Custom Features: Difference between revisions

|title=Frequently Asked Questions about the Popular Appointment Booking System Scheduler SimplyBook.me

|keywords=faq, frequently asked questions, booking software, appointment system questions, appointments online, calendar software, booking system, booking calendar, scheduling software, online appointment scheduling, online scheduling, plugins, custom features

Custom Features are additional functionalities of the system that will help you to improve your business.  Please check the list of Custom Features below along with their descriptions and instructions how to use.

=Accept Payments=

<br>

[[File:Accept payments small2.png|left]]

<br>

:2. In Custom Feature Settings choose payment processor and fill in the necessary details.

::2.1 (Optional) set your payment timeout in the settings of Custom Feature, we recommend not less than 20-30  minutes.

::2.2 (Optional) In the settings of Custom Feature you can make payment after booking mandatory or optional by setting Allow Delay payment (client will pay on place) to No or Yes.

:3. In Manage//Services//Service details //Service price settings set the price of your service.

:1. Client goes through the booking process and presses "Book Now" at the end.

:2. He is directed to payment system and unconfirmed booking appears in the admin calendar with red mark "not paid" to reserve this time so that no other person can accidentally book the same slot and there were no double bookings. <br>

[[File: NotPaidCalendar_750.png‎|center]]<br>

:3. After that, client has 2 options:

::3.1. pay and the payment processor will send us confirmation that client paid and we will approve it on our side (mark in calendar will become Green). <br>

[[File: PaidCalendar_750.png‎|center]]<br>

::3.2. do not finish paying, client is directed to payment system, but then he closes the page, closes the browser, or simply leaves it open without any actions for a long period of time. In this case, the system will wait until timeout you set up in the settings of Accept payments Custom Feature will end and will cancel the non-paid booking. Emails to client and admin won't be sent about the timed out bookings because they were never finished. Same happens if the client paid, but paid later than timeout. In this case, if you receive a notification from PayPal/Stripe that client paid for a booking but too late, you can go to Reports//Payment transactions and approve this booking manually.<br>

[[File: PaymentTransactions_750.png‎|center]]<br>

;What is "Allow delay payment" option

[[File:Accept_payments_new.PNG‎|border|right]]

<br><br>

You can change the currency in the settings of Accept Payments Custom Feature and in Manage//Services//pencil icon on the Service//Service price//Currency.<br>

<br><br>

Yes, please read [http://blog.simplybook.me/adding-payment-processors-to-simplybook-me| this article] and if you have a developer who can help you write the necessary code, we will gladly add it to our system.

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=Any Employee Selector=

<br>

[[File:Any employee new icon.png ‎|left]]

<br>

<br>

'''You can also use this Custom Feature to:'''

[[File:Any employee booking page new.png | center]]

<br><br>

This way the client only chooses the service and the time so it simplifies the booking process.<br>

[[File:Any employee settings.png| center]]

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=API=

<br>

[[File:Api new icon.png ‎|left]]

<br>

With the help of this Custom Feature you can design your own solutions varying from simple widgets to multi-functional applications. Use it to authorize in [https://simplybook.me/ Simplybook] API with API key.

<br>

*[[WordPress plugin]]

*[[Joomla module]]

*[[API| API documentation]]

*[https://simplybook.me/api/explorer API explorer]

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=Appointment at Fixed Time=

<br>

[[File:Appointment at fixed time new icon.png| left]]  

<br><br>

[[File:Appointment at fixed time1.png |center]]

<br><br>

<br><br>

=Approve Bookings=

<br>

[[File:Approve booking new icon.png ‎|left]]

Approve Bookings Custom Feature is essential if you need to look at customers specifically before you can approve their booking. It allows you to check information given by clients before you accept their bookings. You can find all new bookings in "Pending" tab in your calendar. When your clients book an appointment, at the end they will see a notice that confirmation email will be sent when their booking is approved.

<br><br>

''Please note! If you have Accept Payments Custom Feature enabled, paid bookings will be approved automatically, only free services and bookings with "Pay Later" option can be approved/rejected.''

[[File:Approve_bookings_new.PNG|center]]

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=Book Soon Notification System=

<br>

[[File:Book soon new icon.png ‎|left]]

Make sure your clients come again! This Custom Feature will remind your clients to come back as you can send them a message x-number of days after their last appointment. For example, you can compose your own message and send a reminder always 30 days after an appointment.

<br><br>

[[File:Book soon new 2.PNG‎|center]]

:2. In the settings press "Add new".

