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Assuming you're a typical business utilising all of Bookem's features, here's a general setup checklist that you can follow in any order: General setup list - Set up invoice details such as TAX/VAT or business number under Additional business information. - Check your admission/intake form, ensuring the terms and conditions are corr...
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 online booking page - Send booking confirmations and reminders Set up locations - Your location is where you run your...
Making a booking in your calendar is quick and easy. Whether for a client or team availability, the process is intuitive. Follow the steps below to add a booking and keep your calendar organised. Easily navigate the Bookem calendar. - Toggle between locations - Switch between day, week and list views - Check availability - M...
The Client Profile in Bookem is your central dashboard for managing all client information. This includes: - Personal details captured from the client's intake form - A log of all email and SMS communications between your practice and the client - A complete history of their bookings and account activity - Copies of submitted fo...
If you regularly see clients for recurring appointments, you can group multiple sessions onto a single invoice. This saves time, keeps billing organised, and makes it easier for clients to submit claims or track their payments. It also helps avoid confusion when clients request a statement, as what they often need is a detailed invoice li...
In Bookem, you can tailor your invoices to match your business branding and preferences. This includes adding essential details such as: - Business name, address, and logo - Practice number and banking details - Tax information and online payment options Key settings to configure Within the Payments & invoicing section, you ca...
Bookem makes it easy to record ICD-10 diagnostic codes and include them on client invoices. Step 1: Add an ICD-10 field to client profiles To store ICD-10 codes in a client’s profile, you’ll need to add a custom field: - Go to Clients > Profile fields - Add a new field - Choose Tags as the field type - Rename the field from...
Variables in Bookem are dynamic placeholders that automatically pull in key information - such as client details, payment links, or business info - so your invoices and messages stay accurate and personalised. They update automatically when the source data changes, saving you time and reducing errors. Using variables in invoices You can...
If a payment has been entered incorrectly or is no longer required, you can delete it to maintain accurate financial records. Payments can be deleted from the client profile, the invoice it was allocated to, or from the Payments section in Bookem. How to delete a payment from a client's profile Follow these steps: - Open their profile ...
Line item groups allow you to store frequently used combinations of codes - such as procedure and treatment codes, descriptions, and prices - that are commonly used when creating invoices. By using line item groups, you can quickly add multiple pre-set codes at once, saving time and ensuring accuracy in your invoicing process. Example: ...
When a client makes a payment, you need to allocate it to the correct invoice to keep your records accurate. Follow these steps to ensure the payment is properly recorded How to allocate payments to invoices from Accounts 1. Go to Accounts > Payments and find or create the payment 2. Open the payment and select the invoice(s) to alloc...
If you’re unsure whether an invoice has been sent to a client, you can quickly confirm this in Bookem by following these simple steps: - Go to Clients from the main menu - Select the client whose invoice status you want to check - Navigate to the Messages tab within their profile - Look through the message history for the invoic...
Bookem makes it easy to save time when invoicing clients with repeat treatments by allowing you to copy a previous invoice. Copy a client's previous invoice with these 3 easy steps: - Generate a new invoice from your calendar - Select Copy from invoice - Choose the relevant invoice from the drop-down list Learn how to gene...
Bookem allows you to download a spreadsheet containing a list of invoices, making it easier to track your expected earnings and identify outstanding invoices Here's how: 1. Go to Accounts > Invoices 2. Click Export invoices in the top right corner 3. Set your export parameters, such as date range, location, or invoice status 4. Cl...
Bookem allows you to take payments in a way that suits your business You can set up various payment methods, including EFT, online payments, card payments, and more. Supported payment methods You can add multiple payment options, such as: - Bank transfer or EFT - Card payments - Cash payments - Online payments (e.g. credit car...
Adding authorisation numbers and additional notes to a client's invoice is easy. Here's how 1. Open the invoice and write your notes in the "Notes" field 2. The image below, show where the notes will appear in the invoice. Learn more - How to customise invoices
Bookem allows you to easily track the invoice status of your bookings directly from the Calendar for a quick visual reference. Understanding invoice status icons Bookem uses small icons in the top right corner of each booking to indicate its payment and invoicing status. These icons help you quickly identify which bookings have been inv...
This article explains how to credit an invoice and process a refund after a client has made a payment. It also covers how to keep the payment as credit and apply it to a future invoice Turning a payment into credit If an invoice has been paid but needs to be credited to reflect the amount owed to the client, follow these steps - Go to ...
Bookem allows you to personalise invoice messages to clients, making it easy to include special instructions or important details. Custom messages also improve email deliverability by reducing the chances of your emails being marked as spam. Avoiding generic or automated-sounding content helps ensure they reach your client’s inbox. Aut...
Invoices can only be deleted if they are in Draft status. Once an invoice has been finalised, it can no longer be deleted, but you still have options to make changes. - Editing a finalised invoice – Open the invoice and make the necessary changes. This allows you to correct errors or update details while keeping the original invoice acti...
Bookem allows businesses with single or multiple practitioners to use either a single (global) practice number or multiple practice numbers within one business. For single practitioners, or practices that use one practice number Add one global practice number. Here's how: - Go to Settings > Payments and Invoicing - Add your practic...
Invoices can only be deleted if they are in Draft status. Once an invoice has been finalised, it can no longer be deleted. However, you still have options to manage it. - Editing a finalised invoice – Open the invoice and make the necessary changes - Voiding an invoice – If the invoice is no longer needed, you can void it instead. Voi...
Discounts can be used for a variety of reasons - whether you're offering a reduced rate for early or cash payments, supporting long - term clients, or assisting patients in financial hardship. Applying a discount ensures your invoices reflect the agreed-upon rate while keeping your records accurate and transparent. Watch and learn Prefer...
Bookem allows you to pin important notes or documents to the top of a client’s notes list, so they’re always easy to find. This is useful for quick access to things like treatment plans, injury history, or important clinical observations you refer to regularly. You can pin multiple notes, and they’ll all appear at the top of the list in ...
When you send invoices or documents such as referral letters, prescriptions, or sick notes from Bookem, a unique URL is generated. This link provides access to the latest version of the document as a downloadable PDF. Additionally, Bookem automatically creates and sends a static PDF version along with the email or SMS - there is no need f...
Bookem streamlines the creation and sharing of professional documents - from referral letters and prescriptions to reports, home programmes, and more. With fully customisable templates and auto - filled client and business information, sending polished, professional documents has never been easier. Step 1: Create or open a document You ...
With Bookem’s Documents feature, practitioners can easily create, customise, and send professional or medical documents using pre - set templates or ones you design yourself. This helps streamline your workflow and ensures consistency across your communications. Creating documents Bookem allows you to create a wide range of document typ...
Bookem makes it easy to create and send professional, clinical, and administrative documents. With document templates, you can streamline this process - saving time, ensuring consistency, and reducing manual data entry. Templates automatically pre - fill with your business and client information, allowing you to generate polished documen...
You can easily undelete documents in Bookem by searching from a client’s profile or the Documents section. From Clients Follow these steps: - Go to Clients and open the relevant client profile - Navigate to the ' Documents' tab on the top right - Click on the ' Show deleted documents ' checkbox - Click 'Undelete' and save yo...
