Online Booking
Online Booking gives clients a public, mobile-friendly flow for choosing services, professionals, and available times. It creates ordinary Appointments with the source recorded as an online booking.
Open Settings → Appointments → Online booking.
Prerequisites
Section titled “Prerequisites”Before enabling the booking page:
- Create at least one active location.
- Add bookable services with duration and pricing.
- Assign services to the team members who can perform them.
- Configure team shifts and location opening hours.
- Configure required resources and their availability.
- Confirm the appointment statuses used for Booked and Confirmed.
Public availability is calculated from services, staff, shifts, existing appointments, block time, time off, closing periods, resources, booking limits, and the selected link scope.
Enabling the booking page
Section titled “Enabling the booking page”Turn on Your booking page to allow online booking.
The booking page is not discoverable on its own. Clients can only enter through a booking link you create and share.
Booking rules
Section titled “Booking rules”The portal settings control:
| Setting | Purpose |
|---|---|
| Require approval for bookings | Creates the booking as pending/Booked instead of immediately Confirmed |
| Clients can book | Minimum lead time before the appointment |
| And no more than | Maximum number of days into the future |
| Clients can cancel or reschedule | Cutoff before the appointment for self-service changes |
Schedule optimization
Section titled “Schedule optimization”Choose how the public flow offers time slots:
- Show all slots maximizes availability.
- Reduce calendar gaps hides slots that would create a gap shorter than the configured minimum.
- Eliminate calendar gaps offers slots next to existing appointments and, when enabled, at the start or end of a shift.
Optimization changes what clients can select; it does not change staff-created appointments.
Notifications and automated emails
Section titled “Notifications and automated emails”Online Booking can notify the booked team member and additional email addresses when clients book, reschedule, or cancel.
Client email options include:
- Booking confirmation
- Reschedule confirmation
- Cancellation confirmation
- Upcoming appointment reminder
- Whether service prices appear in emails
- English or Arabic email language
Set the reminder lead time in hours. The online-booking reminder check runs every 15 minutes and sends one reminder for each eligible booking.
These client reminders are separate from Activity Reminders.
Creating booking links
Section titled “Creating booking links”Link to everything
Section titled “Link to everything”Create one link for everything the client can book. In a multi-location workspace, scope the link to a location.
Link to services
Section titled “Link to services”Create a narrower link and scope it by one or more of:
- Services
- Location
- Team members
Use a descriptive link name such as “Haircuts with Wael” so the team can identify it later.
Managing links
Section titled “Managing links”Each link has a share URL and QR code. You can copy the URL, show the QR code, temporarily deactivate the link, or delete it.
Deactivating a link prevents new bookings through that link without turning off the entire booking portal.
Client booking flow
Section titled “Client booking flow”Depending on the link scope, the client:
- Selects one or more services.
- Chooses a professional or accepts any available professional.
- Chooses a date and available time.
- Enters the configured contact information and optional comments.
- Reviews and submits the booking.
- Receives a confirmation or pending-approval result.
The booking creates or matches the client Contact where applicable and stores the booking link, portal, client comment, and confirmation token on the appointment.
Client cancellation and rescheduling
Section titled “Client cancellation and rescheduling”Confirmation emails provide a secure management link. The client can cancel or reschedule while the appointment is upcoming and the configured cutoff has not passed.
Rescheduling keeps the existing services and professionals and requires a newly available time. Cancellation updates the Appointment and triggers the configured cancellation email and appointment automation.