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If you are experiencing a problem, need help, or would like to suggest an improvement, email us at [email protected], call us on +27 21 201 7071, or whatsapp us at +27 87 250 0345.

Setup checklist before going live

Setting up your business correctly takes some careful attention, but once it's done it'll save your business a lot of time day-to-day and your client experience will improve too. 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 a...

Getting started

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...

How do I block off long periods of time off, such as holidays?

Setting time long periods of time off To make sure clients, or Team Members making bookings, don't see Team Members/Resources as available when they're on holiday, Time-off can be added to mark them as such. Schedules are location-specific. So, if you have more than one Location, you'll need to set up availability for each one separa...

Setting up working hours and availability

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, then click the + Add S...

How do I show pricing to clients making online bookings?

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

How do I import my clients into Bookem?

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...

How do I take bookings for my business directly from Google search results

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 :)

All about online Forms, AKA web forms

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...

How can I limit the number of available slots seen by clients when they book online?

Do you feel that if clients see a totally open schedule like this might give the wrong impression? Or perhaps you only want a limited number of Public Bookings (online bookings) available per day. Bookem has a solution: Limit your public availability, by telling Bookem to show a maximum of x amount of slots and a minimum of y slots on ...

How to link a form field to a client field

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...

Take bookings directly from Google My Business page

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...

How do I request a feature that I'd like to see on Bookem?

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...

Some clients say they are getting notified of bookings they didn't make. How can this be?

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...

Sending bulk SMSes

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.

Sending a bulk email campaign to clients

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 ...

Enable Private iCal Addresses for Google Workspace Calendars

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...

Appointment-related messages

Default notifications Automated Messages provides a powerful way of engaging with your clients. By default, Bookem sets up a few default Automated Messages for appointment-related notifications: - Two Reminders (a day before and an hour before and appointment) - A notification for Booking Created - A notification for Booking Can...

How do I migrate bookings from my current calendar to Bookem?

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...

Booking Preferences - all you need to know

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...

How do I send reminders the day before someone's appointment?

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...

How do I allow a client to sign or complete a form in my consulting rooms?

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 ...

Scan a document/table or load an image/body chart to a Note Form

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...

Adding a new client booking to your Bookem calendar

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 ...

What is the difference between service duration and custom duration?

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...

What is a Token?

- Tokens are what you need in order to send SMS messages. - The amount of tokens it takes per SMS depends on the destination you're sending it to. - You get some free tokens when you sign up, but after the you have to buy tokens up-front. Tokens are charged based on the destination country of the recipient, i.e. where the mobi...

I need help setting up PayPal and finding my Client ID and Secret

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, ...

How do I cancel an invoice?

It is standard practice to keep all invoices on record for auditing purposes, otherwise it's possible for someone you employ to fudge your records with no trace of it. To "cancel" an invoice, simply change the status to Void on the top right of the invoice modal. If you have any payments associated with the invoice, you have to remove t...

How do I show the correct practice number on my invoice?

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 inf...

Fallback email and SMS explained

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...

Connecting SnapScan as a payment method

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...

Sync your external calendar with Bookem to block out slots

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...

Differences between a Sendable, Booking and Note form

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 ...

Synchronising my AirBnB bookings with Bookem

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...

Is it possible to run a group meeting from the Bookem system if I copy and paste the link to more than 1 person?

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" ...

Taking a screenshot or recording/video of your phone/tablet screen

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. If it's a desktop, simply record a video or take an image with your phone and send that ...

Adding a signature field to Notes

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...

How can I delete a recorded payment?

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...

How do I generate an invoice in Bookem?

Invoicing is a Bookem Plus feature. Line Items for invoices, consisting of prices, descriptions and codes set up in Payments and Invoicing Settings can be associated with services either in Service Settings or when creating an invoice by adding one or more Line Item Groups. Once this is done, you can generate an invoice from either your:...

Setting up Availability for individual Team Members/Resources, if different to global schedule.

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...

What do I do when I get a data breach warning?

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...

How do I add a Book now button to my website?

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...

Adding voice recordings to Patient Notes

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...

How can I see what messages have been sent to clients?

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. ...

Marking important fields on forms as required

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:

How do I save a scanned document or image to Bookem patient notes?

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...

How do I delete (cancel or void) an invoice?

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...

How do I add a Note Form to a client's notes?

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...

Sync one or more Google calendars with your Bookem calendar

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...

A typical walk-through of a client & booking journey

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...

How do I set up automated reminders?

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...

How do I send client intake forms automatically?

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.

Team member notification preferences

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 ...

Bookem's medical billing service

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...

How to sync Bookem with your Google or Outlook calendar

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...

What is Bookem Plus?

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 ...

How do I create or edit an online form in Bookem?

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...

How to open a CSV file in Excel

- 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...

Asking custom questions for online bookings

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...

Browser error: "This site cannot be reached"

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 - grouping invoice line items for faster invoicing

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...

Changing the order of services listed on public booking page

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 ...

What is a Resource?

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...

Additional directions to your business, when GPS isn't enough

Sometimes your location may be tricky to find, even using a GPS. If you need to add additional directions or instructions, add them in Settings - Locations. This is also handy if you need to make notes about parking, one way streets or other nice to know information that will make it easier for your client to arrive on time for their appo...

How to sync Bookem with your external calendar

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...

How do I take bookings from my Facebook page?

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. ...

How to easily scan QR codes

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.

How to get the latest version of Bookem or force an update

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...

Can I set different prices for my locations?

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 ...

Google Tag Manager

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.

How do I block off lunch breaks for team members?