Bookem makes it easy to create professional, consistent documents - whether you're starting from scratch or using a template. You can customise documents with structure, visuals, and rich content to suit anything from clinical notes to referral letters, sick notes, or prescriptions. Documents support a range of features to help streamlin...
Bookem allows you to add a signature field to your document forms so that the person making notes can sign off on it. Note that using the saved signature option in document templates, that is associated with the logged in team member, is faster as you do not need to sign each time, simply click on the signature block in the document. He...
Bookem includes three types of forms, each designed for a different purpose in the client journey. Understanding when and how to use each one helps streamline your workflow and ensure you're collecting the right information at the right time. Sendable forms Sendable forms are used to collect detailed client information before or outside...
Document forms in Bookem are designed to help you collect structured, reusable information. One of their most powerful features is the ability to add images - like body charts or diagrams - that can be drawn on directly during note - taking. This is especially helpful for clinical assessments, injury tracking, or progress reports where v...
Bookem allows you to attach audio files to your documents in three different ways. - Add a voice recording from a third party app - Use the microphone to add a voice recording - Use speech - to - text Add a voice recording from a third party app 1. Save the recording to your device using an app like iOS or macOS's Voice Mem...
Bookem allows you to set up various pricing for your business, including services, stock and consumables. Here's how Step 1: Set up line items - First, check and edit your line items by going to Settings > Payments and Invoicing > Line items - Click ' Add line item ' if you need to add any new ones - Enter the appropriate code...
If the services on your online booking page aren’t appearing in your preferred order, you can easily rearrange them from your service settings. Here’s how: - Go to Settings > Services - Click the Reorder button in the top-right corner - All your services will start to "jiggle" to indicate they’re moveable - Drag and drop th...
Bookem allows you to assign multiple durations to a single service, simplifying your service management and improving flexibility for both you and your clients. Instead of creating separate services for each time length, you can offer several duration options under one service. This helps streamline your calendar, reduces admin, and make...
Some services are better booked manually - whether they require a conversation first or are only available to select clients. Here’s how to hide a service from your online booking page: You can see which services are available for online bookings (or not) in Settings > Services How to make a service unavailable for online booking - ...
Services are the appointments your clients can book with you, and they form the foundation of your booking flow. Each service includes key details like duration, location, pricing, and how it can be booked. You can also create services that are not available for online booking. These are typically services your practice offers, but prefe...
Bookem allows you to customise how often appointment slots appear on your online booking page. By default, service intervals match the service duration - but you can adjust this to better suit your workflow and client booking patterns. Default behaviour By default, appointment slots appear at intervals based on the duration of the servi...
Buffers help you manage your schedule more effectively by building in extra time before or after appointments. They’re great for things like travel, setting up a room, completing notes, or simply taking a breather between bookings. You can apply buffers before or after a service - but keep in mind that they need to be set per service and...
Bookem lets you customise online booking forms to match your practice and services. While the default form collects basic client details, you can create customised forms by adding specific client fields such as 'partner's name' for couples consultations or 'address' for home visits, enhancing service-specific bookings. Create a service-s...
If your calendar is rather empty and you'd like clients not to see that when they book an appointment with you, consider using Bookem's Look busy a.k.a. Fog of war feature. It cleverly reduces the number of available booking slots that your clients can see when they book online, but without limiting the total amount of bookings you can t...
You can send bulk SMS messages to specific groups of your clients from Bookem. For example, you could filter by location, date of birth, or purchase history. How to send bulk SMSs Follow these steps: - Go to Messages > Bulk SMS - Click ' Create bulk SMS' - In the Filter section, select the filters you want to use - In the Me...
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 :)
Taking a break? Bookem lets you mark out your holiday time to prevent client bookings. If there's a public holiday or a team member is away, you can indicate them as unavailable by scheduling time off. This ensures clients or other team members won't mistakenly book them. Here's how to set time off for a team: - Go to the Availability...
Integrating your Bookem account with your Google Business Profile page is easy. Here's how Follow these steps: - Copy your Online booking page URL under Settings > Sharing & Integrations Now, add it to your Google Business Profile listing by following the rest of the steps: - Search for your business on google.com - Click the...
One of the first steps in setting up your business on Bookem is setting up your availability. This defines when clients can book appointments online, and if done correctly, ensures that client bookings run smoothly. If you offer online bookings, available slots will appear on your booking page. Here's how to set up your availability Fo...
Bookem allows you to import client lists using CSV or spreadsheet files, saving time by eliminating the need to manually enter information. Ensure that you have your clients' contact information in a CSV (Comma Separated Value) file or spreadsheet, such as Excel or Google Sheets, that you can import into Bookem yourself or contact us to ...
Sendable forms collect client information, including contact details, medical history, and medical aid information. This data can be stored on the form or merged with the client's Bookem profile. - Dynamic form fields Frequently needed information, like medical aid details, should be merged and will automatically update in the profile w...
Clients can complete and sign forms either online before their appointment or in your consulting rooms if needed. This feature is ideal for: - Consent for treatment, such as dry needling - Updating client details during an in-person visit - Clients who haven’t completed their forms before their consultation Important: Each form...
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. Here's how We'll run you through all the steps to successfully set up basic or complex services. Basic details 1. Navigate to Settings > Services 2. Click the ' +New Service' button...
Forms in Bookem let you collect important information from clients online - no more paper forms and manual data capture There are three types of forms you can use: - Sendable forms Used to collect information from clients before or after their appointment (e.g. intake forms or feedback questionnaires) Can be sent via automated messag...
Bookem lets you manage your subscription yourself. Whether you'd like to upgrade or downgrade plans, you can do it yourself. Just follow these steps 1. Click the grey button at the bottom of the left side menu 2. A window will pop-up where you can change your plan or cancel your subscription 3. If you decide to change your plan, o...
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...
Since Bookem doesn't do email campaigns (only bulk SMS campaigns ), you can export your client list to send bulk emails in external bulk emailing apps such as MailChimp or SendGrid. The format of the file that is exported is a comma separated value (.CSV) file. This format is widely accepted by bulk email platforms. You also usually won'...
If a client reports receiving booking notifications for appointments they didn’t make, it's often because multiple client records share the same email address or phone number. Bookem sends notifications based on contact details, so if different client profiles have identical contact info, the system may notify the wrong person. How to in...
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...
Managing notifications and reminders manually can be time-consuming and prone to errors. With Bookem, you can automate messages to your clients for various purposes, such as confirming appointments, reminding them of upcoming bookings, sending video call links, or even following up with surveys. Here's how to make the most of Automated me...
Bookem allows you to set your availability and block once-off events in your calendar as they occur. Manually block slots Follow these steps: 1. Go to your Calendar 2. Click on a time in your Calendar 3. A pop-up will appear. Click ' Block time' 4. Confirm the the start time and end time 5. Select a location or click 'All' if yo...
This help article has recently been updated and moved to a new location to provide you with the most accurate and relevant information. To find out how to create and send automated reminders please refer to this article. You can read all about notifications to clients here.
