Booking Policy

This guide helps you understand and configure the booking policy settings for your business. Each setting within the Booking Policy page plays a crucial role in how your clients interact with the booking system. Navigate to the “Booking Policy” from the main menu. Here’s how to configure them:

Enable Client Registration

When this setting is turned on, new visitors to your booking page will be asked to complete a short registration form before they can see your services and make a booking. This is useful if you want to learn a little about potential clients before they get access to your schedule. Once a visitor submits the form, you can review their details and approve or decline them from the Registrations section of the app. Clients who are already in your system can skip this step and go straight to booking as normal.

Time Slot Interval

Defines the duration of each booking slot. Options include 15, 30, and 60 minutes. When service timetables are not set, bookings will adhere to this interval.
In cases where multiple staff members can provide the same service, and when clients select “Any Provider” for their booking, the system will automatically assign the provider with the least busy schedule for that date. But you can change the assignment manually to a different provider if needed by updating the booking.

Minimum Lead Time for Bookings

Specifies the minimum amount of time before an appointment that a booking can be made, ranging from “N/A” to “2 months.” This prevents last-minute bookings based on your business requirements.

Maximum Future Booking Period

Determines how far in advance clients can book appointments, with options extending up to “12 months.” This setting helps manage long-term scheduling.

Minimum Cancellation Time

Sets the deadline before an appointment by which a client can cancel, offering flexibility from “N/A” to “2 months.” This ensures both parties have ample notice of changes.

Allow Booking Cancellations

When enabled, this setting allows clients to cancel their bookings online through a link provided in their confirmation email. Turning this feature off prevents clients from cancelling their appointments online, regardless of the link.

Allow Booking Rescheduling

This option enables clients to reschedule their appointments online by using a link sent within their booking confirmation email. Turning this feature off prevents clients from rescheduling their appointments online, regardless of the link.

Include Address Field

When enabled, this option adds an address field to your online booking form. This is useful if you need to collect client addresses for your business operations. If disabled, the address field will not appear on the booking form. This optional setting lets you customize the booking form based on your business needs, only collecting address information when it’s relevant for your services.

Allow Photo Upload

Turning on this option lets clients attach a photo when they submit their booking. This is helpful for services where seeing a visual reference makes a difference — for example, a client booking a hair colour treatment might send a photo of their current hair, or someone booking a repair service might include a photo of what needs fixing. Any photo uploaded with a booking can be viewed when you open the booking details.

Waitlist for Service Appointments

When enabled, clients can join a waitlist for their preferred appointment times if those slots are unavailable. This can help fill last-minute cancellations and maximize your booking potential. This feature only applies to service appointments, not to classes or activities.

Reminder Notification Timing

Configures when reminders are sent to clients before their scheduled appointment, helping reduce no-shows.

Follow-Up Email Frequency

Specifies the frequency of follow-up emails sent to clients after their appointment. This feature helps you stay in touch with clients, gather feedback, and encourage repeat business. By default, no follow-up emails are sent unless specified otherwise. Ensure you select a frequency that aligns with your business’s communication strategy and client engagement goals.

Staff Receive Booking Emails

When this toggle is enabled, the staff member who has been booked by a customer will receive a copy of the booking confirmation email. This ensures that they are aware of all their upcoming appointments.

Admin Receive All Emails

When this toggle is enabled, the admin user overseeing all bookings will receive copies of all booking confirmation emails. This is useful for administrators who need to monitor and manage all bookings for all staff members.

Saving Your Changes

Once you’ve made all your desired changes, click the “Update” button to save. If you need to revert to the previous screen without saving, click the “Back” button.