If you are experiencing a problem, need help, or would like to suggest an improvement, email us at help@bookem.com, call us on +27 21 201 7071, or whatsapp us at +27 87 250 0345.
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 corre...
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 where you run your...
You may feel that if clients booking online see a totally open schedule like the one below, it might give the wrong impression. Or perhaps you only want a maximum number of slots to show available per day. Limit your public availability, by telling Bookem to show a maximum of x amount of slots and a minimum of y slots on any particul...
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. Here's how to send bulk SMSs: - Go to Messages - Bulk SMS - Click Create bulk SMS - In the Filter section, select the filters you want to use - In the Message section, e...
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 (formerly known as Google My Business) page is easy. Just copy your Public Booking Page URL in your Business Profile Settings, and add it to your Google Business Profile listing. To do this: - Search for your business on google.com and click the Bookings icon: - Se...
To set up your working hours/availability, first ensure the right location is selected. Availability must be set at each location separately, as time zones may differ. - Go to Availability. - Choose Available from the "Schedule type" drop down. - In the From field, enter the start time of your availability interval. - In the...
To show pricing online, go to Booking Preferences. The setting Show pricing online needs to be ticked. By default, pricing doesn't show to clients making online bookings. Bookem Basic users set simple pricing in Settings - Services. Bookem Plus or Bookem Premium users set pricing Payments & Invoicing - Line items, these prices ...
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 accordingl...
Bookem allows to import client lists into Bookem by using CSV or spreadsheet files. If you have your clients' contact information in a CSV (Comma Separated Value) file or spreadsheet, such as Excel or Numbers (if you're on a Mac), you can import them into Bookem. This will save you time, as you won't have to manually enter their informat...
Forms can be used to collect information about clients, such as their contact details, medical history, medical aid information and more. This information can be stored on the form itself, or can be merged with a client's profile on Bookem. - Information that is frequently required, such as the client's medical aid details, should be mer...
Bookem allows you to add so much more than just text to your Note Forms. But first, - Sendable, Booking and Note Forms, what's the difference? - How do I add a Note Form to a client's notes? You can add different fields to a Note Form: - Text fields: Short and long text entries. - Dropdowns: Can be linked to data lists. ...
Clients can conveniently complete and sign forms online. However, if needed, they can also fill them out at your location. Great for consent for treatment such as dry needling, updating details in your rooms, or for clients who may not have completed their forms, before their consultation. There are two ways to let a client complete a ...
When you navigate to Forms in the Bookem side menu, you are presented with three different forms. Not sure what they are? Let us explain: Sendable Forms A Sendable form is designed to collect comprehensive client information such as Name, ID Number, Medical Aid details, and Address. These are typically sent for e.g. to new clients upo...
Bookem forms allows you to capture client information online. This means no more paper forms! There are three types of forms: Sendable forms These forms, such as intake forms or questionnaires, are used to gather information from clients. You can send these forms either manually or automatically. Learn more about automating messages...
Bookem allows you to add a signature field to your Notes so that the person making notes can sign off on it. If you prefer to have a signature captured whenever making Notes, follow these steps: - Navigate to Forms then click the Note tab at the top right. You can either create a new Note Form or edit an existing one. - Once you hav...
Bookem lets you manage your subscription. Whether you'd like to upgrade or downgrade plans, you can do it all yourself. Just follow these steps: 1. Go to Settings > Account 2. Navigate to the Settings tab 3. Here, you can change your plan or cancel your subscription. 4. If you decide to change your plan, two of the following sc...
This article steps you through a typical journey, from beginning to end. Booking to billing, from a business and client's perspective. This walk-through should create a good idea of how things could work for you and your clients. 1. Making your first booking To make a booking, go to your calendar and click on any time slot. You should s...
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...
If a client is receiving notifications for bookings they did not make, it may be because you have more than one client associated with the same email or phone number. To check 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 listed, this i...
Since Bookem doesn't do email campaigns (only bulk SMS campaigns ), you can use the exported client list to send bulk emails in bulk emailing apps like MailChimp. Here's how to export your client list: 1. Head to Clients, click on Export Clients at the top of the page. 2. You can also download a list of clients that have had bookings i...
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...
You may need to inform clients about many things, like confirming appointments, completing forms, reminding them of appointments, send video call links and follow up surveys. Doing this manually can be tedious and not always reliable. Luckily, Bookem can handle this for you! To set client notifications, go to Settings - Automated message...
Bookem allows you to manage your General preferences effectively from Settings - 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...
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
You can only delete an invoice in its draft stage. Note: Deleting is not the same as voiding. Voiding an invoice turns allocated payments into credit and doesn't erase the invoice, but rather archives it for audit and fraud prevention purposes. Click here to learn how to void an invoice. Here are the steps to delete a draft invoice in ...
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...
Service intervals are by default, the length of the service. In other words, if a 15-minute service is available from 08:00 to 10:00, available service intervals will display as 08:00, 08:15, 08:30, 08:45, etc. on your public booking page. This ensures you can take maximum amount of bookings daily. However, on other days, you might hav...
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...
Tokens are Bookem's currency for SMSs and are paid for up-front. Sending SMS messages, manual or automated, are entirely optional. Emails are always free. How to calculate SMS costs using tokens - Tokens are charged based on the recipient's mobile provider's location. So, if someone travels from London to the US but uses their UK phone...
You can set up your business invoice template with any custom information about your clients, such as identity numbers or medical aid details. Invoices use information from client fields from profiles that have been automatically updated through form submissions. All that's needed is to set up your invoice template with the correct cl...
