If you have recently created an Online Booking website and are unable to find any available appointment times, there are a few common items that may require some additional setup or alteration. The big one is Employee Schedules. Two less common items are the Booking Preferences section and the Service Listing for your site. These instructions will help you explore and correct all three of these so you can start booking appointments online.
Employee Schedules
To start booking online, it's essential that your website and your software both know the hours your employees are working and available. The times your clients can choose to book correspond precisely with your employees' working hours. If you're unsure how to add working hours, follow the steps below.
Click the Schedule icon at the top of the cloud software website.
Click on the square next to the employee and under the date that you would like to modify.
Select if the employee will be working or not in the upper right. If you choose that the employee will be off that day, you can also choose a reason as well.
To enter the hours an employee will work, enter the start and end times in the boxes.
If an employee will be taking a scheduled break in the middle of the day, you can include that by entering multiple start and end times for the first and second halves of the day when the employee will be working.
To copy this schedule to other days, you can click the Repeat button and check the days of the week that this schedule applies to, and select the end date to indicate how far from the start date you want to copy this schedule.
When you are done, click the Schedule button in the lower right.
Booking Preferences
A less common obstacle than employee schedules is the settings in the Booking Preferences section. If you're attempting to request an appointment that falls outside any of the selections here, you will not be able to find any time. This section explores each option and its effect on your bookings.
To find Booking Preferences, go to your Online Booking website and click Website Options in the Navigate pane on the left. Click Booking Preferences in the Set Your Preferences section here. (If you cannot see the Navigate pane, then you need to log in to your Online Booking website. Click the Manage Site link at the bottom of the page to log in.)
Appointment Requests Require Approval: this is an important setting. It determines whether or not you approve or reject requests made on your site. If you turn this option off, every appointment is automatically accepted.
Appointment Time Interval: these are the intervals that can be selected when booking. For example, choosing 60 minutes will only allow clients to book at the top of each hour.
Time Booked in Advance: this is the minimum time in advance a client can book. If you accept same-day appointments, then you will want to consider lowering this setting since 1 Day is the default.
Max Time Booking in Advance: this setting determines how far out your clients can book appointments. Keep in mind, if you don't have schedules entered for a year out, select a lower setting than 1 year.
Time Booked in Advance when Offline: this setting determines how much notice you need for an appointment that's requested when your database is unreachable by your website to determine availability. We recommend leaving your computer running at all times to allow clients to book real-time appointments.
Max Time Booking in Advance when Offline: this setting determines how far out a client can book an appointment when your database is unreachable.
Allow Clients to Enter Address: this allows clients to enter their address. If you select Yes for this setting, you are shown an additional option to require this information when a client books.
Include Filter by Service Category: this displays or hides a service category pull-down menu that allows your clients to easily narrow their search. This is useful if you have lots of services that can be booked from your site.
Include Time of Day Preference: this setting displays an option to allow your clients to narrow their search to a specific clock of hours during the day. Options include Morning, Afternoon, and Evening.
Service Listing
If you do not have any services set to be displayed on your site, then your clients won't be able to book anything with you. While it's common not to show ALL the services you offer on your site, you will definitely want to choose the ones you would like your clients to book online.
Go to your Online Booking website and select Manage Site at the bottom of the page.
Sign in with your e-mail address and password.
Under the Manage Business Information section, select Service Listing.
To edit the individual service order, press Reorder Service List. To edit the category list, select Reorder Category List.
Click and drag the services or categories that you wish to move to their new place in the order.
Remember to press Save List in the bottom right when you are finished.
