If you are experiencing a problem, need help, or would like to suggest an improvement, email us at help@bookem.com, call us on +27 21 201 7071, or whatsapp us at +27 87 250 0345.
Assuming you're a typical business using all Bookem features, here's a general setup checklist, which can be tackled in any order: - set up invoice info such as VAT or business number in Additional business information - Check your admission/intake form: NB Ts & Cs need to be correct (click 'Edit' next to the form you wish to view/c...
This article will help you to customise your business and calendar, after which you will be ready to: - Add appointments to your Calendar according to your service preferences - Take online bookings through your Public Booking Page - Send Booking confirmations and reminders Set up locations - Your location is where you run your...
If there is a public holiday or a team member is on vacation, we can mark them as unavailable by adding time-off. This way, clients or other team members won't see them as available to book. Schedules are location-specific. So, if you have more than one Location, you'll need to set up availability for each one separately. How to set t...
To set up your working hours/availability, first ensure the right location is selected. Availability must be set at each location separately, as time zones may differ. - Go to Availability. - Choose Available from the "Schedule type" drop down. - In the From field, enter the start time of your availability interval. - In the...
To show pricing online, go to Booking Preferences. The setting Show pricing online needs to be ticked. By default, pricing doesn't show to clients making online bookings. Bookem Basic users set simple pricing in Settings - Services. Bookem Plus or Bookem Premium users set pricing Payments & Invoicing - Line items, these price...
If you have your clients' contact information in a CSV (Comma Separated Value) file or spreadsheet, such as Excel or Numbers (if you're on a Mac), you can import them into Bookem. This will save you time, as you won't have to manually enter their information into Bookem. You can import your clients yourself, or you can contact us to do i...
Your clients can make an appointment online after finding your business on Google. This is how: - Register your business on Google My Business, if you haven't already, by following this link - Follow the instructions in this article That's it :)
Forms is a Bookem Plus feature that that allows you to capture client information online. This means no more paper forms! There are three types of forms: - Sendable forms are used for intake forms, questionnaires, and other types of forms that you want clients to complete. You can send these forms manually or automatically. See more ...
You may feel that if clients booking online see a totally open schedule like the one below, it might give the wrong impression. Or perhaps you only want a maximum number of slots to show available per day. Limit your public availability, by telling Bookem to show a maximum of x amount of slots and a minimum of y slots on any particul...
Overview Forms can be used to collect information about clients, such as their contact details, medical history, medical aid information and more. This information can be stored on the form itself, or can be merged with a client's profile on Bookem. - Information that is frequently required, such as the client's medical aid details, sho...
Integrating your Bookem account with your Google Business Profile (formerly known as Google My Business) page is easy. Just copy your Public Booking Page URL in your Business Profile Settings, and add it to your Google Business Profile listing. To do this: - Search for your business on google.com and click the Bookings icon: - Sel...
We love to hear about what you think may be something particularly useful or a usability refinement for Bookem. In fact, we take feedback from everyone that do (and lots that don't yet!) use Bookem to help us decide what we do next. Unfortunately we can't implement every request. Feature requests that are likely to benefit a large number...
If a client is receiving notifications for bookings they did not make, it may be because you have more than one client associated with the same email or phone number. To check if this is the case, go to the Clients page and search for the email or phone number that received the notification. If you see more than one client listed, this i...
You can send bulk SMS messages to specific groups of your clients from Bookem. For example, you could filter by location, date of birth, or purchase history. Here's how: - Go to Messages - Bulk SMS. - Click Create bulk SMS. - In the Filter section, select the filters you want to use. - In the Message section, enter your message...
Bookem doesn't do email campaigns, only bulk SMS campaigns ( see how ). However, you can use other bulk emailing apps, such as MailChimp, by exporting your client list from Bookem and importing them into in any of these apps. To do this, head to Clients, click on Export Clients on the top right. Alternatively, download only clients th...
By default, Google Apps/ Google Workspace user calendars are not shared externally. Fortunately, it’s a simple fix if you know where to look. Here are the steps you can take to enable it in the Google Apps admin console. Log in to the Admin Console. Click Apps > Google Apps > Calendar Under Share settings, change the default to on...
Bookem can send out notifications and reminders automatically for businesses. Businesses need to inform their clients about many things, like confirming appointments, filling out forms, reminding them of appointments, video calls, and surveys. Doing this manually can be tedious and not always reliable. Luckily, Bookem can handle this fo...
Bookem Booking Preferences is the place you set how your Bookings are handled when you, or your team members, make a booking manually as well as how your Public bookings are managed. For a quick view of Booking Preferences, watch the clip below and then read on for more detailed information for each of the setting options. Default stat...
Occasionally you may experience feedback in a video call session, this can be caused by your device/settings or the device/settings of the person who you are meeting with. Feedback can only be caused by one thing: a microphone picking up sound being broadcast by a speaker, amplifying that sound and sending it through the speaker, the mi...
