Adding services, providers and availability(new interface)

Adding services

How to create a service

See video tutorial here

In Manage//Services press "+" icon.

In right-side menu insert the name of your service and add service description.
It is possible to use HTML formatting for service description to change the font, its color, etc.
You can also upload picture of a service, and activate prices to accept payments on-line.

How to clone a service

It may happen that you need to create several similar services with the same settings. Cloning option will definitely help you.
Please select the service you would like to make the copy of.

Click on "Clone" button in the top right corner, confirm the copying of the settings.

The following service settings will be copied:

• service name
• service description
• service price if Accept payments feature is enabled and set
• service image
• service schedule
• Flexible Notifications feature settings if enabled and set
• Book Soon Notification System feature settings if enabled and set
• Appointment at Fixed Time feature settings if enabled and set

As the result, one more service will be added with "Clone" added to its name so that you will be able to easily see which services are the copies.
(You can edit these services names to adjust them to your needs in "Service Details" for the corresponding service)

How to set service duration

In Manage//Services in right-side menu choose “Time details” tab to set duration for your service.

It is possible to set service as recurring here.

As well you can set fixed starting times for your service. Please check more about Appointment at Fixed Time Custom Feature here.

How to set specific schedule for service

In Manage//Services//Service schedule tab move the sliders to set open times for this service if it differs from usual company schedule.
Or click on "Show advanced settings" if using the slots view is more convenient for you.

If the service has the same schedule as company you do not have to change anything there, it will be applied automatically.
You will be able to check it on "Advanced schedule" section.

If you need to set some exceptions in service schedule for holidays or other needs please choose “Special days” tab there and set times for desired dates.

How to set service as one-time event

In Manage//Services press "+" icon, insert name of your service and set description. Save settings.
Switch to “Service schedule” tab, and enable the option "Do you want to set service on special days only?"

and use the calendar, click on the dates that you want to open and set the schedule for these dates by moving the sliders(bright blue zone is open time).

If you need to select several dates at once please switch on "Enable group dates selection?", select the dates to edit and click on "Setup schedule" to set the times.

How to set 24/7 or after 00.00 services

If your services cross midnight after you set up your availability make sure to set "Allow service to extend over closing hours" to "Yes" in Settings//Configuration.

How to group my services in categories

In Manage//Services switch to “Service categories” tab and enable “Service Categories” Custom Feature.

To create a category click on “+” and choose “Add category” option there, set category name, description, add picture if necessary and set its position on the booking page.
Save settings.

Switch to “Category services” tab to attach services to this category”.

How to require additional information from clients at checkout

You can use Intake Forms Custom Feature.
To enable it please switch to “Intake forms (questions)” tab and click on gray button.

After it is activated click on “+” button to be redirected to page where you will be able to create necessary questions.

How to limit bookings per service

In Manage//Services switch to “More options” tab to enable “Limit bookings” Custom Feature.
Then put a limit for this service in corresponding box. Save settings.

If you need to limit booking for the whole system please put desired limit in Custom features//Limit bookings//Settings.

How to set specific notifications per service

In Manage//Services switch to “More options” tab to enable “Flexible notifications” Custom Feature and create necessary templates.

How can I promote my service

In Manage//Services switch to “More options” tab to enable “Rewards and Referrals” Custom Feature and create promotions to reward your clients.

What else can I set with “More options” tab

You can use it to get to general notifications settings, settings related to system maximum and minimum allowed time before service reservation and set reminders for your clients to book again with Book Soon Custom Feature.

Adding Providers

How to add a provider

See video tutorial here

In Manage//Service Providers press +" icon.

In right-side menu insert the name of your service provider, set number of clients he/she can serve at a time and write service provider description.
You can also upload picture and set his/her phone number and email address if necessary.
Save settings.
Please note! Phone number should be added in international format for SMS notifications to be sent correctly.

How to clone a provider

It may happen that you need to create several similar providers with the same settings. Cloning option will definitely help you.
Please select the provider you would like to make the copy of.

Click on "Clone" button in the top right corner, confirm the copying of the settings.