Bookem makes it easy to book new clients yourself. The minimum information you need to add for a new client is their name. However, you also need to include their cell phone number and/or email address so that they can receive automated notifications. Steps - Open your Bookem calendar - Select the time slot by clicking on the time s...
Bookem makes it very easy for you to export your client data at any point in time. Simply follow these steps: - Go to ' Clients ' - 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. ...
Here's how to link your Bookem account to PayPal - Go to PayPal and register as a business. - Go to PayPal developer dashboard, make sure the Sandbox/Live switch is set to Live - Select Create App. - Give your app a name and select Merchant. Then, click Create App. - Copy your Client ID and Secret. These are long alphan...
Bookem supports complex availability to ensure smooth operations and no double bookings. Bookem helps you manage bookings across: - Multiple locations - Multiple team members - Shared resources like chairs, mats and rooms How to set it up Follow these steps: 1. Under Settings > Team members, check that the ' Associated locati...
If you have bookings on Airbnb and need to block those times on Bookem (or the other way around), here’s how to do it. Sync from AirBnB to Bookem 1. First, read this article on AirBnB to find/copy the link to your AirBnB calendar. 2. Once you have it, go to your profile in Settings > Team Members 3. Click 'Sync with other calendars'...
Yes, you can. If you're going to go larger than 2 or 3 in a group, we recommend swapping out the video call link for the bookings with a Google Meet, Zoom, FaceTime or Teams link. You can do that by simply pasting the new link into the appointment video call link field.
If you contact us via our help channels, we might ask you to send us a screenshot or screen recording of an issue you're experiencing to better assist you. Here's how: On a laptop, or desktop computer - Using your phone's camera, record a video or take a photo and mail or Whatsapp that to the Bookem team - Alternatively, capture a s...
Bookem supports a variety of payment methods so you can track how payments are received and manage reconciliation accurately. You can offer clients flexibility in how they pay - while keeping your records clean and organised. Types of payment methods Bank transfer / EFT - Clients pay directly into your bank account - Reconciliatio...
When you're switching to Bookem, you might need to transfer account balances from your previous system for clients. You can handle both positive and negative balances without affecting your income or tax calculations. Always make sure balances are transferred through payments and not by adjusting invoice line items. You'll have to set u...
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 ...
You can use iCal URLs to sync bookings from Google Calendar, MS Outlook and Apple Calendar with Bookem. This one-way sync ensures your Bookem schedule accurately reflects your bookings from other calendars. Sync external calendars to Bookem First, you need to get your external calendar URL: scroll to the appropriate 3rd party calenda...
If you prefer speaking your text over typing or using a stylus, check out... Bookem's shortcut for speech-to-text 1. Open your Bookem Calendar and navigate to the client whose notes you would like to edit 2. Click 'Documents ^' under the client name to navigate to the client's documents 3. Select an existing document from the drop dow...
To delete one appointment in a sequence of recurring bookings, open the appointment in your calendar and select ' cancel' from the drop down menu at the top right. You will be asked whether you want to cancel only that particular appointment, or all in the sequence. To delete just one, select ' cancel this booking' This video shows ...
Bookem allows you to email open or paid invoices directly to medical aid providers while copying your patient, making claim submissions quick and easy. Here’s how it works: - Add the medical aid provider as a client - Generate the invoice and enter the medical aid’s email address when sending it This article covers how to: - Send...
Bookem has a number of default appointment-related automated reminders. Using automated reminders saves you time and reduces the number of no-shows and late cancellations. By default, reminders are sent out both as an SMS and an email reminder. You can customise this setting and choose how you would like messages to be delivered, i.e on...
Client intake forms can be sent automatically to new clients once their booking is confirmed, helping you save time while collecting important information. Your Bookem account includes a default intake form and appointment template. If you’d like to edit this template, create a new form, or customise the automated message, follow the ste...
Each team member must have their own login credentials in Bookem. This ensures data security, helps keep your practice POPI compliant, and allows Bookem to track activity by user - such as appointment confirmations, client messages, and client notes. For security reasons, do not share your login credentials with anyone on your team. H...
Bookem allows you to download client notes as a PDF directly from the Documents tab. Download notes created in documents Follow these steps: - Go to Clients to find and open the client profile - Click on the ' Documents' tab and open the document to download 3. In the document, click on the arrow in the top right of the screen ...
If you have received a discount code from from another business, you will be eligible for a discount on your first subscription invoice. There are a two ways to use a discount code. Assuming your code is SAMPLECODE, you can do so either by: - copy/pasting the url they gave you into your browser or simply click on it before signing up. ...
Resources can be anything or anyone that is required to render a service. It could refer to a person (team member), a venue (place) or equipment (thing). Note: - A service can't exist without a resource to render the service For example, an sports massage needs a resource(s) to render the service. Eg. A massage therapist (team member...
If you or one of your team members have multiple Bookem login credentials, you can easily switch between them without logging in and out. Here's how 1. If you have login credentials for more than one account, go ahead and log into one of them 2. Now, access your profile on the top right of your Bookem screen 3. Here, you will see th...
Bookem updates regularly and will prompt you to update or be reminded in 5 minutes. Before clicking 'update' to load the latest version finish any unsaved work first. Force an update Occasionally, your browser may not fetch the latest version, necessitating a hard reset, especially with unstable internet or rare issues from 'bad serv...
Bookem conveniently offers your business the flexibility to set different pricing for multiple locations, in multiple currencies Bookem also supports multiple currencies for payments and invoicing. Follow these steps to set up pricing for each location - Go to Settings > Payments & invoicing > Line items - Select a line item, or...
If a client asks "When's my next appointment?" - Bookem has a simple, automated way for them to check. Clients with multiple bookings may lose track of dates, but they can easily request a list of upcoming appointments without needing to contact you directly This feature helps reduce back-and-forth messages and ensures your clients stay ...
This help article has recently been updated and moved to a new location to provide you with the most accurate and relevant information. Please see Setting up client fields for invoices
You can control how bookings are confirmed in Bookem - automatically, after payment, or manually - depending on your workflow. This can be customised per service for online bookings and for your team when creating internal bookings. Customise online booking confirmations (per service) You can decide how each service handles online booki...
Bookem allows you to create custom reusable forms to be used within Notes, typically for, but not limited to, assessment templates. Note forms in Bookem are practical tools designed for efficient note-taking. These can be set up on a client's profile and then utilised to record important information during client interactions. Creating ...
Your business ID is the same as your referral code. When paying Bookem, please use your business number or ID as the reference. You can find this on any unpaid invoice. If you don't have an unpaid invoice, you can still find your business ID on your Bookem profile. Here's how 1. Go to Settings > Accounts > Referrals 2. Scroll down t...
Bookem makes it easy to track your team's commissions by automatically linking team members to invoices created from bookings. For more control, you can add a Team Member column to your invoice line items. This column allows you to check, modify, or override how team members are assigned to invoice line items, such as consumables, stock ...
