Skip to main content

Online Booking Configuration

Learn how to automate appointments, collect pet data, and secure payments through the customer portal.

📍 Path: Go to Settings Cog → Online Booking → Online Booking Configuration

Core Configuration & Automation

Enable the online booking engine and define how the system handles requests.

  1. Enable Online Booking: Toggle this on to allow customers to book appointments via your custom online form.

  2. Auto-Accept Bookings: Automatically confirm all requested bookings and place them directly into your calendar.

  3. Auto-Accept Reschedules: Automatically confirm all appointment reschedule requests made via the online portal.

Auto-Accept Online Bookings

  1. Auto-accept appointment booking requests on calendar – This will automatically accept and confirm all requested appointment bookings made via the customer online booking form and place it in your calendar.

  2. Auto-accept appointment reschedule requests on calendar – This will automatically accept and confirm all appointment reschedule requests made via the customer online booking portal and place it in your calendar.

Online Booking Form Content

Customise the information required from clients before they can confirm an appointment.
​

Customer Information

These customer information fields will be displayed in the online booking form and will require customers to input data in.

Show the following customer information fields in the online booking form:

  1. First Name

  2. Last Name

  3. Mobile Number

  4. Email Address

  5. Gender

  6. Address

Pet Information

These pet information fields will be displayed in the online booking form and will require customers to input data in.

Show the following customer information fields in the online booking form:

  1. Pet Name

  2. Pet Type

  3. Breed

  4. Size

  5. Coat

  6. Anything you'd like to inform the groomer before the appointment?

  7. Has your pet ever bitten anyone?

  8. Does your pet have any medical conditions?

  9. Does your pet have any allergies?

Online Booking Times & Boundaries

Set the operational limits for your online schedule.

  1. Bookable Days & Hours – Define when customers can book (e.g., Mon–Fri, 8 AM–5 PM).

  2. Enable Same-Day Booking – Enabling same-day booking with a cut-off time allows clients to schedule same-day appointments only if they book before the specified cut-off time; after this time, only future dates will be available.

  3. Maximum Number of Pets Scheduled Per Day (Online Booking Limit) – Set a maximum number of pets that can be booked per day through online booking. Once the maximum number of pets is reached, that day will no longer be available for online booking.

Customer Types, Access & Feedback

  1. Smart Filtering: Enable Smart Filter Services to automatically show clients only the services that match their pet’s breed, size, or coat.

  2. Customer Types:

    • Enable Groomer Availability for Existing Customers – Enabling this will allow only existing clients who have previously scheduled an appointment with your shop to select a groomer.

    • Enable Guest Appointment Bookings – By enabling guest bookings, you won't be able to save customers' payment card details.

      • Note: Guest bookings cannot store payment card details.

    • Allow Unregistered Customers to Create Accounts – Allow customers not yet in the system to create an account to book appointments and access their portal.

  3. Marketing Feedback: Enable the "How Did You Find Out About Us?" field for new customers to track lead sources.

Online Booking Form Terms & Conditions

Manage the following legal and operational terms:

  1. No-Show & Late Cancellation Policy: Display your terms for missed appointments.

  2. Upfront Payment Request Policy: Inform customers of required deposits.

  3. Card On File Policy: Outline how stored card details will be used for future payments.

Displayed on the booking form before submission:

  1. No-Show & Late Cancellation Policy - The No-Show & Late Cancellation policies will be displayed on the online booking form at the time of booking, before it is submitted by the customer. Enabling this will allow you to set up ‘Enable Online Appointment Cancellation’ on the customer portal.

  2. Upfront Payment Request Policy - This upfront payment request policy will be displayed on the online booking form at the time of booking, before it is submitted by the customer. Set this up to ensure your customers are aware of any required upfront payments before completing their booking, helping to prevent misunderstandings and reduce payment disputes.

  3. Card on File Policy - This policy will appear on the Request Card on File authorisation form on the online booking form at the time of booking, before it is submitted by the customer. Clearly outline how the stored card will be used for your business.

Appointment Reschedule & Cancellation

Enable features that allow customers to manage their own schedules:

  1. Online Cancellation: Enable this to allow customers to cancel via their portal. Allow clients to cancel through the portal. You must activate a late cancellation charge to enable this feature.

    • Note: This requires an active late cancellation charge setting.

  2. Online Rescheduling: Give customers the flexibility to move their appointments online within your allowed timeframes. Set a cut-off timeframe (e.g., 24 Hours before the appointment) for self-service changes.

  1. Enable Online Appointment Cancellation – Enable online cancellation to let your customers conveniently cancel their appointments through the customer portal. Cut-off time for online cancellation will be based on the timeframe set under Late Cancellation Policy to avoid fees. Customers cannot cancel their appointment through the portal if it is past the set timeframe. Late cancellation charges must be applied manually from the calendar.

  2. Enable Online Appointment Reschedule – Enable online rescheduling to let your customers conveniently reschedule their appointments through the customer portal.

  3. Set cut-off time for online rescheduling – Set a limit (e.g., 48 hours before appointment).

Payment

To enable the collection of card details, please activate your Savvy Pay first.

Enable Savvy Pay Request Card on File

By enabling this, all customers (both new, guest, and existing customer accounts) will be required to enter their credit/debit card details to book an appointment. The customer will not be charged at the time of booking, but their card details will be saved on file. This setup is ideal for reducing no-shows and late cancellations.

Enable Payment Capture Upon Booking Confirmation

Payments are authorised and captured at the time of booking for all customers (both new, guest, and existing customer accounts).

  1. Charge customers with Savvy Pay – Authorise and capture the payment with Savvy Pay to confirm appointment booking.

  2. Manual capture payment outside of Savvy using bank transfer – Manually authorise and capture payment to confirm appointment booking. Bank Transfer payment instructions will be displayed after the customer confirms the booking.

Customer Feedback

  • Enable the “How Did You Find Out About Us? for New Customers” – Enable or disable the "How Did You Find Out About Us?" form on your online booking platform for new customers.

Related Articles
Did this answer your question?