:3. Configure email and /or sms notifications by writing subject and the text (you can insert variables in your message).

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=Calendar Sync=

<br>

<br>

Calendar Sync Custom Feature is used for 2-way synchronization with Google and Outlook calendars. You can export bookings from [https://simplybook.me/ SimplyBook] to Google or Outlook calendars and also block times occupied by Google/Outlook Calendar event in your [https://simplybook.me/ SimplyBook] dashboard.

<br>

[[File:Connect calendar new.png]]

<br><br>

:5. Check the box "sync busy time" if you want to block times in the [https://simplybook.me/ simplybook] dashboard occupied by Google/Outlook Calendar events.

<br>

<br>

<br>

'''''Please note''''' that if "sync busy time" is checked and you have set your provider to accept more than 1 client at a time it will not be possible to make more than 1 booking as the booking will be exported to Google/Oultook as "busy time" and will block that time from booking.

<br>

<br>

<br>

:6. All Google/Outlook calendar events will block time in SimplyBook only in '''Service Provider view''' in calendar (because you connect calendar to provider). Nothing will be visible in Day and Week view because those views are for all providers (if you  have several providers, it would be impossible to show all Google/Outlook events in 1 calendar).

<br>

[[File:Google calendarsync.png| center]]

<br><br>

;[https://simplybook.me/ Simplybook] doesn’t sync with Google/Outlook calendar

<br><br>

<br>

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=Cancellation Policy=

<br>

[[File:Cancelation policy new icon.png |left]]

You can restrict time when clients can cancel appointments with the help of Cancellation Policy Custom Feature. Simply set the number of hours before appointment when cancellation is possible or prohibit cancellations at all. If client tries to cancel an appointment beyond the limit, he/she will see a warning notice that the booking cannot be cancelled. <br><br>

[[File:Cancellation policy1.png | center ]]<br/>

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[[File:Classes.png | left]] Now SimplyBook.me allows new option for classes and events scheduling whatever kind of business you have. Brand new feature allows you to have all your classes/events in separate section so that you will never mix them up with simple services. Or you can use classes/events interface only. Moreover, this custom feature allows to have almost all settings necessary for class/event scheduling on one page, which makes the setup process easy and fast.

<br>

[[File:Enable classes plugin.png | center]]

<br><br>

<br><br>

And video tutorial how to sell membership related classes [https://vimeo.com/236888588 here]

<br><br>

=Clean History=

<br>

[[File:Clean history new icon.png ‎|left]]

Use this Custom Feature to clean all old bookings from the system. You can set when the bookings should be deleted and then the Custom Feature will take care of never having older bookings on record than according to your definition. Please use with care as we can not get deleted bookings back for you!

<br>

[[File:Clear_history_new.PNG‎ | center]]

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=Client Login=

<br>

[[File:Client login new icon.png| left]]

<br><br>

Click on "Settings" button to enable/disable sign up on the booking page, ask your clients for their address on the booking page and set notification templates about creating new user, password reset and change.

<br>

<br>

<br>

[[File:Address client login.png | center]]

<br>

[[File:Block clients.png | center]]

'''Please note!''' If you block the client he/she will not receive information about your [[Custom_Features#Simply_Smart_Promotions | promotions]] as well.

<br><br>

<br>

:1) Go to Manage//Clients, and click on "Merge clients" at the top.

<br>

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=Contact Widget=

<br>

[[File:Contact widget new icon.png ‎|left]]

<br>

See the instructions [[Widgets_for_your_own_website#Booking_and_Contact_Button_Widget| how to add booking widget to your website]]

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=Custom CSS=

<br>

[[File:Custom css new icon.png ‎|left]]

<br><br>

'''[[Remove_Elements_from_booking_page#Removing_with_Custom_CSS| See most common requests how to remove elements with CSS here (phone, email fields, social tabs, our time, etc)]]'''

<br><br>

=Custom Domain=

<br>

[[File:Domain.png | left]]

<br><br><br>

[[File:Domain feature settings.png | center]]

<br><br>

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=Daily Report=

<br>

[[File:Daily report new icon.png ‎|left]]

In the settings of this Custom Feature you can decide whether you want to include today's new bookings, today's cancelled bookings, decide the period for upcoming bookings like 1 day, 3, 7, 14, 21, 30 days and set notification time.

<br><br>

[[File:Daily_report_new.PNG|center]]

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<br>

[[File:Facebook bot logo.png |left]]

Do you wish to add automated booking functionality to your facebook fan page? <br>Now it is possible with brand new Facebook bot custom feature.