Bookem offers a convenient feature that automates the inclusion of ICD-10 codes on invoices. How to add ICD-10 codes to a patient's profile Bookem automatically links specific ICD-10 codes from patient profiles, ensuring the correct code is used for invoices. Here's how - First, you'll need to add the ICD-10 code field, if it doesn't...
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...
GrooviMovements Exercise Software ( link ) is an online exercise prescription platform for physiotherapists, occupational therapists, biokineticists, chiropractors, personal trainers and exercise physiologists. GrooviMovements users can link their Bookem account to automatically import client data for clients that need exercises prescrib...
Groups are a way to organise team members and resources so that they can be easily referenced in services. This can make it easier to manage staff coming and going, and it can also allow clients to pick an individual from the group based on availability or preference. What is a resource? In the context of groups, a resource is a person,...
In just a few easy steps, you can provide a form to a client for completion either on your device or theirs. This is particularly beneficial for forms that require completion and signature: - During a consultation, such as "consent for a specific treatment" forms. - For clients who have yet to complete their online intake form prior ...
When exporting documents to PDF in Bookem, you have two header options: - Use a default PDF header - Create a customised document header using a document template Both options give your exported documents a polished, professional appearance - ideal for referral letters, reports, sick notes, and prescriptions. What is a default PDF...
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...
Before exporting your line items, we need to make sure your line items are correctly set up Categorising line items into types If you don't see all line items categorised the way you need, you can edit them to suit your business needs. Bookem offers customisable invoice options, one of which includes adding specific columns tailored to ...
What is a Location? Your location is where your business operates. It can be either: - A physical address: Clients will receive a map link in their appointment notifications (e.g., reminders). Clicking on the map will take them to your location on Google Maps. - Online: For businesses offering virtual services. You can also have onli...
Bookem makes it simple to create and send digital prescriptions. By using the reusable prescription template provided by Bookem - or setting up your own - you can streamline your workflow and reduce admin time. Bookem has integrated with EMGuidance for AES prescriptions - read more here Create and send a script from a client’s appointm...
Over-enthusiastic spam filters unfortunately get it wrong sometimes. At Bookem we do what we can to ensure successful email delivery, and there are some things you can do too. Google, for example, employs artificial intelligence (AI) to classify emails as spam, considering various factors such as server reputation, content of the message...
When filling out fields and forms within Bookem, some information may be saved within your browser using a feature called Autofill. This can cause problems when using Bookem. Here are steps on how to disable Autofill with each browser: Turn off Autofill in Chrome - On your computer, open Chrome. - At the top right, click More (indi...
Bookem's Document feature allows you to take or upload photos in your client notes. Adding photos to client notes, made in documents, helps both team members and clients by providing a visual reference that improves comprehension and recall. They can track progress in exercises and capture key details that support accurate assessment an...
For any upfront payments, partial credit is allocated to invoices as sessions occur until the credit is exhausted. An example: An aesthetic GP accepts upfront payment from a client who prefers a credit system for regular treatments instead of paying each time. Credit is used whenever the client books an appointment until it is depleted....
Custom fields can be used to store any information on team members that is not already covered by the default fields. Here's how Follow these steps: - Go to Settings > Team members - Click ' Custom fields ' - Click ' +Add ' and choose a field type from the list For example: use short text for a practice number and professi...
You can set your availability for services to match your schedule. For example, only offering home visits only on Wednesday and Thursday afternoons and in-office the rest of the time. Just go to your Availability Settings to show client's when you are available for bookings. Schedule types - Available: This creates openings in your di...
Team members can easily add personalised electronic signatures to documents by inserting a signature field in a document or document template. Each e-signature is linked to the logged-in team member, ensuring that only the authorised user can add or use their own signature. Electronic signatures are especially useful for: - Referral let...
Bookem allows you to integrate WigWag as a payment method for your business. Why use WigWag? - It's the most affordable online payment method on Bookem. - Bookem users get a special rate of 2.8% per transaction for local SA transactions. - No fees for processing refunds, making it easier to manage returns. Step 1: Sign up fo...
Accidentally deleted a client? Don’t worry - Bookem allows you to restore deleted clients. When a client is deleted, their details aren’t permanently removed from Bookem. Instead, they are hidden from view, ensuring that their information remains accessible if needed. This means you can easily recover a deleted client and restore their r...
Merging duplicate clients is quick and easy. Bookem typically matches online bookings to existing client profiles. However, variations in details like email, mobile number, or name may lead to the creation of a new profile. This could result in separate booking history, accounts, notes, and other data from the original account. To resol...
If you're updating multiple line items, save time with bulk changes instead of updating them individually. This is especially beneficial for businesses with extensive invoice lists, as updating prices one by one can be time-consuming. Edit your line items in bulk Step 1: Export line items as a CSV file - Go to Settings > Payments & ...
Bookem allows you to book more than one client for the same booking in your calendar. This is useful for seeing multiple clients at once, typically when it is family or similar. Here's how Follow these steps: 1. First, book in one client as per usual via your Bookem calendar 2. Click on ' + add client' Note: If one client cancels ...
Bookem allows clients to access their booking details through personalised links inserted in automated messages. How to insert booking links into automated messages Follow these steps: 1. Go to Settings > Automated messages 2. Open the automated message you'd like to add the booking link to 3. Booking links can be inserted by typin...
If a client has filled in a form, you can print it directly from Bookem or save it as a PDF to share or print later. Here's how: Access the completed form There are two easy ways to find a form completed by your client: From a booking - Open the booking - Click the client’s name to go to their profile - Go to the Forms section ...
This help article has recently been updated and moved to a new location to provide you with the most accurate and relevant information. Please see: Setting your business up if it's tax, e.g. VAT, registered.
Bookem allows you to set a booking policy for late cancellations, no shows, and other issues affecting your income from poor client time management. Note: Bookem can only display this policy to clients; it cannot enforce it directly. Here's how 1. Go to Settings > general preferences 2. Scroll down and toggle ' Booking policy ' to o...
To download your team calendar for one or more days as a PDF, i.e. a daysheet, or to download raw calendar data in a flexible format for doing all kinds of analysis on bookings or client data, follow these steps: 1. In your Bookem Calendar, click on the button with three dots on the top right and select Download. 2. Select Daysheet (P...
This help article has recently been updated and moved to a new location to provide you with the most accurate and relevant information. Please see How to add multiple durations to services
Bookem's EMGuidance integration allows healthcare professionals to quickly issue secure and compliant digital prescriptions, auto-filling patient details and sending them directly to patients or pharmacies. Why Bookem offers EMGuidance integration EM Guidance includes many features that make it an invaluable tool for healthcare professi...
You can share your online booking page details with clients, enabling them to book appointments online, in a number of ways: - Share your online booking page URL - QR code - Embedding your page into your website (this means clients book straight from your website) Note: Online bookings will only be possible if you have availabil...
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. Follow these steps: - Log in with your existing account. If you can't remember your password, choose Forg...
When a client has made a payment via card, bank transfer (EFT) or cash, payment must be manually allocated to invoices. Note: Payments made by integrated online payment methods like SnapScan, Paypal, WigWag or PayFast will be reconciled automatically. Here's how 1. Go to Accounts > Payments and click on ' +New payment ' 2. Specify t...
