Mindbody Integration Specification:
Free Patch Test
Before a user can purchase any laser treatments on the website, they will have to book a free patch test. Once they have had their Free Patch Test, their account can be manually upgraded to allow them to purchase laser treatments. They will now be able to book any laser treatment appointments they require through the website.
On the Free Patch Test booking screen they will be prompted to choose a date and time. Only available dates and times will show as available for booking and this information will be pulled automatically from Mindbody. The date and time choosing element will be completely dynamic, meaning that if a user chooses another date it will automatically refresh the data showing the applicable available options for the new chosen selection.
After they have selected their time and date they will be prompted to ‘book’. Once clicking on the ‘book’ button they will be asked to either register a new account or log in. Once they are logged in they can proceed to the confirmation stage and will be shown again their chosen time and date. This booking will be scheduled into the Mindbody platform.
Purchasing Treatments
After users have been approved following their Free Patch Test, they will be able to purchase treatments through the website, the purchasing/payment aspect will be exectued via Mindbody’s payment gateway via their API.
Purchased treatments will be logged into Mindbody via the usual method, and then displayed on the website under the user’s account.
For the sake of this specification document, we should define the following terms:
Treatment: The overall treatment that is being executed, for example; laser removal for legs; laser removal for arms; laser removal for face.
Appointment: An individual appointment that is assigned to a treatment. Users will purchase Treatments with blocks of appointments that they can use. For example, the Treatment, Laser Removal for legs, could have 5 appointments assigned to it. This would be 5 separate times that a user would attend the clinic to undergo the Treatment.
Booking Appointments
Mindbody will have a list of all Treatments with their respective number of appointments which will be available for booking through the website.
A list of all purchased treatments will be shown in the user’s account with the number of available appointments left. Once they have treatments purchased they can book the appointments – the appointments will have to be booked one after another, depending on the number of different treatments the user has purchased.
For example, if a user has in the following in their dashboard under the purchased treatments section:
Legs : 1 appointment remaining
Back : 4 appointments remaining
Arms : 3 appointments remaining
They will have to book one legs, one back and one arms appointment right after each other.
If each appointment took 15 minutes for example, this would look like this:
13:00 – 13:15 – legs
13:15-13:30 – back
13:30-13:45 arms.
The length of the treatment’s appointment will be taken from the Mindbody system, but the important aspect here is that all laser treatment appointments that the user has need to be booked one after another, depending on the number of treatments they have purchased. There is no option to split these into different parts of the day or different days. The system will take each type of laser treatment that the user has available appointments for in their account and book each appointment one after another. If the user has 5 active treatments with available appointments, they will have to book all 5 appointments back to back in the same day.
Booking Appointments Screen
On the booking screen the user will be prompted to choose a date and time. All of their treatments will be put together in a time slot that equals to the total time that it will take for all appointments, so for example if there are 3 appointments being booked, each of 15 minutes, the total time would be 45 minutes.
Only available dates and times will show as available for booking and this information will be pulled automatically from Mindbody.
The date and time choosing element will be completely dynamic, meaning that if a user chooses another date it will automatically refresh the data showing the applicable available options for the new chosen selection. After they have selected their time and date they will be prompted to ‘book’.
Once clicking on the ‘book’ button they can proceed to the confirmation stage and will be shown again their chosen time and date.
At this stage, they will have the option to ‘confirm’ the booking. After the booking is confirmed, the booking will be entered into the Mindbody system automatically.
At the same time, their appointments for all purchased treatments will be reduced by one unit on the Mindbody system, which will also reflect in their website account list of Purchased Treatments with associated appointments.
Booking Restrictions:
Patients can only book appointments if they have no upcoming appointments. If they have upcoming appointments already booked, then clicking the ‘booking’ button will just give a message that says: Sorry you cannot book more appointments until you have attended your existing treatments.
User Dashboard/Account
Within the user’s account they will be able to see a full list of all their upcoming and past laser appointments. These will be listed in order of date and time.
They will also see a list of laser appointments that have been purchased but not yet booked.
Appointment Cancellations & Rescheduling
Users will have the option to cancel their upcoming appointments. If the booking is in 24 hours or less, they will not receive a refund and the appointments will remain deducted from their purchased treatment. The user will be warned of this.
If the appointment is in more than 24 hours, the appointments will return to their purchased appointments area and the bookings will be removed.
If a user cancels an appointment, it will cancel all upcoming appointments together as a group. The user will be warned of this. They will then be able to reschedule their appointments by clicking on the ‘Book’ button next to their Purchased appointments.