This help article is no longer available. To find out how to create and send automated reminders please refer to this article. You can read all about notifications to clients here.
Let a client complete a form on your (or their) device in a few simple steps This is really useful for forms that need to be completed and signed during a consultation, such as "consent for a specific treatment" forms or for client's who have not completed their online intake form, before their appointment. Go to " forms - sendable " an...
Patient Notes is a Bookem Premium feature. If you'd like to add a document, image, table or chart to your Notes, you can create a Note Form by re-using one of these items. Steps: - Go to Forms / Note Forms - Click + Add - Name your Note Form - Add a Field type called 'Diagram' - Save and close You will be able to...
Overview Bookem makes it easy to book new clients yourself. The minimum information you need to add for a new client is their name. However, you also need to include their cell phone number and/or email address so that they can receive automated notifications. Steps - Open your Bookem calendar. - Select the time slot by clicking o...
Bookem makes it very easy for you to export your client data at any point in time. Simply go to " Clients " and click on the " export clients " button on the top right. This will export to a.csv file, which you can then open in Excel (or any other spreadsheet). Read more about how to open a CSV file in Excel.
Tokens are Bookem's currency for SMSes and are paid for up-front. Sending SMS messages - manual or automated - are entirely optional. Emails are always free. How to calculate SMS costs Tokens are charged based on the destination country of the recipient, i.e. where the mobile phone provider is based. If someone is travelling from Londo...
Service intervals are by default, the length of the service. In other words, if a 15-minute service is available from 08:00 to 10:00, available service intervals will display as 08:00, 08:15, 08:30, 08:45, etc. on your public booking page. This ensures you can take maximum amount of bookings daily. However, on other days, you might hav...
Here's how to link your Bookem account to PayPal - Go to PayPal and register as a business. - Go to PayPal developer dashboard, make sure the Sandbox/Live switch is set to Live - Select Create App. - Give your app a name and select Merchant. Then, click Create App. - Copy your Client ID and Secret. These are long alphan...
Bookem supports multiple practitioners and practice numbers in one business. To generate an invoice that reflects the relevant practitioner's practice number, follow these steps: - Go to Settings - Team Members. - Select the team member's name. - Scroll down to Invoice information. - Enter the practitioner's practice number...
Fallback functionality helps ensure notifications are delivered when incomplete client profile information exists. For example, if a client’s profile is missing an email or cellphone number. It also kicks in when you run out of tokens. This is how it works, if you're using, as an example, e-mail with SMS fallback: - if an email addres...
Before you can integrate with Bookem, you need to register for SnapScan. Once you have registered, a Snap code (Merchant ID) will be assigned to you. Be very careful to enter the code accurately, and note that it is case-sensitive. Go to Settings - Payments & Invoicing - Payment methods and select +Add payment method Select Snapscan...
This article is about doing a one-way sync with your external calendar to Bookem. This enables you to: - see busy slots, for e.g. personal appointments, on your Bookem calendar - automatically blocks out slots, so that if you're accepting online bookings from clients slots already taken on your external calendar won't be able to be b...
There may be instances where one user administers, or is a team member of, more than one business. In this case, the user can access multiple accounts with their unique login. In order to give the user access to your account, simply ensure they have one common user name and password that they use for all businesses they are associated w...
Forms are a Bookem Plus feature. Bookem Basic client fields are preset and store First Name, Last Name, email and contact number and the default booking form asks for the same information. These details are stored in the Client Profile. Sendable Forms A Sendable form is used to capture all of your client information, including, but not ...
If you've got bookings happening on AirBnB and need to block out times you're booked on Bookem (or vice versa, or both), here's how to do it. Sync from AirBnB to Bookem See this article on AirBnB to find/copy the link to your AirBnB calendar. Once you have it, paste it into your Team Member preferences by going to Settings | Team Member...
Yes, you can. If you're going to go larger than 2 or 3 in a group, we recommend swapping out the video call link for the bookings with a Google Meet, Zoom, FaceTime or Teams link. You can do that by simply pasting the new link into the appointment video call link field.
Sometimes we'll ask you to send us a screenshot or screen recording of an issue you're experiencing, or a point that's under discussion on your device. This article tells you how to get this from your mobile device, whether it's an iOS or an Android. On a laptop, or desktop computer If it's a desktop, simply record a video or take an im...
To allocate a client's credit balance as part, or full, payment of an invoice that is due. - Go to Account - Invoices and select the relevant invoice. (You can also access the client's invoice through their profile.) - Click the apply credit button. - If the credit covers the whole fee, the invoice will be marked as paid. If t...
Changes to Client Note versions are saved against the logged in team member's profile, which can be used to verify who made the changes. If you prefer to have a signature captured whenever making Notes, navigate to Forms then click the Note tab at the top right. You can either create a new Note Form or edit an existing one. Once you ...