This help article has recently been updated and moved to a new location to provide you with the most accurate and relevant information. Please see this article for generating a statement in Bookem.
If your team gets alerts when a client books online, but not when a team member manually adds a booking, you might need to change your booking notification settings. You'll need to change the following: by following these steps: 1. Go to Settings > Team Members. select the team member's name and Notifications 2. Change Booking notifi...
When a video call service is created, you will also need to create automated messages and reminders to ensure the video call link gets sent to clients Here's how to send automated video call links An example may look something this: - A unique video call link is automatically generated by Bookem, if the service is a " video call" - ...
Bookem supports various payment methods, including EFT or bank transfer. To receive payments, you'll have to make your banking details available to clients. Here's how to add your banking details: - Go to Settings > Payments & Invoicing > Payment Methods - Click on the '+ Add payment method' on the top right - Now, add a ' Bank ...
If you’ve accidentally deleted a location, you can easily restore it in Bookem. Deleted locations aren’t permanently removed - they are simply hidden from view. This allows you to recover them whenever needed. How to undelete a location Follow these steps: - Go to Settings > Locations - In the top right corner, click the three dott...
Bookem supports various payment methods, including EFT or bank transfer. If you have various locations, you might want to receive payments to different bank accounts for services rendered at the different locations. You'll have to make your banking details available to clients by adding them to the different locations. If you want bankin...
How we handle client data At Bookem, the security and safety of your data is our top priority. This article provides an overview of the measures we take to safeguard your information. Redundancy Our infrastructure is designed for high availability. If a Bookem app server experiences downtime, another instance automatically takes over t...
Variables are used throughout Bookem to save time and reduce manual data entry. In document templates, variables act as dynamic placeholders that automatically pull in information - such as client details, location information, or clinical codes - and update whenever the source data changes. Adding variables to document templates Bookem...
Believe it or not, the biggest general security risk when using Bookem is you and your team. Here are some steps you should take to protect your business data from unauthorised access and keep client information secure: 1. Unique Logins for Each Team Member – No Sharing! Always invite each team member to Bookem with their own email addr...
For video calls to run smoothly for all attendees, camera and mic settings need to be correct. Whether it's on the client or the business's end, incorrect settings can cause frustration and cost more time than necessary. This article will run you through how to make sure your settings are correct. Make sure your computer camera or webcam...
Bookem lets you show customisable forms clients to fill in before their appointment when booking online. The default one asks for the client's name, surname, email and contact number. You can customise these forms to include service-specific questions. Here's how 1. Go to Settings > Services and click on the ' Forms' tab 2. Choose...
This help article has recently been updated and moved to a new location to provide you with the most accurate and relevant information. Please see this article: How to sync Bookem with other calendars: Outlook, Google and Apple
Bookem provides an overview of your aged receivables & credits, also known as an 'Age analysis', which helps you track outstanding payments owed to your business. This report categorises debts based on their age, giving you insight into overdue invoices and available credits. To view your aged receivables & credits Follow these steps: ...
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...
Line items serve as a price list, including treatment codes, descriptions, and prices. This article explains how to update existing line items or add new ones, ensuring your pricing and service details stay accurate and up to date. Here's how - Go to Settings > Payments and Invoicing > Line Items - Select ' +New line item' - Fi...
This help article has recently been updated and moved to a new location to provide you with the most accurate and relevant information. Please see How do I send forms automatically?
A data list in Bookem is a structured collection of predefined information that helps streamline documentation, invoicing and record-keeping. These lists include standardised medical codes like ICD-10, as well as custom lists such as pain scores, essential medicines, and other frequently used references. By using data lists, healthcare pr...
Migrating bookings from any other platform or external calendar, such as Google or Outlook, to Bookem has to be done manually. These are some tricks we recommend to ease things a bit: - Import your clients' information into Bookem. If you have a spreadsheet or Excel file with your clients' names, phone numbers, and email addresses, you...
Bookem currently supports packages, but our approach will become even more seamless in the near future. In the meantime, you can use our effective workaround to offer packages to your clients. This guide covers how to: - Set up line items for packages - Configure services for package sessions - Book packages - Invoice clients f...
Bookem allows you to manage your General preferences effectively under General Preferences This allows you to: - Control the confirmation settings for bookings: either manually or automatically, with or without payment. - Enable online bookings for an easier scheduling experience for clients. - Set a reservation period for unpai...
Occasionally you may experience feedback in a video call session, this can be caused by your device/settings or the device/settings of the person who you are meeting with. Feedback can only be caused by one thing: a microphone picking up sound being broadcast by a speaker, amplifying that sound and sending it through the speaker, the mi...
This help article has recently been updated and moved to a new location to provide you with the most accurate and relevant information. Please see How to view hidden bookings
Double bookings can happen when booking settings, team processes, or client communication aren’t aligned. To minimise risk, it’s important to understand how your system is set up, how bookings are confirmed, and what your clients and team members see at each stage. Check your booking workflow and system settings Review your service sett...
Tokens are Bookem's currency for SMSs and are paid for up-front and is not part of your monthly subscription fee. Sending SMS messages, manual or automated, are entirely optional. Emails are always free. How it works SMSs are optional and so are notifications. You can decide if or when they get sent and for which triggers (on confirmat...
When generating an invoice, Bookem automatically includes the client’s name and address from their profile. Invoice templates come with preset client fields, allowing you to create medical aid-compliant invoices straight away. You can also customise your invoice template with additional client information. How invoices pull client detail...
Messages to clients are sent via SMS or email. The fallback functionality helps ensure messages are delivered when client’s profile is missing an email or cellphone number or you have run out of SMS tokens. Here's how it works If you're using, as an example, e-mail with SMS as fallback : - When an email address is not available, but ...
Bookem typically links online bookings to existing client profiles. However, if there are variations in details like email, mobile number, or name, a new profile may be created, leading to separate booking history, accounts, and notes. How to avoid duplicate client profiles: - Ensure the email address and mobile number match exactly ...
Bookem allows a one-way sync to let your Bookem calendar show up on your Apple calendar If you'd like to do this the other way around, click here: Synchronise external calendars with Bookem Keep in mind - The timing of your external calendar syncs are entirely dependent on how frequently this platform decide to check for updates. ...
Bookem allows you to integrate SnapScan as a payment method for your business. Register for Snapscan 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. Keep this close and note that it is case-sensitive. Integrate SnapScan with Booke...
There may be instances where one user administers, or is a team member of, more than one business. In this case, the user can access multiple accounts with their unique login. In order to give the user access to your account, simply ensure they have one common user name and password that they use for all businesses they are associated w...
Reordering resources in your Bookem Calendar is easy. Here's how - Go to your Calendar - Click on the down arrow next to the team member's name - Click on ' Reorder columns ' - Drag and drop team members/ resources to re-arrange the order they appear on the calendar as needed Note: Each Team Member can choose their own o...
Bookem allows you to add clients to more than one location. Here's how - Go to Clients - Select the relevant client and open their profile - Scroll to Locations at the bottom of the page, and click in the location field - Pick the required location from the dropdown and click save Learn more - Pricing for different loca...
