Unconfirmed Calendar

Unconfirmed Appointments

Appointment coordinators will move appointments without a deposit to the unconfirmed calendar by the end of the booking day to declutter the salesperson’s schedule and prioritize confirmed bookings.

The unconfirmed calendar is an additional calendar, listed under Ivan’s name, in Vagaro/Jane.

These appointments have a lower show rate (~15-25%), but should not be canceled outright as they can still generate valuable revenue.

Why Retain Unconfirmed Appointments?

Unconfirmed appointments occasionally purchase packages, including full-price packages.

Canceling non-deposit appointments reduces potential traffic and sales opportunities. We retain these appointments and filter them as necessary.

Additionally, insisting or requiring people to pay the deposit may discourage them from doing so, potentially resulting in lost appointments.

Managing the Unconfirmed Calendar

The majority of these appointments do not show up, but when they do, you can treat them as walk-ins. These patients receive reminders that their appointment is unconfirmed but not canceled.

If you would like to cancel all unconfirmed appointments for a specific day, please reach out directly to the appointment coordinator at least 48 hours in advance. The appointment coordinator can follow up with potential patients regarding their deposits before canceling their appointments as per your request. Please note that this is not a routine or standard procedure; this must be specifically requested for the dates you wish to cancel unconfirmed appointments.

Note: The unconfirmed calendar is labeled 'Ivan' to ensure clear notifications for the patient, such as "Your appointment with Ivan is on Tuesday." However, this label does not indicate that the appointment is actually with Ivan. It is solely a label for system purposes and does not refer to an actual staff member.

Confirmed Calendar

Confirmed Appointments

Appointments with a paid deposit are scheduled in the confirmed calendar (i.e. the salesperson’s calendar).

These appointments have a significantly higher show rate (~65-75%).

Double appointments

A double appointment occurs when two patients are booked for the same time slot, usually when one patient brings a friend, family member, or colleague who is also interested in the treatment. (This is not a double booking involving two separate patients or strangers.)

Appointment Setters are required to ask at the end of each call if the patient has anyone they could bring along who might also be interested in the promotion. This strategy maximizes the impact of marketing efforts by increasing both the number of leads and the number of appointments, making it a more efficient use of the client’s marketing dollars.

The double appointment is clearly recorded in their notes with the name of the other patient they are with (refer to the photo below).

Identifying Confirmed and Unconfirmed Appointments

How can you determine if the deposit has been paid?

The patient’s appointment will remain listed on the salesperson’s schedule. Additionally, this information can be found in their notes within Vagaro or Jane (refer to the photos below). Please ensure to review these notes carefully, as the deposit amount may differ for each patient.

How can you determine if the deposit has not been paid?

The full promotional price, which is $97 at the moment, is noted in the appointment details. In parentheses, it is indicated if the deposit has not been paid (refer to the photos below).

The amount listed inside the parentheses reflects what has been paid.

The amount outside the parentheses represents the remaining balance owed by the patient.

Note: If your POS system allows it, we will also adjust the price of what patients owe for the appointment. This is done by default, but if you prefer that we don't make these adjustments, please let us know, and we will refrain from doing so.