Bookem lets you record numerous payment methods to track the source of your payments: - Bank transfer - these are payments which clear in your bank account(s) (reconciliation is done manually ) - Card payments (reconciliation is done manually ) - Cash payments (reconciliation is done manually ) - Online payments - such as credit...
You can delete a recorded payment from the invoice it was allocated to, or from Payments, in Bookem. To delete payment from the invoice: - Go to Accounts - Invoices. - Select and open the relevant invoice. - Click the payment at the bottom right. - Click the Delete button. To delete a payment from "Payments": - Go to...
Invoicing is a Bookem Plus feature that allows you to create and send invoices to your clients. You can create invoices for individual appointments, or for multiple appointments at once. Steps To generate an invoice from your Calendar in Bookem, follow these steps: - Go to your Bookem c alendar - Select the appointment you want t...
Some users who use password managers such as Lastpass, Chrome, which comes with a password manager, Keychain (iOS/MacOS), or 1Password, may give a warning such as "...a data breach on a site or app exposed your password. Chrome recommends checking your saved passwords and changing your password...". See the image below. But whatever pa...
Adding a Book now button to your website will direct users to your public booking page. You'll need to know a little bit about HTML to do this... To access the code for the button go to Calendar and click on the Share icon on the top right, select "Share". Scroll down the page to "Book now button", copy the code and insert the button...
Patient Notes is a Bookem Premium feature. Bookem does not natively record voice notes, but if you're using an app such as iOS or MacOS's Voice Memos, or any other voice recording app, after saving the recording to your device, you can attach the file to your Patient Note by selecting the "Attach file paperclip icon" and describing it ac...
Bookem supports two way communication - between you and your clients - and every message (email and SMS) is tracked and logged for your records. In order to see what messages have been sent, including SMS reminders and replies from clients, invoices, and online form links, go to " Messages " and pick sent or received from the top line. ...
If you want to ensure clients complete certain fields on a form, you can mark them as required. To do this: - go to Forms and drill into the Forms area you need (Sendable, Booking or Notes) - Click on Edit, then select the field you'd like to mark as required and toggle 'Required' to the On position. See video below:
You can upload and store images, files, voice notes, videos, and more in Bookem Notes. Bookem supports most common file types, and storage is unlimited and free with Bookem Premium. This is particularly handy if you: - Prefer to hand write notes, and want to scan and save them after your session. - Need to video, or photograph a cli...
Bookem refers to deleted or cancelled invoices as voided invoices. Voiding or deleting an invoice does not remove it from existence entirely, but rather archives (hides) it. This is standard practice for auditing purposes, as it helps to protect your business from errors or fraud. Here are the steps to void an invoice in Bookem: - Go ...
Overview Note Forms are a Bookem Premium feature that allow you to add reusable forms to client notes. These are particularly useful for creating assessments, progress reports, or questionnaires. To add a Note Form to a client's notes, follow these steps: - Go to and click on the client's profile in Clients, or access notes directly fr...
The screenshots below show you how to get one or more links from your Google calendar(s) so that busy slots mark you as unavailable on Bookem: Scroll all the way to the bottom to the Integrate calendar section and copy the Secret address in iCal format, as shown below: Note : if you don't see the heading Secret address in iCal forma...
This article steps you through a typical journey, from beginning to end, booking to billing, from a business and client's perspective. It'll hopefully provide an idea of how things could work for you and your clients. Making your first booking First, go to your calendar and click on any time slot. You should see the following dialog bo...
To delete one appointment in a sequence of recurring bookings, open the appointment in your calendar and select "cancel" from the drop down menu at the top right. You will be asked whether you want to cancel only that particular appointment, or all in the sequence. To delete just one, select "cancel this booking"
Bookem has a number of default appointment-related automated reminders. You can create more of your own, edit default templates, or use them as they are. Using automated reminders saves you time and reduces the number of no-shows and late cancellations. By default, reminders are sent out both as an SMS and an email reminder. You can cust...
Client intake forms can be sent to new clients once their booking is confirmed. This automated Bookem Plus feature helps you save time and continuously collect important information from new clients. Here's how to send intake forms automatically: - Before you start, make sure you have an initial service set up to link the intake form t...
To change your password, click on the profile icon on the top right of the page (the circle with the person), select "your profile" and then change password. It is important that each team member has their own login credentials in Bookem. This ensures data security and helps keep your practice POPI compliant. It also allows Bookem track ...
You can set Bookem to notify you when any of the following happens with your bookings - these may be online bookings or bookings made by yourself or another Team Member. These can be turned off, or on for notifications delivered In-App - look out for the notification bell on the top right (see below), via SMS, or email (via your logged i...
