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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 from where you run...
To set up your working hours/availability, first, ensure the right location is selected. Availability must be set at each location separately. There is no way to set a schedule for all locations at once as time zones my differ. Working hours can be set for a Team at the selected location by going to Availability This brings up a moda...
By default, pricing doesn't show to clients making online bookings. To show pricing, go to Booking Preferences. The setting Show pricing online needs to be ticked. Bookem Basic users set simple pricing in Settings - Services. If you are using Bookem Plus, then your pricing can be set in Payments & Invoicing - Line items
It's nice to start using Bookem with all your clients already loaded. You can do this if you can get your clients into a CSV (Comma Separated Value) file or spreadsheet, such as Excel or Numbers (if you're on a Mac). Once they are in your spreadsheet, check that you have all the information you need and that all the data is clean - cell p...
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 you can use to capture client information online. No more paper! There are three kinds of forms: - Sendable forms, for e.g. intake forms/questionnaires. Send these forms manually or automatically. See more about automating messages. - booking forms, used for capturing additional information from...
Overview You may feel that if clients booking a slot with you 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. Solution: Look busy ! Limit your public availability, by telling Bookem to show a maximum of x amount of ...
Forms can have information entered that: - only gets stored on the form, which you can still access from the Client "Forms" section, but don't need regular access to such as "referring practitioner" - that merges with a client's information on their client profile - this would be information that is needed regularly for invoices, pati...
Integrating your Bookem account with your Google My Business page is easy. Just copy your Public Booking Page URL in your Business Profile Settings, and add it to your Google My Business listing: Sign in to Google My Business Select the location you'd like to edit, and click Info Edit the URLs section, add your scheduling link as...
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...
It may be that you have more than one client associated with a particular email or phone number. To find out 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 show up, this is likely the cause. If you're having trouble finding out who made t...
You can send bulk SMS messages to your clients using filters and add multiple filter criteria to refine your audience. For example: You can find it under Messages ; on the top right hand side, click the button Bulk SMS and then hit Create bulk SMS button again on the top right. Have a look at the short video below to see how it works.
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 ...
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...
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: - If you have an Excel/spreadsheet file with your clients' names, numbers and email addresses, import them into Bookem. The benefit of doing this is that booking a...
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...
By default, Bookem has three standard automated reminders - Appointment confirmation (sent immediately after the appointment is confirmed) - Reminder 1 (sent the day before an appointment) - Reminder 2 (sent 2 hours before the appointment) These are sent via SMS and email and you can change these to suit your requirements includ...
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 client's who have not completed their online intake form, before their appointment. Go to " forms - sendable " and ...
Patient Notes is a Bookem Premium feature. To reuse a document, image, table or chart that you'd like in your Notes, you can create a Note Form out of it. Here's a video - Go to Forms / Note Forms - Click + Add, name your Note Form - Add a Field type called 'Diagram' - Save and close You'll be able to access this note form i...
Making a booking for a new client yourself is possible with Bookem. Simply open your calendar to the desired day and time, select the time slot - you can "double click" or select "add a new booking" - and follow the prompts from there. The minimum information you can add for a new client is their name, however, you need to include their ...
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.
The service interval on your public booking page is the length of the service by default. This ensure you can take the maximum amount of bookings per day. The benefit of having slots show at the same interval as the service length You might have a service with a duration of 4 hours over working hours extending from 8am until 5pm. By def...
Accepting PayPal payments for Online bookings and invoice payments is a Bookem Plus feature, which helps streamline your workflow even more - generate an invoice for the appointment - from your calendar, client profile or accounts section - and the rest "just happens" In order to Link Bookem to PayPal, you need to have a PayPal account, ...
Overview SMSes credits for appointment reminders are called tokens. Tokens are Bookem's currency for SMSes, because charging for them vary based on the length of the SMSes, as well as the network and country that the recipients of these SMSes are in, as well as the currency used by your business. Sending SMS messages - manual or automat...
Bookem supports multiple practitioners and practice numbers in one business. In order to generate an invoice that reflects the relevant practitioner's practice number go to "Settings - Team Members", select the Team member's name and scroll to "Invoice information" Insert their details and save. Bookem will append the Business in...
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...
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. Video calls aren't officially supported for more than one person, if you're going to go larger than 2 or 3 in a group, we recommend swopping out the video call link for the bookings with a Google Meet, Zoom, FaceTime or Teams link rather. You can do that by simply pasting the new link into the appointment "video call link" ...
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...
Overview There may be instances where a client has a credit balance and you wish to allocate this as part, or full, payment to an invoice that is due. Solution When allocating credit as part payment of an invoice, with an additional payment e.g. cash +Add payment - Insert the received amount (excluding the credit amount) - this h...