SMS messages are a reliable and professional way to keep your clients and team informed. You can use Bookem to send booking confirmations, reminders, follow-ups, and more - directly to your clients’ mobile phones. Why SMS? SMS works on every mobile phone, doesn’t require an internet connection, and cuts through the noise of crowded apps...
Customised headers can only be used in Documents. We encourage users to use headers that have been set up and made available in the chosen business template when signing up for Bookem. Alternatively, you can also create your own customised headers in Document Templates. Note: You can create and use a document template as a custom heade...
Bookem stores your hidden bookings. You can keep them out of sight or have them in view on your Calendar. Bookem keeps track of all your bookings and booking history. A booking will be hidden for two reasons 1. The booking was cancelled 2. The booking that was unconfirmed expired - An unpaid booking t hat requires payment for confirm...
This article is for businesses that need to calculate earnings for individual team members - for example, for services they’ve provided or consumables and stock they’ve sold. Bookem makes this easy - but it’s important to understand how and when team members are linked to invoices so that your reporting stays accurate. How team members ...
Bookem allows your clients to upload files through sendable forms. This can be useful for virtual consultations where the client's documents or reference images for their concern can be added. Here’s how 1. Set up the form to collect file uploads: - Go to Forms and locate the form you’d like clients to add files to; or add it to a serv...
Before reading this article, make sure your camera settings are correct. Follow the steps in this article first: Camera/webcam settings for video calls Once you've ensured your camera settings are correct, follow the steps for your specific browser on either Windows or Android: On your Windows desktop or laptop Firefox 1. Open Firef...
This article explains how to apply overpayments or previous credits to an invoice for accurate account balances. Here's how Follow these steps: 1. Generate a new invoice from the booking on your Calendar 2. If the client has credit on their account, a notification will appear at the bottom of the invoice 3. To apply the credit, firs...
Bookem makes it easy to generate invoices directly from your calendar or from a client’s profile. Whether you're billing for an appointment, a package, or a product, you can create and manage invoices in just a few clicks. With visual invoice statuses in your calendar, you can quickly see: - Appointments that still need to be invoiced ...
Bookem makes it simple to apply tax, such as VAT, to your client invoices How to set up your tax settings 1. Add your tax number - Go to Settings > Payments & invoicing - Enter your tax number under Additional business information 2. Configure your tax settings - In Settings > Payments & Invoicing scroll to the bottom of your...
Follow these steps to add a ' Book now' button to your website, which will direct users to your Bookem online booking page. - In the side panel, go to Settings > Sharing & integrations - Here, you will find your Online booking page URL - Copy your online booking page URL to a button on your website button. If you haven't already...
Bookem supports two way communication between you and your clients. Every message (email and SMS) is tracked and logged for your records. There are two ways to access client messages From the client profile - Go to the client's profile via Clients or via your Calendar - Navigate to the ' Messages ' tab on the client's profile to...
If you want to ensure clients complete certain fields on a form, you can mark them as required by following these steps: - Go to Forms and open relevant form. - Select the field you'd like to mark as required and toggle 'Required' to the On position.
With Bookem, you can easily upload and store images, documents, voice notes, videos, and more directly in a client’s document. This feature is available with Bookem Premium, which offers unlimited storage and supports most common file types. Why upload files and media to documents? Uploading files to client documents is a simple way to ...
Bookem allows you to insert fully customisable tables into both Documents and Document Templates, making it easier to structure information clearly and professionally. Tables are a great way to: - Present data - Group related content - Create structured layouts for treatment plans, medication lists, and checklists - Track progre...
Bookem lets you use document forms in client notes within documents. These are especially useful for creating notes for assessments, progress reports, or completing questionnaires. Add a note form template to a client's note document Follow these steps: 1. Open the client 's profile and navigate to the 'Documents' tab 2. Open a new or...
Bookem allows both clients and team members to cancel bookings. You can customise your cancellation policy, decide who can cancel, and choose whether or not to notify clients. Here's how to manage cancellation settings and actions in Bookem: Set your cancellation policy Start by deciding whether clients should be able to cancel their ow...
Variables in Bookem allow you to automatically pull in key information - like client details, appointment dates, ICD-10 codes, and more - directly into your documents. While the most efficient way to use variables is by setting them up in a document template, there may be times when you want to insert a variable manually into an individua...
With Bookem, you can receive notifications for any bookings or changes to bookings, whether they're made online or by a team member and choose to turn these notifications on or off as per your preference. Note: notifications are only sent if a client, or team member makes a booking/ change in your calendar, if you book an appointment/ ma...
Bookem Documents allows you to create and send professional and medical notes. This is the primary way to take notes and create documents like case summaries and referral letters in Bookem. Create notes in documents You can start with a blank document or choose a pre-made template from our template library. Templates can save you time ...
At this stage, Bookem does not natively deal with real-time medical aid claims, also known as EDI or switching. This will change in 2024. However, we have partnered with a so-called bureau that specialises in medical billing. We call this our Medical Billing Service. For practices using this service, our remote team issues invoices and ...
To access the history for a particular booking, do the following: - Navigate to the Calendar page on your Bookem dashboard. - Locate and click on the specific booking. - Navigate down to 'Booking history' to view all activity for the selected booking.
Looking to sync your Apple calendar? Click here to learn how to let your Bookem calendar show up on your Apple calendar Bookem allows a one-way sync to let your Bookem calendar show up on your Outlook and Google calendars Keep in mind The synchronisation of your external calendar depends on the update schedules of systems. Google syn...
Bookem allows you to copy ICD-10 codes from one line to the next within an invoice, saving you time and effort. Here's how: - Generate/ open an invoice by going to the booking in your calendar, or navigating to the ' Account ' tab in the client profile - When editing an invoice, enter the ICD-10 code/s in the designated column for th...
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 ...
Bookem offers three types of customisable online forms: sendable, booking, and document forms. This article focuses on sendable forms, commonly used for new client intake, consent forms, questionnaires, and surveys. Your Bookem account has a number of sendable form templates, which you can edit, or use as is. Before diving into sendab...
- 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.... ...
A client profile field refers to specific categories of information about a customer, such as their name or contact details. You get some client fields added by default to your business when you sign up, which can (mostly) be removed or edited. You can also add client fields if you need more. These profile fields can then be used/pre-pop...
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...
To change the VAT rate in Bookem - Go to Settings > Payments & invoicing - Scroll to the bottom of the invoice set up screen - Update the default tax rate and - Click Save
Sometimes, GPS can't locate you precisely. Providing detailed directions, parking information, or noting any one-way streets unknown to Google can help your clients reach their appointments on time. Follow these steps to add additional directions to location: 1. Go to Settings - Location, select the location, then click edit 2. Add a...
Payfast is one of the payment methods supported by Bookem Here's a help article explaining all payment methods. Set up your PayFast account Follow these steps: 1. Go to the PayFast website and click on the ' Sign up' button 2. Select the type of account you want to create (business or non-profit) 3. Enter your email address and pas...