At this stage, Bookem does not natively deal with real-time medical aid claims, also known as EDI or switching. However, we have partnered with a medical billing bureau that specialises in medical billing. We call this our Medical Billing Service. Our services include, but are not limited to: - Authorisations for in-hospital claims: we...
This article explains how to get your Bookem calendar to appear on your Google or Outlook calendars. Remember that your calendar on Google and outlook depends entirely on how often these platforms decide to check on your behalf, so don't expect your calendar to synchronise instantly, or even hours afterwards. First, you'll need to get yo...
Upgrading to Bookem Plus gives you: - Invoicing/billing - invoice your clients directly from your calendar - Take online Payments - allocate payments manually, or set up a payment gateway (see payment gateways currently supported). Use payment gateways to take payments when clients book online, or by clicking on links/scanning QR codes ...
To download patient notes, follow these steps: - Go to Clients and select the client name and profile. - Click on Notes and select the note you would like to download. - Click on the Download.pdf button. The notes will download to your computer as a.pdf file. Important: - Once you have downloaded the patient notes, the origi...
Overview Online Forms are a Bookem Plus feature. Bookem has three types of customizable online forms: Sendable, Booking, and Note Forms. This article covers Sendable forms, which are typically used for new Client Intake forms, consent forms, questionnaires, and surveys. Before we talk about Sendable Forms, let's talk about Fields. Ty...
- Open a new Excel document and navigate to the Data tab. - Click “From Text”. - Navigate to the CSV file you wish to open and click “ Import ”. - From the newly-opened window, choose “Delimited”. Then click “Next”. - Check the box next to the type of delimiter – in most cases this is either a semicolon or a comma.... - Cli...
Overview Bookem's default online booking form only asks for name and contact information. This may be all you need. However, if you would like to ask your clients for more specific information, you can create a custom booking form. For example, if you are taking a booking for a couples consultation, you may need to know the name of the...
If you are unable to access Bookem due to your browser reporting "This site cannot be reached", or something similar, your internet connection or Bookem could be down (see screen shot below). However, since you are reading this on our website, this is unlikely to be the case. It's more likely that some Bookem data thats stored on your bro...
Line item groups, A Bookem Plus feature, are used to store frequently used combinations of treatment codes and descriptions that would typically be used when capturing invoices. For example, a Physiotherapist may create a Line item groups called "Spinal treatment" which could contain codes for Initial evaluation, Soft tissue mobilisa...
If the order of services on your public booking page, i.e. where your clients book online, is listed in an order that isn't ideal, the order can be forced in your service settings in Settings - Services, click on the "Reorder" button All of your services will start jiggling, you can drag them around in the order you would like
A resource is usually a person (team member), but can also be a a venue (place) or equipment piece (thing). Resources can be anything or anyone that is required to render a service. A service can't exist without a resource to render the service, but a resource can exist and be booked independently. For example, a mobile massage table th...
Overview Sometimes it's difficult to find you, even with a GPS. So it's helpful to give more detailed directions or information. This can also be useful for things like where to park or if there is a one-way street that Google doesn't know about. Giving this information will help your client get to their appointment on time. Solution G...
Overview The online payment method PayFast simplifies the purchasing process, providing a secure and trusted third-party with fast payment confirmation across multiple payment methods Here are the steps on how to set up a PayFast account: - Go to the PayFast website and click on the Sign Up button. - Select the type of account y...
This article deals with how to do a one-way sync of your appointments on Bookem to your external calendar. Find out how to sync your Bookem calendar with: - your calendar on your Mac or iOS device - Google or Outlook Calendar Note : sync isn't immediate; it is completely up to your calendar provider to decide how often to pol...
Facebook has a feature that allows business page administrators to add a configurable button to their Facebook page. This can be used to allow clients to make bookings directly from Facebook. Here's how: Click on the 'Create Call-to-action' button. Note, you'll need to have a Facebook business page and logged in as the administrator. ...
On Android devices or on iOS, simply activate the camera, point it at the QR code and tap on the prompt to open the link. For Android devices where this is not possible, here are some other techniques.
Bookem gets updated regularly. When this happens, a pop up will ask if you'd like to update or be reminded in 5 minutes. Clicking update will load the latest version. If you have unsaved work, its best to finish first and then update on the next prompt. On rare occasions, your browser may get stuck on a version. This requires a hard rese...
Bookem conveniently offers the flexibility to set different pricing for multiple service delivery locations. Bookem also supports multiple currencies for payments and invoicing. To set up pricing for each location, simply navigate to the Settings tab, select Payments & Invoicing and navigate to Line items To add a new line item, cli...
For businesses that want to track conversions, i.e. appointments made online, using Google Tag Manager/Google's Global Site Tag will automatically just work if you embed Bookem's public booking page to your website, assuming your site already uses GTags/Google Tag Manager. Read more about embedding Bookem on your website.
