, or both.

Question 8

Can I start a video conference meeting immediately or do I have to book a reservation in advance?

Accepted Answer

You can start a video conferencing meeting at any time without making a prior calendar appointment. Simply log in to your account, and select the middle button in the upper right that says “Start Meeting”.

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