You can see your bookings on third party calendars like Google calendar or Microsoft Outlook with your team member iCal feed. Learn how to sync your bookings here - Mac, Apple or iOS device calendar - Google or Outlook calendar Note : The one-way sync won't be immediate. The sync time is completely up to your calendar provide...
Add your Public URL link to 'Website' on your Facebook Business Page Follow these steps: 1. First, copy your Public URL link from Settings > Sharing & integrations 2. Now, open your Facebook business page 3. On the left-hand side, under ' About ', select ' Edit details ' 4. Scroll down to ' Websites ' and click on the pencil icon to...
QR codes are used to access online booking pages or make payments by scanning it on a smart device with a camera. Here's how On Android devices or on iOS, simply activate the camera, point it at the QR code using the QR code scanner or by simply using the camera. Tap on the prompt to open the link. Learn more - Allowing clients to b...
The email address you sign up with for Bookem will be the one used to send notifications, like booking confirmations and cancellations. This article will walk you through how to change your email address for: - A private team member login - A location specific email address - Billing related to your Bookem subscription How to ...
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.
Everyone needs regular breaks, like lunchtime, which should be marked as 'unavailable' in your calendar to avoid any bookings during these slots. Here's a simple way to do it: - Navigate to the ' Availability ' tab and choose ' +time off ' from the top of the screen. - If your lunch break is from 12:00 PM to 1:00 PM daily, for exa...
Online payments are a popular way for businesses to collect payments from Bookem clients They are easy, safe, and fast. Bookem makes it even easier for clients to pay for your services by creating an invoice and providing a simple way to pay online. Bookem also keeps track of the amount of money your clients owe or have credit. Bookem ...
Bookem allows you to reschedule, edit or cancel bookings as needed. Here's how Follow these steps: - Go to your Calendar - Navigate to the booking you'd like to edit - Now, you can either drag and drop a booking directly or click on it to edit - If you click on it, you can edit the time and date manually - Now, before savi...
Bookem provides a variety of subscription packages designed to meet the specific needs of different business types. The options include Core, Plus, Premium and Medical, with each tier offering progressively more advanced features as you move up. All about Bookem Premium Bookem Premium is ultimate solution for a streamlined work flow. T...
Bookem makes it easy to create and send professional referral letters using document templates that automatically populate with relevant client and business information. This saves you time, ensures accuracy, and streamlines your workflow. This video shows how to create and send a referral letter directly from your Bookem calendar using ...
This help article has recently been updated and moved to a new location to provide you with the most accurate and relevant information. Please see How to carry over balances from a previous system to Bookem
Forms in Bookem provide a wide range of input fields to help you collect accurate, relevant information from clients - whether before a booking, during a consultation, or via a questionnaire. Bookem supports three types of forms, each designed for a different part of your workflow: Sendable forms Used to collect client information befo...
When a client pays a deposit, payment can be created and allocated to their account even before an invoice has been created. This amount can later be allocated to an invoice once the service has been rendered. Follow these steps: Step 1. Create the payment - Go to Accounts > Payments - Clicking the ' New payment ' button at the to...
You probably don't want clients booking appointments with you on public holidays. However, manually blocking out these dates at each location can be time-consuming. We'll show you how to expedite this process. Subscribe to an external calendar feed To prevent public bookings during these times throughout the year, you can subscribe to e...
You can install Bookem as an app on different devices, including your mobile, tablet and desktop devices. Note: Bookem is what’s called a Progressive Web App (PWA). This means that it's not necessary to download from an app store. On desktop computers and laptops Follow these steps: - Open your browser (We recommend using Chrome) ...
Bookem supports multiple currencies for a business. To enable this, set payments and invoicing to keep separate client accounts for each location. Here's how Follow these steps: 1. Go to Settings > Payments & Invoicing 2. Under 'Client accounts', select 'Maintain seperate client accounts for each location' 3. Next go to Settings >...
Yes! Your business can operate in various locations, each with its own time zone. To prevent any time mix-ups, Bookem converts the start times in notifications to clients to their own time zone. You can set your time zone in Settings > Locations When clients from different parts of the world book online, they see your available hours...
Bookem allows you to download a spreadsheet to help you track what payments you've received and through which payment channels, i.e. payment methods. Here's how Follow these steps: 1. View your payments received at Accounts > Payments 2. Click on the ' Export' button 3. Select your date range and "download" Here's an example of a s...
Bookem allows you to generate and send statements and invoices. It also allows clients to pay directly by using the payment details and QR codes provided on them by either clicking or scanning. Note : Funds paid by clients using online payment methods will automatically be allocated to outstanding invoices, starting with the oldest. If ...
After you've set up your availability and services, you may want to allow some services only at specific times, like on the hour or at certain time gaps. Here's how to customise booking time slot availability: 1. Go to Settings > Services 2. Select the service you would like to edit 3. Scroll to the ' show more' button under ' durati...
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, a full screen or a Chrome tab.
Bookem supports multiple team members and allows the extraction of their billing reports. Here's how Follow these steps: - Go to Accounts > Invoices - Click on the ' export line items' button - Now, set the date range for the report and download An Excel table will be exported. Below is an example of the details, these are de...
Bookem automatically generates video call links for your virtual appointments - no software downloads required for clients. With the integrated video call feature, Bookem handles everything, so you don’t need a third-party service. Follow these steps to set up video call services 1. Go to Settings > Services and click '+ New service' in...
Bookem allows you to change your online booking page URL that is used to direct clients to your online booking page. Here's how Follow these steps: 1. Go to Settings > Business profile 2. Edit your online page booking URL in the text box on the top right 3.Click 'Save' That's it! Learn more - How do I add a Book now button to...
Bookem allows you to access client's full booking history. This provides a complete record of their interactions with your business. Here's how you do it: - Go to the Clients page - Find the client whose booking history you want to view - Click on the client's name to open their profile - Click on their Bookings tab The b...
Document templates are one of the most powerful ways to save time, stay consistent, and reduce repetitive work in Bookem. Whether you're creating referral letters, sick notes, treatment plans, or progress notes, templates let you build once and reuse forever. Templates can include formatted text, structured fields, variables that pull in...
Note forms let you create custom, reusable forms for any document or template. However, we recommend using document templates where possible, as they offer more flexibility and functionality. If you’d like to use an existing note form, you can still insert it into a document or template. Here’s how: Inserting a note form Follow these s...
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. Learn more - Marking important fields as required - Form field types
You can view your Bookem bookings on your Google Calendar, MS Outlook, and other apps This article will show you how to sync your Bookem calendar with your other calendars. With this one-way sync, any busy slots on your Bookem calendar will automatically block out your availability on your external calendars. Sync your Bookem calendar ...
This help article has recently been updated and moved to a new location to provide you with the most accurate and relevant information. Please see How to take bookings directly from your website: Embedding Bookem
Embedding Bookem’s online booking page replaces and enhances Wix’s booking functionality by managing complex schedules and service availability. To optimize Bookem on Wix, use Custom Elements for insertion. Embed Bookem on Wix Follow these steps: - Go to your Wix site - Click ' Add' button on the left side of the Editor - Click...