Overview We all need lunch breaks and other recurring time off, and these need to be blocked in your calendar to avoid anyone booking an appointment during these times. Solution To do this, go to the Availability tab and select "+time off" from the top of the screen. For example, if you take a lunch break every day from 12:00 PM to ...
Overview Online payments are a popular way for businesses to collect payments from clients. They are easy, safe, and fast. Bookem makes it even easier for clients to pay for your services by creating an invoice and providing a simple way to pay online. Bookem also keeps track of the amount of money your clients owe or have credit. Booke...
Bookem Premium is our all-inclusive subscription tier. It includes everything in Bookem Plus, including: - Notes and Note Forms, AKA Clinical or Patient Notes - Extensions (coming up) - File and image storage Bookem premium costs R800 per month for up to 3 practitioners and R250 thereafter per team member with a calendar.
Overview When moving over to Bookem, you may have some patients with credits where they have paid in advance for appointments or returned items. Naturally you would like to reflect these balances on Bookem, but do not want them to reflect as payments as they would then be in your accounting system as duplicates and it would appear you ea...
Bookem Forms is a Bookem Plus feature and offers a vast range of Input Field options types, which makes capturing information, asking questions and gathering data super easy. Short text entry: This is for one-line answers, such as Name or Surname Long text entry: This allows for longer, more detailed answers to questions like "tell u...
If you'd like to store more client details, such as home and postal address, medical aid details, identity number and so forth, this article is for you. Custom fields are important when using: - Invoicing; or - Forms (for online bookings or online intake forms/questionnaires) Head to Clients and click the Profile fields button on the...
Overview You will most likely not want clients to book out time with you on public holidays. But it's also time consuming for you to block out public holidays one by one for each location. Solution In order to block out slots for public bookings over the course of the year, you can subscribe to external calendar feeds for holidays for ...
Overview When a patient pays a deposit for services, you can allocate the payment and balance their account in one of two ways: - Add a line item to the first invoice issued after the deposit was paid. This line item should read "Less deposit" and have a negative amount equal to the deposit. This will decrease the total amount due on th...
Invoicing and payments is a Bookem Plus feature, Bookem supports many payment options, including Cash, Credit Card, Bank Transfer, SnapScan, Payfast and PayPal. You can choose to accept Online Payments for Bookings, receive traditional payments in your Practice or via EFT. There is more than one way to capture a payment manually, From ...
This article will run you through how to install Bookem as an app on different devices. Bookem is what’s called a Progressive Web App (PWA). This means that it's not really necessary to download from an app store. However, it is available on the Google Play store, since Google generally makes publishing PWAs easy. Apple does not. On des...
Bookem supports multiple currencies for one business. In order to accept multiple currencies, set your payments and invoicing to "maintain separate client accounts for each location" do this in Settings - Payments & Invoicing Next go to Settings - Locations, choose your locations and set the currencies accordingly, if you have not don...
Overview When creating invoices, it can be tedious to keep typing the client's ICD-10 code. Bookem can help by automatically filling in this information for you. Solution Go to Clients and click Profile fields at the top right Click the Add field button at the bottom of the page or by clicking the plus buttons between existin...
Yes. Your business can have multiple locations, and each can be in its own time zone. To avoid confusion, clients that are sent notifications with start times have it translated to their time zone. Your time zone is set in Settings - Locations When clients book online somewhere else in the world, they see your available hours transl...
To view all payments received over a specified period, select "Accounts - Payments". You can export this data into a spreadsheet by clicking on the "export" button. See the screenshots below. Select your date range and "download" Similar to the export of invoices issued, column headers have filters pre-added for easily filtering ...
Upon encountering unusual or errant behaviour on Bookem, we might ask you to capture a screen recording to mail or message us. This article explains how to go about it on desktops. For screen recording on your mobile device (iOS or Android) go here, otherwise read below for doing so on your desktop. However, the easiest option on deskto...
Once you have set up your Availability and Services, you may want to set certain services to only be available on the hour, or some other specific time interval. To do this, go to "Settings - Services " and select the service you would like to edit. Scroll to the " show more " button under duration and pricing and click on it. Und...
Once you have launched your video call, select the "Share screen" option on the left. Share screen works best on Chrome, because you can choose between sharing a window, an app or a Chrome tab.
Bookem supports multiple team members and extracting reports on their billing is as easy as selecting "Accounts - Invoices" - click on the " export " button, set your date range and "download" Select your date range and Download This will export to an Excel table, which allows you to view and filter the following information: - I...
Bookem video calling is a Bookem Plus feature, which automatically generates video call links for your virtual appointments. The beauty of using the integrated Video call feature is that Bookem does all the work for you, you do not need to use a third party for your video calling. STEP ONE: Create a Service in Settings - Services and se...