Certain businesses find it important to add a signature field to Notes. If you're one of these businesses, it's important to bear in mind that changes to Note versions are saved against the logged in team member's profile. In a way this trumps the intent of signing a Note, since, if you ever need to, prove that it was that team member who...
An invoice payment can be deleted either from the invoice it was assigned to, or in the payments area. Here's how: - Find the invoice and click on the payment. This will bring up the payment modal. - Go to Accounts - Payments, select the payment and "Delete". This will not delete the Invoice, only the Payment and the invoice will chan...
Sometimes schedules of Team Members differ to the general business schedule. Bookem allows you to set availability for Team Members and Resources according to Time, Services and Location. So you may have someone who works at multiple locations and/ or only offers certain Services, on certain days. By setting these availability settings a...
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:
Patient notes is a Bookem Premium feature, you can easily scan hand written notes and images with your preferred document scanning device and upload these into your patient notes for secure storage and ease of access. You can also insert and save files, including voice notes and videos, in Bookem patient notes. This is particularly usef...
Bookem refers to deleted/cancelled invoices as voided invoices. Voiding/deleting invoices actually archives (hides) rather than removes them from existence entirely. It is standard practice to keep all invoices on record for auditing purposes to protect your business from errors or, at worst, someone who has access to your account that ma...
Note Forms are a Bookem Premium feature. To add a form to a client note, go to the client's profile in Clients, or from the appointment in your calendar: select Notes, for e.g., straight from the booking on the calendar Create or Edit an existing Note click on the "Insert form" icon and select the relevant form, then choose a form y...
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 po...
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 the one, select "cancel this booking"
Bookem comes with a number of default appointment related automated reminders. You can create more of your own, or edit those that are already set up for you. By default, reminders are set to go out both as an SMS reminder and an email reminder. You can change this to be only email reminder, only SMS reminder, or SMS with email as fallb...
Forms is a Bookem Plus feature. You can send client intake forms to new clients automatically, by setting up you Automated Messages as follows: Create your SMS and Email messages, linking to the Admission form. In the example below, each field that is highlight in purple is linked to a variable that will populate accordingly.
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 activity by user, including appointment confirmations, client messages and capturing of patient notes. We do not advise that you share your login username and...
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 - via the bouncing notification bell on the top right (see below) via SMS, or email (via your logged ...
At this stage, Bookem does not handle real-time medical aid claims, also known as EDI or switching, natively. However, we have partnered with a medical billing bureau that specialises in medical billing for allied therapists. We call this our Medical Billing Service. Our services include, but are not limited to: - Authorisations for in...
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 ...
Patient Notes is a Bookem Premium feature. Bookem believes that you should be able to access, download and migrate your patient and practice information any time, with ease. Like most things in Bookem, this is simple. Go to Clients and select the client/ patient name and profile. Click on "notes" and select the "download.pdf" - simple....
Bookem has three types of customisable online forms, Sendable, Booking and Note forms. This article refers to "Sendable" forms. Sendable Forms are typically used for new Client/Patient Intake forms, consent forms, questionnaires and surveys. Forms can have two kinds of fields on them; fields that need to: - only get stored on the form...
- 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...
It's quite easy to ask clients for specific information when they are booking online. For e.g. you may be taking a booking for a "Couples Consultation" and need to know the name of the partner in addition to the name of the person making the booking. To do this, you need to create service-specific Booking forms that ask questions relate...
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, are listed in an order which isn't ideal, the order can be forced in your service settings in Settings | Services, clicking on the service name and then the Show more button above your (first) location. See images below. Change the value of List ...
Resources are People, Places or Things that are required for a Service e.g. a consulting room, a particular Team Member or a specific scanning machine, OR they can be booked independently, like say, a mobile massage table that your team members need when they do a home visit. Typically a Resource is associated with a service. In this exa...
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...
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...
Yes, go to Settings - Payments & Invoicing - Line items, and create your pricing per line item and location. Either + Add line item or select the one you want to edit and update the information accordingly. You need to add pricing to each location, in order to set up your Services with Itemised pricing and to ensure your Invoice pulls ...
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 ...
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 make 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 us...
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...
If you have a patient pay a deposit for services, you can allocate the payment and balance their account in one of the following ways: - add a line item to the first invoice issued after the deposit was paid that reads ‘Less deposit’ with a negative amount equal to the deposit. That would decrease the total amount. - or add a 'payment...
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 ...
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...
To make sure clients, or Team Members making bookings, don't see Team Members or Resources Time-off can be added to mark them as unavailable. Schedules are location-specific. So, if you have more than one Location, you'll need to set up availability for each one separately. For an entire team at a location taking time off, go to Availab...
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 trans...
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 screenshots below. Select your date range and "download" Similar to the export of invoices issued, column headers have filters pre-added for easily filtering your dat...
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, got 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: ...
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...
