Adding a Pop-Up Clinic
1. Login to the web and head to Settings
2. Click Manage Clinics to the left
3. Here is where you will see all existing clinics in your account. Remember, you can have an unlimited number of clinics at no charge in your account!
Click Create Clinic
4. First, designate a color for your clinic and give it a name (Pop-Up Party, Botox Party, etc.)
If your pop-up event involves you traveling to a Host's house or another location, you can add in verbiage such as "No Map Location" here. As long as you put something in the required address, city, state and zip code fields you'll be good to proceed.
5. Add a contact number in case an attendee needs to reach you when booking this event.
If you wish to receive notifications regarding bookings, you can enter your information into the SMS and email notification fields.
Keep in mind, you can only have one SMS number for notifications, however you can add multiple email addresses for notifications if needed.
6. To make the scheduling of the pop-up easier, you want to make sure you check the box for Clinic Available for Online Booking.
If you want to accept tips through your pop-up event, check the box for Do you want this clinic to have an option to accept tips?
7. The additional location section will populate to the online booking, so be sure t add any important and relevant information related to this event/pop-up for people to see!
8. Last thing here is to set the hours, which will show through the online booking link. This is optional, and you will build the actual event schedule elsewhere. We will look at that in the following steps.
Click Save when you are finished.
Adding Pop-Up Clinic to Providers
9. You should then see your new clinic added.
Now, let's head to Teammates on the left so we can associate the needed providers to this new pop-up clinic.
10. Click on Users.
11. You will want to click and edit each user who needs to be tied to the clinic.
12. In the Select Clinics section you can add the new location.
Adding the Schedule for the Date of the Pop-Up Event
13. After adding the clinic to all users, click on Appointments at the top
14. Locate the Wrench Icon to the right, and click on Smart Configuration.
15. Here is where we will open the pop-up clinic's schedule for the specific days and hours of the event. You will want to click into each provider's schedule to add the hours, in the case that multiple providers will be a part of this event.
16. Start by clicking on an open day, or a day where hours for an existing schedule won't overlap with the schedule you are building.
You cannot have the same hours open for two separate clinics. You will first need to delete or adjust an existing schedule before adding the new clinic's schedule.
17. Next, you can click on each calendar day that needs to be selected for this pop-up event.
At the bottom of this window, choose the pop-up clinic location, set the hours of the event (example, if the event is from 5pm-10pm, and you can choose to select a specific appointment type if necessary, though this is optional.
18. When you are finished be sure to click Save!
19. You will now see the new clinic's schedule and correlating color reflecting the days and hours you just set up.
Just a reminder, you select the color when creating the clinic. Try to pick a different color for each clinic you have in your account! The color can always be changed back under Settings > Manage Clinics.
Creating a Special Category and Service to Book for the Event
20. If there are additional providers that need these hours added, repeat the same steps above.
Then we'll head to the Services tab to the right.
21. Now we need to either add the pop-up location to an existing service, or you can create a new service specifically for the event.
In this case, we will walk through creating a new service category and service for this event.
Create a new service category by clicking on "Manage Categories" to the right. Example service categories could be "Parties", "Pop-Up Events", etc.
Then, click Create Service to build the service for booking.
22. Here is an example of two services created for a pop-up event.
A helpful tip, is to consider how your pop-up event will go! If there will be a Host who invites their own attendees, we recommend creating two different services. Otherwise, you can choose to incorporate just one service.
23. To build out your service for booking, first click the dropdown for Service Category and select the new service category you just created.
Do the same thing for the Available at Clinics and locate the newly created pop-up location.
If this event requires a deposit to book, you can add a service deposit amount below. This is helpful for the Host vs Attendees services.
For instance, maybe the host does not need to pay a deposit for booking, but the attendees they invite do.
24. Over to the right, give your service a name.
Again, this could be "Pop-Up Party", "Botox Party", etc., and if you choose to create separate services for the host and attendees, label accordingly. You will have the ability to clone this service and make the easy adjustments after saving.
Select the providers who need to be tied to this event.
25. In the Service duration section, we recommend you set duration to 10 min to allow all attendees to book a slot within the party window time.
If it's a 3 hour party and you are expecting a handful of attendees, this will allow all to rsvp/reserve their spot within the 3 hour window.
You will also want to toggle the service on for online booking so the attendees can schedule through your pop-up event booking link.
26. At the bottom, be sure to tie any required paperwork that you need everyone to complete prior to the event. This paperwork will send to their patient portal upon booking.
We also recommend including any additional and helpful details related to the event in the Description shown for online booking section!
Save your work at the bottom when finished.
Creating a Special Booking URL for the Pop-Up Event (Optional)
Verticals are a great way to isolate your services for booking with specific links. This creates a personalized experience for those specified patients without putting them on your standard booking page.
FYI: Creating verticals for a pop-up clinic is totally optional, and a good reason to use them is if you want to hose different events and services through the same Pop-up Clinic, without creating a new clinic for every event you host.
We will walk through the steps below if you choose to go this route! You can also view the article for verticals here: https://learn.aestheticrecord.com/en/articles/9268474-isolate-your-services-using-verticals
27. When you are finished creating your Service(s) for the event, click Verticals at the top.
28. Click Create to the right and we'll walk through setting up a specific booking link just for this event.
29. First let's name your vertical. Example is "Pop-Up Party".
Then, tie in the newly created event location below.
30. To the right, choose a color for this vertical, and add any of the services that you created for this specific event.
Keep in mind, you can only have a service tied to one vertical from the same clinic at a time. If you get an error when trying to save, it means you're using an already existing service that is tied to another vertical in your account.
31. Be sure to check the box to exclude the vertical from the primary booking link. This will help keep the booking link for the event private and only those who receive the link for the event will be able to access and book through it.
32. Save when you are finished.
Locating the Special Booking Link to Send to Attendees
33. Almost finished!
Click on Booking Portal over to the right. This is where we will see the event booking link that has just been created, for you to copy and paste or send to the party host/attendees.
34. Scroll all the way down to the Booking URLs for Verticals section, and locate your Pop-Up event URL.
35. When clicked on, you will see that it takes you straight to the new clinic you created.
Attendees will first enter their contact information, then they will see the Pop-Up event service(s) you created to choose from.
36. If a service deposit is required, they will see a notification and will enter CC information on the last step before confirming the time slot.
37. Selecting the Provider tied to this event is the next step.
38. And finally, based on the event day and hours you set up, they will be able to confirm their time slot.
As you see in the photo here, we have it set up in 15 minute increments, so that multiple attendees have the ability to get their space secured within the party time frame.
Remember here too, this immediately sends any required paperwork and information that you added to the service for booking to their patient portal.
39. Send the link to book any time you have a pop-up event, and just make sure you update the day and hours of the event, and any relevant information beforehand!