You can embed your Bookem public booking page directly in your website. This allows you to have full control over the look and feel of your booking page, and it also gives you the ability to track bookings and other data through Google Analytics. How to embed your public booking page into your website Follow these steps: - Go to Settin...
If you've previously deleted a team member, you can restore their profile without immediately giving them access to Bookem again. This allows you to retain their booking history and make them bookable again if needed. How to undelete a team member Follow these steps: - Go to Settings > Team members - Click the three-dotted menu (⋮)...
How to obtain our banking details For security reasons, we do not publicly list our banking details online. To make a payment, you can: - Check your invoice – Our banking details are included on your official invoice. - Contact us directly – Reach out via any of our regular support channels to request banking details securely. Pay...
Integrated video calling is a Bookem Plus feature, which automatically generates video call links for virtual appointments. The beauty of using 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 ...
Variables are dynamic placeholders that automatically insert important information - such as a client’s name, appointment date, or service details - into documents, invoices, and automated messages. They save time, reduce errors, and help keep your communications consistent and personalised. This article will guide you through how to us...
You can install Bookem as an app on different Apple devices, including your iPhone, iPad and Mac devices. Note: Bookem is what’s called a Progressive Web App (PWA). This means that it's not necessary to download from an app store. Here's how to install Bookem on your iPhone Follow these steps: - Open your Safari browser - Navigate...
A variable in Bookem is a dynamic placeholder used to automatically insert specific pieces of information - such as a client’s name, appointment date, or business contact details - into documents, invoices, and automated messages. Instead of manually typing out this information every time, variables pull it directly from the relevant data...
This help article has recently been updated and moved to a new location to provide you with the most accurate and relevant information. Please see How to carry over account balances from a previous system to Bookem
You can export invoices, line items, and payments from Bookem as spreadsheets. But if you're looking for more flexible reporting, head over to the Reports section to generate detailed breakdowns by service, team member, location, and more. ⚠️ Note: Reports are only visible to team members with Admin rights How to create and view reports...
Bookem supports various payment gateways to expedite your online payments To accept payments online, the following payment gateways are supported: - Snapscan - Payfast - Paypal We are working towards adding more options. If you urgently need another, ping us on [email protected] with your request. Learn more - Online Payment...
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...
Bookem helps you keep track of your Token balance. Tokens are Bookem's currency for SMSes and are paid for up-front. Click here to read more on: What is a Token? Here's how Bookem can help prevent you running out of tokens: Set up a Low token balance Setting up a low token balance threshold means that if your token balance dips b...
Document forms are a powerful way to collect structured information consistently within your documents. Designed for repeatable use, they’re ideal for assessments, clinical notes, progress tracking, and more. Unlike document templates, document forms focus on capturing specific data with structured fields. You can set required fields, mo...
We all have busy schedules, and it can be easy to forget about appointments. By setting up reminders for your team members, you can help them stay on track and avoid missed appointments. How to set up reminders for a team member Follow these steps: - Go to Settings > Team Members - Select the team member you want to set up a rem...
To change your business address for invoicing purposes Follow these steps: - Go to Settings > Payments & Invoicing - Scroll to Invoice address and contact details and edit the address accordingly Now your invoices will reflect the correct address details, while your bookings will send clients to your physical location.
Bookem lets you add as many team members as you want. Each team member profile should be set up appropriately to ensure your bookings are made correctly. Here's how 1. Go to Settings > Team Members and select or create a team member 2. Add the locations the team members works at in 'Associated locations' - remember to set up their ava...
When using voice to text in Bookem Notes, ensure you have inserted your cursor in the document (click in the document) before starting your voice recording. That way Bookem knows where to insert the text when you start speaking.
Bookem allows you to print your forms with or without hidden fields. How to print a filled-in form with hidden fields - Go to Forms - Navigate to the relevant form - Click on ' Responses' - Navigate to the client 's filled-in form that you'd like to print - Click on the 3 dotted kebab on the right and pick from one of the ...
Line items serve as a price list, including treatment codes, descriptions, and prices. This article explains how to update existing line items or add new ones, ensuring your pricing and service details stay accurate and up to date. Here’s how Follow these steps: - Go to Settings > Payments & Invoicing - Navigate to the 'Line items'...
Bookem lets you automatically send forms to clients for first bookings only. This is useful if you need to have a client sign consent for a particular treatment, or let existing clients update an intake form when they book a service that is not an "initial consultation". Here's how: - Edit or create the sendable form e.g. intake or co...
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
Bookem makes generating and sending statements simple. Here's how - Go to Clients and select and open your client's profile - Navigate to the 'Account' tab NOTE: You can only create a statement once an invoice has been finalised - Click on 'Statements' - Select the statement range : 30, 60, 90 or 180, or enter your custom da...
Need to send a receipt for a paid invoice? Bookem makes it easy. There are two simple ways to do this - either from a booking in your calendar or directly through the Accounts section. Method 1: From a calendar booking - Open the booking in your calendar - Click New Invoice to generate the invoice - Select Finalise & Pay - Allo...
There are many reasons why you might want to remove a team member. It's important to know how to do it correctly. We'll use some case scenarios to explain how to correctly go about removing a team member in Bookem. Scenario A: A team member is going on leave If a bookable team member is going on extended leave, e.g. maternity or patern...
Bookem allows you to create recurring appointment for clients who need to see you on a regular basis. This video shows you how to create a recurring booking, cancel a single booking within the series, and provide a reason for the cancellation. Watch now to see how it’s done. Here's how 1. Go to your calendar 2. Open an existing book...
Your Bookem calendar allows you to change your view to day, week, month or list. You can choose what filter to apply to make it easier to find specific booking types from "List view" Here's how it works Go to your calendar and click the drop down in the top right corner Select the view you'd like to see Below is an example of what y...
Bookem allows you to add as many team members as you want. Each subscription plan includes 3 bookable team members, with admin access always free. Additional bookable team members will incur extra charges. Follow each step below carefully to fully set up your team members: - Add a team member - Set up availability for the team memb...
Bookem allows you to use 'Add to calendar' options on online booking view. After your client makes a booking, they can add their booking to an external calendar like Google or Outlook. Here's how 1. When your client follows the link in their booking reminder/confirmation SMS or email, they will see the 'Add to your calendar' button ...
Give 50% off, get 50% off! Bookem grows mainly through word of mouth, and now you can earn rewards for helping spread the word. When you refer a new client to Bookem, they’ll receive 50% off their first invoice. Once they’ve paid, you’ll get 50% off your next invoice. How it works - Your unique referral code is the same as your busine...
Documents, such as patient notes, referral letters, and sick notes, can be marked as private to restrict access from other team members. This ensures confidentiality and protects sensitive information. Important Note: Your privacy preference will be remembered automatically, so you don’t have to manually set it each time a new document...
You can cancel your subscription anytime with just a few clicks. No need to contact us, and there’s no notice period required. Please note: We do not debit your bank account automatically using debit orders. However, if you're paying Bookem with your bank's repeat payment functionality, AKA standing orders, don't forget to cancel this. ...