:1. Enable "Facebook Bot" Custom feature on your Custom Features page

[[File:Facebook bot enable.png | center]]

:2. Choose "Settings" near it to see basic instructions.

[[File:Facebook bot settings.png | center]]

:3. Log into the [https://developers.facebook.com/ Facebook Developer Console].

[[File: Login to facebook developer.png | center]]

:4. Click on My Apps in the upper right-hand corner and choose to "Add a New App"

[[File:Create app in facebook.png | center]]

:5. Enter a name and contact email address and click on "Create App ID".

[[File:App id.png | center]]

:6. On the next page, click the "Set Up" button for the Messenger option.

[[File:Select messenger.png | center]]

:7. Under the Token Generation section, choose one of your Facebook pages.

[[File:Token settings new.png | center]]

:8. This will generate a Page Access Token. Enter it in Simplybook.me Facebook bot settings.

[[File:Bot settings new.png | center]]

:9. Click the Setup Webhooks button under the Webhooks section and enter Callback URL and Verify token.

[[File:Webhooks.png | center]]  

:10. Check the messages and messaging_postbacks options under Subscription Fields.

[[File:Screenshot from 2018-02-01 17-21-16.png | center]]

:11. Click the Verify and Save button.

:12. Scroll to “App Review for Messenger” block, select the first option “pages_messaging” and add the details as on the following image.

[[File:Review settings.png | center]]

:13. After you save settings please go to Settings//Basic, add icon for your app and privacy policy link.

[[File:Basic settings.png | center]]

:14. And you are done! In 5 business days Facebook will approve your application and your clients will be able to book using the chat bot.

=Facebook Client Info=

[[File:Facebook client info new icon.png ‎|left]]

 

The Facebook Custom Feature will simplify your life and your customer's life. They can log in and make appointments with their Facebook profile. On top of that it allows you to see their Facebook profile photo in your dashboard so you will recognize the person when he/she walks in. Please note, that services may be visible on his/her timeline.

<br>

 

[[File:Facebook_login_new.PNG | center]]

 

=Flexible Notifications=

[[File:Flexible notifications new icon.png| left]]

 

The Flexible Notifications Custom Feature allows you to customize messages per service, per provider or using a combination of services and providers. It means that certain service can have a message different from the general outgoing reminder message for other services. A certain provider may also want to include different instructions for clients who book a certain service. The Flexible Notifications Custom Feature gives you all the flexibility that you may need in such instances!

 

:'''How to use'''

:1. Go to Custom Features//Booking related section and find Flexible Notifications Custom Feature//press "enable".

:2. In the settings of Flexible Notifications Custom Feature, press "new flexible template settings".

[[File:Flexible notificatons1.png| center]]

=Google Adwords and Analytics=

[[File:Google analytics new icon.png‎ ‎|left]]

Use the Google Analytics Custom Feature to see how many customers visit your site both on an everyday basis and during promotion campaigns. Use the adwords analytics to count how many actually book after clicking an adwords advertisement.

<br>

 

 

 

 

 

 

 

 

 

 

<!-- Google Code for test-simply Conversion Page -->

 

<script type="text/javascript">

 

/* <![CDATA[ */

 

 

 

 

 

 

 

 

 

 

 

[[File:Google_adwords_new 2.PNG | center]]

 

=Google Authenticator=

 

[[File:Google authenticator.png |left]] <br> Add security to your account. You can use a 2-step authentication when logging into your account preventing unauthorized access. Upon entering password, you'll be asked to insert 6-digit login code from your Google authenticator or a 3rd party app.<br>

You can use this custom feature with or without HIPAA feature depending on your needs and business requirements.

:'''Please note!''' In case you have this feature enabled our support agents will not be able to access your account settings.

<br>

:2. To set 2-step authentication please go to Manage//Users using left-side menu or click on “Settings”→”Set up 2-step authentication” near this custom feature.

[[File:Setup2stepauthwithga.png | center]]

:3. Click on “+” and create all desired system users there to be able to connect each to 2-step authentication.

[[File:Add users.png | center]]

:4. Download “Google Authenticator” application from Google Play or App Store. You can just scan QR-code in Manage//Users//Edit and immediately get to application page.

:5. Click on “Edit” near necessary user, select ”Connect” and scan QR-code with Google Authenticator application on your smartphone.

[[File: Connecting ga steps.png | center]]

:6. Enter the code you see in the app and save settings.

[[File:Connecting ga steps2.png | center]]

:7. All done! This user can now log in in more secure way!