Groups are a way to organize team members and resources so that they can be easily referenced in services. This can make it easier to manage staff coming and going, and it can also allow clients to pick an individual from the group based on availability or preference. What is a resource? In the context of groups, a resource is a perso...
You can let a client complete a form on your device in a few simple steps. This is really useful for forms that need to be completed and signed during a consultation, such as "consent for a specific treatment" forms or for clients who have not completed their online intake form, before their appointment. Via Direct Messages to existi...
Overview When choosing to share their screens using Bookem video, Chrome users will see three options when enabling screen sharing: Entire screen, Window, or Chrome Tab. If using Chrome on macOS, you might notice that, while you are able to select the options Entire screen and Windows, those options do not actually allow you to share y...
Your location is where you operate from. It can be your physical address. If you do provide a physical address, when clients click on their appointment details link from notifications (such as reminders), they will see your Location on a map. Clicking on this map will take them to you on Google Maps. Team Members, Resources and Service...
Bookem allows you to access client's booking history which provides a complete record of their interactions with your business. Here's how you can do it: - Go to the Clients page - Find the client whose booking history you want to view - Click on the client's name to open their profile - Click on their Bookings tab The boo...
You can find a report on this under Insights. See the screenshot below:
Over-enthusiastic spam filters unfortunately get it wrong sometimes. Luckily, Bookem knows how to ensure successful email delivery and jump spam filters. While we have taken various measures to maintain a high server reputation, there are factors beyond our control that can influence email classification. This article outlines the reason...
Bookem's note function allows you to take photos or upload existing photos in notes. We'll show you how to add photos to notes in this article. Adding photos to notes can be incredibly helpful for clients in several ways. Photos provide a visual reference that can enhance their understanding and memory of a particular session or situat...
If you find this is happening, chances are there is no booking associated with invoices that are missing associated team members. To fix this, associate a booking with the relevant invoices and the team member on that booking will be associated with the invoice on the export.
To duplicate or copy a form you have created, simply go to Forms and select the form you would like to copy, click on the box with three dots and choose "copy". Give it a new name and edit as you like.
This article shows you how to get one or more iCal subscription URLs from your Apple device (iOS/ MacOS/ iCloud) or My Office 365/ Outlook calendar and feed it in to Bookem. This way your busy times on any of those calendars block out your availability on Bookem. iCloud or Mac Calendar - Log in to iCloud from your browser. - Open the...
Integrating your public booking page with Squarespace is straightforward: - First read this article on how to take bookings directly from your business website; copy the embed code - Use the embed code on Squarespace in the manner described on their website here You may have to disable "Ajax Loading" on your Squarespace site for ...
Overview Perhaps you offer Home Visits, but only on Wednesday and Friday mornings, or the first day of the month. Set your availability for the services and resources to suit your schedule. Set the repeats in your Availability Settings to show client's when you are available for online bookings. Schedule Types: - Available: This crea...
To ensure Bookem works best on Wix, it's important that we use Custom Elements. To insert a custom element on your page - Click Add button on the left side of the Editor. - Click Embed Code. - Click the Custom Element to add it to your page. - Click Choose Source above the new custom element. - Select Server URL and ent...
When you delete a client, their information is not actually deleted from Bookem. It is simply hidden from view. This means that you can still retrieve their information if you need to, even after they have been "deleted". To retrieve a deleted client: - Go Clients - Slide Show Deleted to on - Select the client that you want to...
Overview If you already have a website, you can embed your Bookem public booking page directly on your website instead of using the public booking page provided by Bookem. This allows you to have full control over the look and feel of your booking page, and it also gives you the ability to track bookings and other data through Google Ana...
When an existing client books online, Bookem will usually be able to match their details to an existing client profile. However, there are some cases where a client may book with slightly different details, such as a different email address or cellphone number. In these cases, Bookem will create a new client profile for the client, which ...
Notes is available on Bookem's premium subscription offering. It lets you: - take notes about your clients, and associate them with bookings, by typing, scribbling or drawing, for e.g. with an Apple Pencil or your finger. - upload and store files associated with clients or Notes - add images to your Notes, or take photos while writing...
Book Video is a Bookem Plus feature, which automatically generates video call links for virtual appointments. The beauty of using the integrated video calls, is that you do not need to generate a separate video call in a third party application and share the details, Bookem does this all for you. All you and your client need to do, once t...
This article steps you through how to book more than one client in for the same booking. This is useful for when someone is escorting a client, or for seeing multiple clients at once. To do this, you'll need a Plus or Premium subscription. First, book in a client as usual. On the New booking modal, click on Add client. See below. You c...
The Add to Homescreen option is available through the Share menu in Safari on your iOS device. If you're not seeing the option, it's possible that you are viewing the app on an unsupported browser. For example, if you clicked the link in an email you may be viewing it in Google or Gmail's web browser instead of in Safari. If so, it w...