To set lunch breaks for an individual team member, go to Settings - Team members and select the relevant team member. Click on Availability at the top and then Add schedule (top right) In the example below, Paizlee Perfect takes lunch every day of the week at 12:00PM to 1:00PM. Note that when setting up a recurring time off such as thi...

Bookem Premium subscription

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.

Form input fields - all you need to know

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...

Setting up Custom Fields for Clients/Patients

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...

How do I allocate a deposit to an account?

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...

How do I record a payment manually in Bookem?

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 ...

Is there a desktop or mobile app for Bookem?

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...

How to I manage multiple currencies in Bookem?

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...

How do I add recurring time off, such as a Public Holiday?

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...

Can Bookem work across multiple time zones?

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...

Download a spreadsheet of payments received

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...

Capturing a screen recording of an issue on your desktop

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...

How do I set bookings to only be available on the hour, or other intervals?

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...

How do I share my screen in Bookem Video?

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.

How do I generate a Video Call and send the link to a client?

Bookem Video call is a Bookem Plus feature, which automatically generates video call links for 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 set it as ...

We have multiple team members and want clients to be able to book who ever is available, how do I do that?

Create a "Resource Group" of team members. Resource groups are collections of resources that can be referred to in services, clients can then pick an individual from the group based on availability or preference. (Resource groups can also be a group of rooms, mats or parking bays etc, but in this article we are referring to team members) ...

I need to reconcile my team member billing, how do I do this?

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: ...

How do I get Forms to clients to complete - automatically and manually?

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...

Locations

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...

How do I see Client booking history?

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.

How do I know how many tokens/SMSes my business sends every month

You can find a report on this under Insights. See screenshot below:

Some clients report emails are going to Spam, what can I do?

Unfortunately spam filters do get it wrong sometimes. Please ask any affected client to mark the mails from Bookem as "not spam" so that not only their filters let the mails through, but also so that the mail provider's algorithms get trained to not mark similar mails from us and you as spam. This is one of the reasons we recommend using...

When we export invoices for the payroll, some invoices are not reflecting the associated team member but are blank. How do I fix this?

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.

How do I copy a form?

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.

Synchronise one or more external calendars with Bookem, such as iCloud or Outlook

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 your Squarespace website

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

Availability Settings Repeats

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...

Embed Bookem on Wix

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...

How do I add recurring time off for a Team Member?

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...

How to take bookings directly from my business website: “embedding” Bookem

This article is about 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 you know a thing or two about HTML and have access to necessary privileges on your website. To do this, you need to copy across a snippet of code, which you can ...

Merging duplicate clients

Bookem automatically assigns bookings made online to the correct client, based on their name, surname, cellphone and email address. However, sometimes a client can book online with slightly different details to what they are stored as on your business, for e.g.: - a different email address and/or cellphone number is used - a nickname ...

Notes, storing files and image markup

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...

Can I use Zoom, FaceTime, MS Teams or Google Meet instead of Bookem Video?

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...

Set up the types of visits/services your business offers

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...

Where do I add my VAT number?

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

How can I download/export bookings, or print a day sheet?

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)....

What payment gateways are currently supported

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 [email protected] with your request.

How do I offer clients the next available time slot for our team when they book online?

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...

How do I share my online booking link with clients?

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...

How do I create Services that have more than one duration option?

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...

How to add multiple durations to Services

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...

Allowing clients to book online

Your Public Booking page URL is found in Calendar - Share. See screenshots below. Online bookings will only be possible if you have availability set up and your Booking Preferences are set to allow it. You can use this URL anywhere - your email footer, in online ads, mention it on voicemails, or link through it it from text or a button ...

Note forms

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...

Can I get reminders about upcoming appointments in my Calendar?

Yes! Simply go to your Bookem Team Members Notifications profile and set the reminders accordingly, you can choose how many reminders you get, and whether they are sent to you via SMS, email or both. In the example below, Paizlee will receive a reminder via SMS and Email, 1 hour before the appointment and then again an SMS reminder, 15...

Can I change the address that shows on my Invoices?

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.

How do I generate a statement for more than 180 days?

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...

Why are we not getting notifications when a team member makes a booking?

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...

How do I add and edit Team Member Information?

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...

How do I send automated Video Call messages?

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 ...

How do I rearrange the order of the listed services on my online booking page?

To rearrange the order of your services on your public booking page, go to "Settings-Services" and select a service. Scroll to below "where is this service provided?" and click on the "show more" button. Here you can number your services in the order you want them to show online.

How do I add my Bank Details for Bank Transfer/ EFT Payments?

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...

How do I see which appointments have been invoiced and/ or paid on a day?

You can see booking invoice and payment status straight from your Bookem calendar! In the example below, Clarke Kent has been invoiced, but not paid yet and Peggy Carter has been invoiced, and she has paid. If you want to generate an invoice, simply click on the appointment in your calendar and select "new invoice" and follow thr...

Is my data safe/backed up?

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...

Downloading a spreadsheet of invoices issued over a period

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 bookin...

How do I change my address or other contact details?

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

Security basics

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 ...

How to create/edit a Booking Form

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...

How do I edit default messages for invoices?

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 ...

How do I view an Age Analysis in Bookem?

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.

See your schedule on your iPhone, iPad or MacOS calendar

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...

Can I create services that are not visible to the public?

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.

How can I see a list of invoices for the week?

To see your list of appointments and invoice status for a week in one view, simply have a look at your Bookem calendar. The icons indicate whether the client has been invoiced and/ or paid. You can generate invoices directly from your calendar, by clicking on the appointment and New invoice