:8. Login process will look like as follows:

:- open Simplybook.me site or direct link companyname.simplybook.me<br>

:- fill in all necessary details and password<br>

[[File:Ga 2 step auth login.png | center]]

''If you plan to allow your employees to be able connect themselves please create them as users beforehand and allow them to login without 2-step authentication in Custom features//Google authenticator//Settings//Settings.''

[[File:Gaallowloginsetting.png | center]]

 

<br>

:1. Google Authenticator custom feature should be previously enabled by admin as described above.

 

:2. Open “Welcome” page using left-side menu and scan the code to download the application if you have not done this before.

[[File:Ga user connection.png | center]]

:3. Click on “Connect/Change” link, scan the code and save settings.

[[File:Ga user connection qr.png | center]]

:4. From now you will login in more secure way!

:5.  Login process will look like as follows:

:- open Simplybook.me site or direct link hhtps://companyname.simplybook.me<br>

:- fill in all necessary details and password<br>

[[File:Gaallowloginsetting.png | center]]

=Group Bookings=

[[File:Group booking new icon.png ‎|left]]

 

Group bookings is useful when you need your customers to be able to book appointment or reservation for many individuals at the same time. This Custom Feature creates a drop-down menu with the number of participants in the group. With this Custom Feature you can also use payment Custom Feature at the same time so that the total payment for all participants will be paid in one payment at time of check-out even though only the group leader/organizer is registered.

<br>

 

 

 

:1. Make sure that the Service provider is set able to accept X many clients at same time(or more depending on your needs). For this go Manage//Providers//select necessary provider//Service provider details//How many clients can this provider serve at same time? and set the X number of clients.

:2. Activate Group Bookings Custom Feature, and in its settings("Notifications" button) you can specify how many people can be booked in same booking, by same client.

'''How it will look like on the booking page:'''

<br>

[[File:Group bookings new2.png ‎| center]]

<br clear=all/>

 

=HIPAA=

[[File:Hipaa new icon.png ‎|left]]

Available with Standard and Premium(former Gold and Platinum) subscriptions.

The personal information Custom Feature is designed to help [https://simplybook.me SimplyBook.me] users to protect their client's and patient's data. It does not replace user's own security procedures but enhances [https://simplybook.me SimplyBook.me] data security by using double authentication during login process for all user who access the system (users need to register their mobile phone number to receive authentication code SMS or connect [[Custom_Features#Google_Authenticator | Google Authenticator]] using corresponding custom feature). This Custom Feature includes a “Timeout” setting which automatically logs user out to reduce the risk of unauthorized users accessing the system. The system blocks all access for [https://simplybook.me SimplyBook] support personnel further reducing access by unrelated people to the system. It is possible to further reduce exposure of personal information to unauthorized people by using the [[Custom_Features#Clean_History | Clean History Custom Feature]]. This way old data gets deleted and is therefore not accessible. REMARK! This Custom Feature does NOT replace the [https://simplybook.me SimplyBook.me] user's own security controls which also need to be in place for client and patient data protection. Please refer to relevant documentation in your country and get assistance from qualified advisors in the field of client/patient data protection.

=HTML Description Field for Events=

[[File:Html description new icon.png ‎|left]]

 

Allows inserting HTML formatting (background and font color, bold, italic, underline, alignment and other HTML elements) for Service, Service Providers, Locations and Categories description fields.

<br><br><br>

 

[[File:Html description new interface.png|center]]

 

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[[File:Import clients icon.png | left]] <br>Use this feature if you need to add the list of clients to your system with just several clicks. Simply upload a CSV file containing your clients data, then select headers for corresponding columns, and you will have an updated list of clients in your client register.

:'''Attention!''' It is forbidden to import a client list with emails and client information where the clients have not specifically granted you the right to do so.

<br>

:'''Please note''' that this feature is available with Standard and Premium subscriptions only(former Advanced, Gold and Platinum).

'''How to use this option:'''

:1. Enable "Import Clients" custom feature on your Custom features page:

[[File:Import clients plugin enable.png | center]]

:2. Prepare your Excel file.

:- No text above the list of clients should be written

:- Make sure all cells are correctly displayed

:- Save file in .csv format with comma separation.

:3. Go to Manage//Clients//Import from CSV.

[[ File:Import clients2.png| center]]

:4. Press "Choose file" and select the prepared file.

[[File:Choose file.png| center]]

:5. Assign values to the columns from drop-down lists in the upper bar (above each column, marked with black arrows). Assign "name", "email" and "phone".