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Setting Up Your Online Booking System

Before you start: Booking setup is split across a few areas of the app to keep each page simple. Follow the steps in order and you’ll be taking bookings in no time.

Step 1: Create Your Appointment Types

Already have appointment types set up? Check each one has a description (see point 4), then skip to Step 2.

  1. Click My Toolkit.

  2. Open Appointment Types.

  3. Create each type of appointment you offer.

  4. Add a description to each appointment type. This shows on your booking portal, so clients know what they’re booking.

Step 2: Booking Portal Settings and Locations

  1. In My Toolkit, open Booking Portal Settings.

  2. Make any changes to how your booking portal looks and works.

  3. Scroll to the bottom and add the locations you require.

  4. For each location, choose which appointment types can be booked there.

Step 3: Set Practitioner Working Hours

  1. In Booking Portal Settings, click Practitioners and Schedule.

  2. For each practitioner, choose their working days and times.

  3. Choose the location for each time slot.

Step 4: Choose What Each Practitioner Offers

  1. On the Practitioners and Schedule page, click Edit next to a practitioner’s name.

  2. Tick the appointment types this practitioner can do.

  3. Repeat for each practitioner.

Your booking system is now ready to use. The steps below are optional.

Step 5 (Optional): Create a Price List

  1. Go to the Accounting section.

  2. Open My Preset Items.

  3. Create an item for each service and price.

Step 6 (Optional): Show Prices on Your Booking Portal

  1. Go back to My Appointment types and open an appointment type.

  2. Click the Preset invoice item drop down box, and choose which invoice item to assign to this appointment type

  3. The price will now show to clients when they book that appointment type.

Step 7 (Optional): Take Payment When Clients Book

Already taking card payments? Skip to Part B.

Part A: Activate Card Payments

  1. Go to Accounting.

  2. Open Card Payments.

  3. Follow the steps to activate card payments.

Part B: Turn On Payments for Bookings

  1. Go to My Toolkit and open Booking Portal Settings.

  2. Turn on the Require payment on booking option.

  3. Choose how clients pay when they book:

    • Full payment at the time of booking, or

    • Part payment with a percentage deposit (set the percentage you want).

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