The following provider settings will be copied:

• provider name
• provider description
• provider phone and email address
• provider image
• number of clients provider can serve at a time
• provider schedule
• Calendar Sync feature settings if enabled and set
• Flexible Notifications feature settings if enabled and set
• Book Soon Notification System feature settings if enabled and set

As the result, one more provider will be added with "Clone" added to its name so that you will be able to easily see which providers are the copies.
(You can edit these providers names to adjust them to your needs in "Service provider details" for the corresponding provider)

How to attach services to provider

In Manage//Service Providers switch to “Services, attached to this service provider” tab and check the boxes with services this provider will perform.
Save settings.

How to set schedule for provider

You can set regular schedule for providers in Manage//Service Providers, choose necessary provider on the left and switch to “Service provider schedule” tab.
For example, if you work Monday-Friday 9a.m - 5p.m you simply set schedule for those dates by moving the sliders to desired positions(bright blue line will mean available time).
To make day of the week working/off use the switchers near days' names.

How to set schedule for holidays and other specific dates

You can set schedule for some specific date for provider in Manage//Service Providers, choose necessary provider on the left and switch to “Service provider schedule” tab, choose "Show advanced settings" option and then "Special days" tab.
For example, if you work differently on certain date or have day off, you can click on the date and set schedule by clicking on the corresponding slots to make them available (bright blue)/not available (light blue).

To make some date working/off-day, click on the date and use "Is working day?" switcher near the schedule that appears in pop-up.

If you need to remove special day settings for some date, click on the date and press white button "clear special day".

How can I sync provider’s bookings with Google or Outlook calendar

You can enable Calendar Sync Custom Feature in Manage//Service Providers//More options and click on “Calendar sync options” button to connect calendar.
Here is more info how to use it.

How to set different working locations for providers

You can enable “Multiple Locations” Custom Feature in Manage//Service Providers//Service provider's locations tab, then click on “+” to create new location and choose “Add location" option, set location name, description, its position on the booking page and specify address if necessary.
Save settings.

Switch to “Location providers” tab to attach providers to this location by checking corresponding boxes. Save settings.

What else can I set with “More options” tab

You can set there a specific color for provider’s bookings in Calendar with Providers Color Coding Custom Feature.

Set specific notifications related to this provider bookings with Flexible Notifications Custom Feature.

Or set reminders to book again to your clients with Book Soon Custom Feature.

Other service and provider related settings

I have both schedules for services and for providers

If you have both schedules for services and for providers, then only intersection of available time for service and for provider will be available for booking.
For example, service is available 9-12, provider is available 11-17, then only time 11-12 will be available for booking because earlier provider is not working and no one can perform the service and later the service is not available.

See instructions how to create schedules for services
See instructions how to create schedules for providers

Please note! Providers'/Services' working hours should be within opening hours of the company! If you can't open specific times for provider/service, please open those times for the company first and then for provider/service.

Opening hours vs special days

There are 2 types of time settings:

Opening hours
It is a regular schedule you have on a weekly basis. If you are the only provider, you can set it in Time Settings // Company opening hours. If you have several providers, you can set their regular schedule in Manage//Service Providers, choose the necessary provider on the left and switch to “Service provider schedule” tab or in Time settings // Provider schedule. For example, if you work Monday-Friday 9a.m - 5p.m you simply set schedule for those dates by moving the sliders or clicking on the corresponding slots(if you are using the advanced view). To make the day of the week working/off use the switcher near the corresponding weekday name.

Special days
Contrary to Opening hours, which is regular schedule, Special Days is the schedule by date. If you do not have regular schedule or plan one-time event, you can use Special days to open/close only specific dates. To set specific schedule for company (Time settings // Company special days) or provider (Manage//Service Providers, choose necessary provider on the left and switch to “Service provider schedule” tab//Show advanced settings//Special days or go to Time settings // Provider schedule//Special days) click on the date and insert the schedule you need or make it a day off. This feature can be used if you plan to open in a month, for example, and want to prevent bookings until then (make all days off before the opening date) or to insert national holidays in your schedule. Special days of the company are highlighted with yellow, providers' and services’ special days are highlighted with red.

Please note! Providers'/Services' working hours should be within opening hours of the company! If you can't open specific times for provider/service, please open those times for the company first and then for provider/service.