Services are the types of appointments that clients can book with you. This is the first thing that a client selects when they make a booking with you. To create a new service: - Navigate to Settings - Services and click the "+ Add" button in the top right corner. - Name and Duration are the most important and must be specified. T...
To generate one invoice for multiple appointments in Bookem, follow these steps: - Open the first appointment you want to invoice in your Calendar. - Select New Invoice. - This will generate a new invoice for that particular appointment. - To add additional appointments, select +Add Booking, and pick the next appointment you ...
If you are a VAT registered business, adding your VAT number is an important step to setting up your business on Bookem. A VAT number is a registered tax identification number in tax systems that use Value-Added Tax (VAT). If you're VAT registered, you must issue VAT invoices. Including VAT on your invoice tells a client how much VAT th...
While in the calendar view, click on the button with three dots on the top right. Then choose download and specify the dates you want to print along with your preferences, such as colour (vs black and white) and orientation. Clicking download will generate a PDF and save it to your default downloads folder (as determined by your browser)....
To accept payments online (for invoices or online bookings), the following payment gateways are supported, with more added regularly: - Snapscan - Payfast - Paypal If you urgently need another, ping us on help@bookem.com with your request.
When you have a Service that is provided by more than one Team Member, for example a massage or a first consultation, you associate the Service with a Group. Bookem will then present the client the option to choose their preferred Team Member or go with no preference, which will show the client the next available appointment time (with wh...
There are a number of ways to share your online booking link, to help clients find you online and encourage them to use your Bookem appointment scheduling. - Share your QR code on your Social Media - Always include your booking link in Social Media posts - Add your online booking link to your Instagram bio - Add your links to yo...
In Bookem, you have the option to customize your invoices to match your business style and preferences. This help article will help you understand how to personalize and customize your invoices in a few simple steps. Follow these steps: - Go to "Accounts" and select "Invoices" - Click on "Create an Invoice" to start creating a new in...
In order to reduce clutter and unnecessary duplications on your public booking page, Bookem allows you to add different durations for the "same" service - see example below, initial Consultation - with duration options of 30 minutes, 45 minutes or 1 hour. To do this, when adding or editing a service, in Settings - Services, simply sele...
Your Public Booking page URL is found in Settings | Sharing & integrations. See screenshots below. Online bookings will only be possible if you have availability set up and your Booking Preferences are set to allow it. Public URL This is right on the top. This uses your handle as set up in Settings | Business profile. If you'd like t...
It's not necessary to have multiple services when you have multiple durations. For example, DON'T DO THIS: - Follow-up consultation (30 minutes) - Follow-up consultation (45 minutes) - Follow-up consultation (60 minutes) Rather, Bookem allows you to add different durations for the "same" service - see the example below, Follow-up C...
Overview Note forms is a Bookem Premium feature that allows you to create custom reusable forms to be used within Notes, typically for, but not limited to, assessment templates. Note Forms can offer a number of benefits, including: - Save time and effort by providing a standardized framework for assessments. - Improve accuracy of ...
Overview If you have been part of a business that has an account on Bookem, you won't be able to create a new one by signing up again with your existing email address because you don't need to: you are already registered as a user on Bookem. Solution - Log in with your existing account. If you can't remember your password, choose Forg...
We all have busy schedules, and it can be easy to forget about appointments. By setting up reminders for your team members, you can help them stay on track and avoid missed appointments. To set up reminders for a team member, follow these steps: - Go to Settings - Team Members. - Select the team member you want to set up a reminder f...
To change the address that shows on your invoice in Bookem - Go to Settings > Payments & Invoicing - Under the Invoice Tab, change Business address to "Other" and enter the "Other address and contact details" See the images below.
This help article is no longer available. Please read this article regarding generating a statement in Bookem.
If your team members are being notified when a client books online, and not when an appointment is entered manually by one of your employees, chances are your Booking notifications are set to look something like this - see below In order to change these so that team members are notified when ever a client OR team member books or change...
Add and edit Team Member Details and Notification settings in Settings - Team Members. To add a Team Member click on the + Add button on the top right. - Add the locations the team members works at in Associated locations - remember to set up their availability at each location as well - Add the team member to any relevant groups ...
When you have created a service that is a Video Call, you also need to create Automated Messages and reminders for Video Calls. An example may look something this These fields that are purple are "variables" that you need to select in your message creation. The Video Call Link is automatically generated by Bookem and will use Bookems ...
Bookem supports EFT Payments, once you receive notification of Payment, you can manually capture this receipt in Bookem Accounts - Payments and your client will automatically receive confirmation of this receipt. (Invoices and Payments is a Bookem Plus feature, please contact us if you would like to trial Bookem Plus) To add your Bank De...
Overview You can conveniently view the invoice status of your bookings directly from your Bookem Calendar for easy visual reference. Solution In the image below in Calendar William Tell has been invoiced, but not paid yet, Peggy Carter has been invoiced and has paid and Jack Johnson has not been sent an invoice. To generate an invoice...