The most efficient way to send forms to clients is to do so automatically. You can do this using your services and automated messages settings. A typical example would be for a client having their first appointment, to be automatically sent a Client admission/ intake form as their appointment is confirmed. You can set this up in Setting...
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...
To see a full list of the booking history for a client, go to " Clients " open their profile in the Client list and click on the " Bookings " tab. Here you will see a full list all Scheduled, Completed and No shows for that particular client.
You can find a report on this under Insights. See screenshot below:
Overview Unfortunately over enthusiastic spam filters do get it wrong sometimes and clients report emails going to spam. This is one of the reasons we recommend using SMS for important messages such as initial consult confirmations and reminders: delivery is simply more reliable. Solution Google uses some AI to classify emails as spam....
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 ...
Set the repeats in your Availability Settings to show client's when you are available for online bookings. These are useful for services that you may not want to make available for booking any day or time of the week. Overview Perhaps you offer Home Visits, but only on Wednesday and Friday mornings, or the first day of the month. Set yo...
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...
Deleted clients are never truly deleted. You may have deleted a patient and need to retrieve their information at a later stage. To do this, go to "clients" and toggle "show deleted" to on. Select and open the "deleted" patient and select "undelete"
We all like a Friday afternoon off once a month - watch this short video to see how to add a Friday afternoon off, once every 4 weeks for Paizlee Perfect, from within Availability. This will ensure that she does not show as available for bookings on those Fridays. Remember to repeat this process for each location the Team Member works at...
Overview If your business already has a website, there's no need to use the public booking page provided for you by Bookem. You can use your own. This takes you through the steps for embedding your public booking page from Bookem directly on your website, for e.g. yoursite.com/booknow instead of yoursite.bookem.com. This article assumes...
Overview When an existing client books online, they won't be recreated with another profile. Based on their name, surname, cellphone and email address (with a tiny allowance for small typos), Bookem will decide whether a client already exists or not on your business, or whether a new client profile needs to be created. However, sometime...
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 button in the top right corner. - Name and Duration are the most important and must be specified. The re...
To generate one invoice for multiple appointments in Bookem, simply go to the first appointment that you want to invoice in your calendar - open the appointment and select "new invoice" This will open a new invoice for that particular appointment. To add additional appointments to this same invoice, select +Add booking and pick the n...
Your Invoice Settings can be edited at Settings | Payments and Invoicing. Look for Additional business information to add VAT number. Invoicing is a Bookem Plus and Premium feature, read more here
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 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, Follow up Consultation - with duration options of 30 minutes, 45 minutes of 1 hour. To do this, when adding or editing a service, in Settings - Services, simply se...
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 example below, Follow up Consu...
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...
Note forms are used with Notes, a Bookem Premium feature. Note forms are forms used within Notes, as a way of creating a set of questions and/or fields and/or images or body charts for completing when making a Note. They are for practitioners to complete and are not sendable i.e the client does not complete this. A typical note form m...
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...
Yes you can - and it's remarkably simple - go to Settings - Payments & Invoicing and under the Invoice Tab, change Business address to "Other" and enter the "Other address and contact details". See the images below.
In order to generate a statement of over 180 days, go to your client's profile, select "Account" and click on + Create statement - 180 day statement Once the statement is generated, look at the URL, there is a section that reads days=180 (see below) You can now change the "180" in the URL to however many days you would like the stat...
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, Availability and Notification settings in Settings - Team Members. To add a Team Member click on the + Add button on the top right, which lets you load the basics for a new Team Member, which, when saved, shows a few more options, such as for Percy Perfect below. You'll see Locations he is associated...
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...
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, simply go to "Accounts - Invoices" and hit " export " on the top right: Set your date range and " download ": This will generate an Excel spreadsheet as seen below. Notice how the columns have filters pre-added for you to click on and select filter criteria, such as to "only show bo...
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 ...
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 a fiel...
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...
By default, Bookem pre-populates your invoice messages to clients when one of the following happens: - Invoice voided - Invoice paid - Invoice finalised There is also an option to add a message for invoices marked as "Uncollectable " - in this message, you may want to explain how the client can make plans to pay off the outstanding ...
To view an Age Analysis, go to Accounts - Invoices and select "Age Analysis" in the top right. An age analysis will show how much money is owed, by who, and for how long. This report can also be generated into a spreadsheet for further analysis by clicking the 'Download' button.
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 client's will not see it on your public booking page.
When adding a new team member, run through this check list to make sure you have done everything. - Add them in Settings - Team members - Allocate them to the relevant locations and create their availability for online bookings - Check their notification settings are correct - Add them to any appropriate Resource Groups you hav...
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 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 ...
To add a new line item to your price list, simply go to "settings - payments and invoicing - line items" and select "+Add line item" If you would like to add or edit columns to include additional information, such as nappi codes. Go to "settings - payments and invoicing - line items" and select "edit columns" In the new window tha...
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...