Settings, Emails and Reports

Set what a new appointment starts with, edit the emails Appointments sends, and follow your bookings on the Appointments dashboard and in two reports.

Settings

Go to Settings and select Appointments. These are the values a new appointment’s form starts with; each appointment can still have its own. Changing them doesn’t change the appointments you already have.

Setting	Starts as
Appointment Duration	01:00 (an hour)
Reminders	1 day before
Minimum Notice (Hours)	2
Booking Window (Days)	30
Cancellation Notice (Hours)	24
Recurring	Monthly
Questions	none
Working Days	Monday to Friday
Starting Time and Ending Time	09:00 and 17:00
Approval Control	No

What each one does is explained in Creating an Appointment.

Emails

Go to Settings and select Email Templates. The Appointments emails are listed under Others, each named after when it’s sent, such as Appointment Reminder Template (sent to customer). Click one to change its subject and text; the tags in curly brackets, such as {appointment_date}, are filled in for each booking.

Template	Sent when
New Appointment Request (sent to admin)	A booking is made. Your users who can see bookings get it.
New Appointment Request (sent to customer)	A booking waits for your approval.
Appointment Payment (sent to customer)	The invoice of a paid booking is sent.
Appointment Details (sent to customer)	A booking is approved, and when it’s moved.
New Appointment (sent to employee)	A booking is made with the employee.
Appointment Assignment (sent to employee)	The employee is added to an appointment.
Appointment Reminder (sent to admin, customer and employee)	Before the appointment, as its Reminders sets.
Appointment Cancellation (sent to admin, customer and employee)	A booking is cancelled.

Your users and employees don’t get an email about what they did themselves: the user who books or cancels isn’t sent the email to admins. The customer always gets theirs, as a confirmation.

Note: Reminders are checked every five minutes. On Akaunting Cloud this runs for you. On your own server, Akaunting’s scheduled tasks must be running, as for recurring invoices.

The Appointments Dashboard

Go to Dashboard and select the Appointments tab. It has four widgets:

• Upcoming bookings: the company’s next bookings.
• Bookings by status: the bookings of the period by their status.
• Bookings by appointment: the bookings of the period, cancelled ones aside, by appointment.
• Bookings by month: the bookings of each month of the period, and the cancelled ones.

You can add these widgets to any other dashboard with Add Widget.

Reports

Go to Reports. Two reports come with Appointments:

• Booking Summary: the number of bookings of each period. Group them by appointment, employee or status, and pick the Basis: Cancellations aside or All bookings.
• Appointment Income: the invoices of paid bookings, by the day of the booking, grouped by appointment or employee.

Choose the Date Range and the Period, then click Update report. Use the buttons at the top right to Print or Export the report.