The security and safety of your data is very important to us. This article describes, broadly, what we do to safeguard your data. Redundancy Our servers have redundancy built-in. This means that if Bookem's app server goes down for whatever reason, another version takes over. Same with our databases. Backups All your data is automatic...
To download a list of invoices into a spreadsheet, follow these steps: - Go to Accounts - Invoices. - Click Export in the top right corner. - Enter the range in the Date range field and Download Bookem will generate an Excel spreadsheet for the selected date range. The spreadsheet will include the following columns, which ...
Change your address, telephone number or primary contact email address in Settings - locations Change your website address, logo or public booking page description in Settings - business profile
Believe it or not, the biggest general security risk in using Bookem is you and your team. Here are a few things you need to do to protect your business data against unauthorised access, and ensure that client data doesn't get in the hands of people that aren’t supposed to have it. Unique logins for each team member Always invite each ...
To generate a statement in Bookem, follow these steps - Open your client's profile from within Clients - Select Account from the top menu - Click on +Create Statement - Select the statement range - 30, 60, 90 or 180, or enter your custom date range The statement will be generated and open in a new window. You can download ...
Overview For video calls to run smoothly for all attendees, camera and mic settings need to be correct. Whether it's on the client or the business's end, incorrect settings can cause frustration and cost more time than necessary. To ensure your computer camera or webcam settings are set up correctly for online video calls, follow the f...
Bookem's default Booking form asks for Name, Surname, Email, Contact Number and Notes. If you'd like to customise your booking forms, i.e. ask specific questions depending on the service being booked, this is how you go about it: Go to Forms and click on Booking Choose to edit an existing form, or to add a new form: Click to + Add ...
Recurring appointments is a Plus and Premium feature. To create a recurring appointment in Bookem, go to your calendar and start by creating a regular appointment, scroll down and click on "Does not repeat" then set your "repeat frequency" - see below Select repeat/ recurring frequency and choose the relevant repeat. This examp...
Bookem let's you customize messages with invoices to clients. This allows you to include special instructions or additional information relevant to the invoice. Customized messages lets you create personalized communication, making the email more engaging and relevant. This personal touch helps strengthen your relationship with clients. ...
To view an age analysis of outstanding payments, follow these steps: - Go to Accounts - Invoices. - In the top right corner, select Age Analysis. - Clicking on an outstanding amount will open the client's account information in their Client profile, where you can view their outstanding invoices. - You can also download the age a...
On iOS To view your bookings on your iPhone or iPad follow the steps below. - Click on the avatar icon on the top right if on desktop, or the hamburger icon on the top left if on mobile - Go to your Team Member in Settings - Copy the Calendar Feed URL - Navigate to Settings on your phone, then Calendar, Accounts, Add Account, then Ot...
Yes! In Settings - Services, edit the public visibility for online bookings by toggling the "Enable online bookings" to off. You can still book this service yourself, but clients will not see it on your public booking page.
To add a team member, follow these steps: - Go to Settings - Team members. - Click + Add at the top right. - Enter the team member's name, surname, location, group, and whether they can be booked. - Click Invite team member to Bookem to send an invite to the team member's (after clicking "Invite team member to Bookem" a drop dow...
Overview Client notes can be locked to prevent other team members from viewing them. This is useful for confidential notes that you do not want to share with others. Solution To lock a note: - Go to the Clients tab. - Select the client whose notes you want to lock. - Click the Notes tab. - Click the + Create Note button or ed...
We recommend a square logo for your business logo, as this has shown to be best for mobile devices. This is not forced, but recommended. Your cover image will automatically be cropped to fill up all the space in the header. The space in the header depends on your screen size and device orientation. So its best to use something like a la...
To add a new line item to your price list, go to settings - payments and invoicing - line items and select "+Add line item" Now populate one or more fields for each line item: In the example above, more than one location is used by the business, so pricing is set independently at each location. Adding or changing invoice columns If yo...
To reduce time spent on creating invoices for patients that have recurring appointments, repeat treatments and associated codes, you can copy a patients previous invoice in three easy steps. - Create a new invoice - Select "copy from invoice" and - Choose the relevant invoice from the drop down list of invoices that appears ...
Overview For businesses with a long list of line items to use for invoicing, updating these prices can be a chore to do one by one. Fortunately, Bookem makes this easy by letting you download into a CSV to bulk edit in a spreadsheet, and then import/overwrite your existing items with the new prices. Solution In order to update existing...
Migrating bookings from any external calendar, such as Google or Outlook, to Bookem has to be done (mostly) manually. These are some tricks we recommend to ease things a bit: Migrating bookings from external calendars to Bookem can be done manually, but here are some tricks to make it easier: - Import your clients' information into Book...