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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 as VAT or business number in Additional business information

  • Check your admission/intake form: NB Ts & Cs need to be correct (click 'Edit' next to the form you wish to view/change). See this article for more info on setting up forms.

  • Set up location address and contact details for clients by heading to Locations. Add more Locations if you need.

  • Add your Team Members, add them to Groups and associate them or their groups with each service your business offers. Read more.

  • Set up your availability/working hours for for your Team for each Location. Read more

  • Set up your pricing for each location

  • set up your business payment methods, for e.g:

    • click on Bank transfer and add your bank details (if bank transfers are accepted as payment)

    • Configure a Snapscan, Zapper (coming soon), Payfast, and/or Paypal account to accept online payments for invoices

  • Amend/add to your note templates/Note Forms (select Notes). See how.

  • Check Automated messages: send a form only when needed, tweak your booking confirmations/reminders; check copy for any amendments to the tone/verbiage. Read more

  • Sync your external calendar with Bookem to block out slots. Each team members would need to do this for themselves.

  • Update business logo or change your public booking url to something shorter/more catchy on your Business Profile

  • Publish your public booking URL using any of the following options:

  • If you're using Whatsapp Business, set up an auto-reply/away message directing your clients to book a session online. See how.

  • import your existing clients: we can do this for you (contact us about this by replying to this mail) or do it yourself

Now TEST! Book yourself, your partner or another team member in - and/or let them book themselves in online - and go through the entire flow:

  • booking: test that notifications for initial and follow-up bookings are correct

  • complete the intake form sent for a initial booking:

    • are your Terms & conditions correct?

    • are all required fields throwing a validation error when submitting and they're not completed?

    • Have a look at client profile, does all relevant client data populate on their profiles

  • straight from your calendar, clicking on the test booking(s), invoice for the test bookings made:

    • can you easily search for line items, and is the pricing correct?

    • are all the required columns showing (if not, you can add more columns by clicking Edit columns here)

    • after finalising the invoice, check a pdf version of the invoice and make sure

      • your logo is showing

      • all relevant client details, such as their medical aid or date of birth, is showing, if required

      • Payment methods are listed correctly at the bottom of your invoice, such as your bank details and your payment gateway QR code

  • Notes: also from your calendar, click to create a Note, then choose a Note form by clicking on the clipboard icon on the top right. Are all your templates there? If not, find out how to add some.

Once you're happy, move your bookings one by one into your Bookem calendar!

If you need any assistance, please contact us on any of listed channels on Help.