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Online Booking

Catherine avatar
Written by Catherine
Updated over 2 weeks ago

GorillaDesk's online booking will allow current customers or leads to schedule their services directly from your website/customer portal.

This feature is available to Pro Plan users.

Step 1. Enable Online Booking Addon

  1. Go to Addons, scroll to the Online Booking addon, and click the toggle to enable it.

  2. Or, you can go to the Customer Portal addon, scroll to the Online Booking section, and toggle it ON.

Once this feature is enabled:

  • The 'Book a Service' option will be available in the customer portal.

  • The 'Book Online' variable will be available for you to add to your email or SMS templates. It will appear as a button in emails and as a link in SMS messages sent to your customers.

    Book Online button on email ↆ

    Bool Online link in SMS ↆ

Step 2: Integrate the Online Booking widget into your website

This option allows to add online booking to your website.

  1. Click on the 'Show Code' button.

  2. Add online booking to your website by using the following installation code. Hook it up by adding the following code just before the closing <body> tag.

    If you need a detailed instructions on how to embed this into your website, check out the Customer Portal article.

Step 3: Manage the Online Booking Settings

This is where you can choose which services are available for your website visitors and set the rules for online booking.

  1. Click on the 'Settings' button.

  2. In the 'Add Your Services' section of the Settings, click the '+ Add a Service' button. From the list of available services, check the boxes next to the services you want to add.

  3. For each service, you can edit the note in the "Learn More" section and assign the service to a specific schedule. Click on the 3 dots on a specific service.

    Add the Learn More note here:

    Assign the service to a schedule here:

  4. Now proceed on setting the rules for the online booking:

    1. Card Payment Required - This will require your customers/leads to pay for the service before they can book.
      ​ Note: This will not save their cards on file.

    2. Display Service Pricing - This will allow your customers to see the price of the service upon booking.

    3. Same-Day Bookings - This will allow your customers/leads to book on the same day.

    4. Exclude Weekends - This will automatically remove the weekends from the option for online booking. This is best if you are only servicing Monday to Friday.

Calendar slots taken by another job will appear as unavailable in the online booking.
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To block specific times or days (such as lunch, a day off, or a holiday), you can add a time off or custom event. Both custom events and time off will appear as unavailable in online booking.

Booking a service

Once the setup is complete, let's take a look at Online Booking in action.

Whether your customer accesses online booking through the Customer Portal, your website, or by clicking the email button or SMS link, they’ll follow a simple flow to choose services, pick a time, and confirm their booking.

  1. Select a service

  2. Select a Day

  3. Select a Time

  4. Complete the customer/lead information form

  5. If the 'Card Payment Required' setting is ON, the customer must process a payment before proceeding.

  6. Submit the booking to complete the process.

When a customer books a service online and a card payment is required, they will have the following options for how their card will be handled.

  • Save this card on file and permit the company to charge it for any future billing

  • Save this card to my portal for personal use only

  • Pay this invoice only. Do not save this card

Viewing new bookings in GorillaDesk

Online Booking Notification

You will get a notification when an online booking is submitted. Click on it to view the job details.

You can turn off the online booking notification by clicking the gear icon and toggling the Online Booking option.

Online Booking Report

You can also check the Online Booking Report which can be found in the Reports tab. All new bookings will start out as Pending until they are confirmed by a user.

Please note: Your admin will need to have access to Reports in their user permissions to access this report.


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If the email or phone number is associated with a customer's account in GorillaDesk, you can assign the booking to an existing customer or add as a new customer.
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If you assign a lead to an existing customer, the service address from the Online Booking will be added as an additional location to the assigned customer's account.


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To confirm the appointment time, click on the service, and change the status from Pending to Confirmed.


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Once the appointment has been confirmed, the job will now appear as Confirmed on your calendar, while pending jobs will appear as the pink Pending status.

Please note: If the lead's email or phone number does not match a customer's account in GorillaDesk, you will not see the Pending status pink job tiles on your calendar until the lead has been assigned to a customer. This is why it's very important to always check your Online Bookings report.

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