In the fast-paced world of appointment management, staying organized and maximizing efficiency are key. Noona HQ's appointment scheduling system is designed to streamline your booking process, ensuring you can manage your time and clients effectively. Two features that significantly enhance this process are the Waitlist and Memos.
This guide will walk you through these features and show you how to use them to their full potential.
Waitlists
The waitlist is a powerful tool to help you manage client appointments more efficiently. It ensures you can quickly fill any openings in your schedule, whether dealing with cancellations or trying to accommodate clients during peak times. The waitlist makes it easy to optimize your schedule.
How to use waitlists:
Step 1: Accessing the Waitlist
Navigate to the waitlist icon: Look for the little poster-sticker-like icon in the top right corner of your Noona HQ calendar, between the question mark and the notification bell.
Step 2: Adding clients to the waitlist
Click the + Sign: Upon clicking the plus sign, you're presented with two options: Searching for an existing client to add to the waitlist or creating a new client.
For existing clients: If the client is a regular, the system will recognize them. You can add them to the waitlist by entering their name or phone number.
For New Clients: Select the option to create a new client. You'll need to enter all the important information about the client before you can add them to the waitlist.
Step 3: Adding a Client to the Waitlist
Once you have identified the client you wish to add to the waitlist - either by locating them in your existing client database or by creating a new client profile - the next step is to customize their waitlist entry according to their needs and preferences.
Selecting Services: Choose the specific services the client is interested in. This step is crucial for ensuring that the appointment, once booked, meets the client's expectations.
Optional Preferences:
Staff Member Preference: You can specify a preferred staff member for the appointment. This allows you to tailor the client's experience further, though selecting a staff member is not mandatory.
Expiration Date: Setting an expiration date for the waitlist entry is optional. This feature can automatically remove the client from the waitlist after a certain date, which is useful for managing long-term waitlists efficiently.
Adding a Comment: You can add relevant comments to the client's waitlist entry. This might include special requests, priorities, or other information to help provide a personalized service when the appointment is booked.
Step 4: Booking a Client from the Waitlist
Use the 'Book Now' Button: When you're ready to schedule an appointment for a client on the waitlist, click the 'Book Now' button associated with their name.
Find the Perfect Slot: Navigate through the calendar to find an appropriate slot that suits the client's needs and availability. This ensures that you are making the most of your available slots and meeting your clients' preferences.
Note: In the 'All Staff Members' view, a red dot appears next to a staff member's name. This dot indicates the number of clients currently on that specific staff member's waitlist. For a seamless booking experience, simply click on the red dot to book clients directly from the waitlist. As demonstrated in the video below, this process is designed to be smooth and efficient, ensuring that managing appointments is as effortless as possible. Watch how seamlessly you can transition clients from the waitlist to a booked appointment!
Online waitlist 👀
Now you can let your clients add themselves to the waitlist on the Noona app.
To activate the online waitlist, go to Settings → Online bookings → Security and click on "Allow clients to join your waitlist online."
Here, you can see the client's side in the video below ⚡️
Memos
Noona HQ's Memos feature offers a straightforward and effective way to keep track of important reminders directly within your scheduling system. Whether remembering a client's birthday, managing invoice timelines, or remembering something personal, memos help you stay organized and on top of your responsibilities.
Follow these simple steps below to start creating and managing your Memos.
Step 1: Navigate to the Memos Section.
Click on the same icon used to access the waitlist. The Memos option is located beside Waitlists.
Step 2: Adding Your First Memo
Click the + Sign: It’s as easy as clicking a button - literally.
Fill in the Details:
Select your name: Find your name in the staff member list to connect the memo to yourself.
Add a title: What’s the memo about? Give it a short, catchy title.
Add more info (optional): You can add a more detailed description to your memo. This could include specific details about the reminder, like invoice amounts or special notes for a client's birthday.
Set the Date: Choose when the memo should pop up on your calendar.
Step 3: Enjoy your organized life
See it in action: Your newly created memo is now part of your calendar, ready to remind you exactly when you need it ⚡️
We're here to support you every step of the way, so don't hesitate to reach out if you have any questions or need help ❤️