Bookem supports multiple practitioners and practice numbers in one business. To generate an invoice that reflects the relevant practitioner's practice number, follow these steps: - Go to Settings - Team Members. - Select the team member's name. - Scroll down to Invoice information. - Enter the practitioner's practice number...
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...
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. How to find duplicate clients: - Go to Clients ...
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. 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. To integrate SnapScan with Bookem, follow these steps: ...
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...
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...
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. A lapsed requested booking that required payment for confirmation Follow these steps to...
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.
Sometimes we'll ask you to send us a screenshot or screen recording of an issue you're experiencing, or a point that's under discussion on your device. This article tells you how to get this from your mobile device, whether it's an iOS or an Android. On a laptop, or desktop computer If it's a desktop, simply record a video or take an im...
To allocate a client's credit balance as part, or full, payment of an invoice that is due. - Go to Account - Invoices and select the relevant invoice. (You can also access the client's invoice through their profile.) - Click the apply credit - If the credit covers the whole fee, the invoice will be marked as paid. If there is an...
Bookem lets you record numerous payment methods to track the source of your payments: - Bank transfer - these are payments which clear in your bank account(s) (reconciliation is done manually ) - Card payments (reconciliation is done manually ) - Cash payments (reconciliation is done manually ) - Online payments - such as credit...
You can delete a recorded payment from the invoice it was allocated to, or from Payments, in Bookem. To delete payment from the invoice: - Go to Accounts - Invoices. - Select and open the relevant invoice. - Click the payment at the bottom right. - Click the Delete button. To delete a payment from "Payments": - Go to...
You can create invoices for individual appointments, or for multiple appointments at once. To generate an invoice, you'll need all the usual details such as the client's name, the bookings being invoiced (if any), and the issue and due dates. We also need to know what you're invoicing for. If you're creating an invoice from a booking, the...
Some users who use password managers such as Lastpass, Chrome, which comes with a password manager, Keychain (iOS/MacOS), or 1Password, may give a warning such as "...a data breach on a site or app exposed your password. Chrome recommends checking your saved passwords and changing your password...". See the image below. But whatever pa...
Adding a Book now button to your website will direct users to your public booking page. You'll need to know a little bit about HTML to do this... To access the code for the button go to Calendar and click on the Share icon on the top right, select "Share". Scroll down the page to "Book now button", copy the code and insert the button...
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 " Clients - Messages " and pick sent or received from the t...
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 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: ...
You can upload and store images, files, voice notes, videos, and more in Bookem Notes. Bookem supports most common file types, and storage is unlimited and free with Bookem Premium. This is particularly handy if you: - Prefer to hand write notes, and want to scan and save them after your session. - Need to video, or photograph a cli...
Voiding an invoice turns allocated payments into credit and doesn't erase the invoice, but rather archives it for audit and fraud prevention purposes. Here are the steps to void an invoice in Bookem: - Go to Accounts - Invoices. - Select and open the invoice you want to void. - Click on the Status drop-down menu and select Void, ...
Bookem allows you to use templates in your client notes. These are particularly useful for creating assessments, progress reports, or questionnaires. To add a note template to a client's notes, follow these steps: - Straight from a booking, click on Notes - Create or edit an existing note - Click on the Insert form icon and sel...
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 on other calendars. Sync external calendars to Bookem First, you need to get your external calendar URL: scroll to the appropriate 3rd party calendar ...
If you prefer speaking your text instead of typing or using a stylus, keep reading to Learn how to use the built-in voice dictation options available on your desktop, tablet, and mobile We'll cover Mac, Windows, iOS, Apple and Android voice dictation in this article. Enable voice dictation on Mac With the built-in keyboard dictation...
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"
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 customize this setting and choose how you would like messages to be delivered, i.e on...
Client intake forms can be sent to new clients once their booking is confirmed. This automated feature helps you save time and continuously collect important information from new clients. Here's how to send intake forms automatically: - Before you start, make sure you have an initial service set up to link the intake form to (Learn more...
To change your password, click on the profile icon on the top right of the page (the circle with the person), select "your profile" and then change password. It is important that each team member has their own login credentials in Bookem. This ensures data security and helps keep your practice POPI compliant. It also allows Bookem track ...
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 - look out for the notification bell on the top right (see below), via SMS, or email (via your logged i...
At this stage, Bookem does not natively deal with real-time medical aid claims, also known as EDI or switching. However, we have partnered with a medical billing bureau that specialises in medical billing. We call this our Medical Billing Service. Our services include, but are not limited to: - Authorisations for in-hospital claims: we...
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...
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 lets you download client notes as a PDF straight from the Notes tab Here's how: - Go to Clients and select the profile or access it directly from their appointment on your Calendar. - Click on Notes and select the note you would like to download. - Click on the Download.pdf button. The notes will download to your computer ...
Bookem offers three types of customisable online forms: Sendable, Booking, and Note Forms. This article covers Sendable forms, which are typically used for new client Intake forms, consent forms, questionnaires, and surveys. Before we talk about Sendable Forms, let's talk about Fields. Types of Fields You can include two types of fie...
- 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...
Bookem lets you tailor online booking forms to suit your business and services. The default form asks for basic client details, but you can add more specific fields. For example, for a couples consultation, you might need the partner's name. This is where our service-specific booking forms come in handy. Note: Service-specific booking fo...
If you are unable to access Bookem due to your browser reporting "This site cannot be reached", or something similar, your internet connection or Bookem could be down (see screen shot below). However, since you are reading this on our website, this is unlikely to be the case. It's more likely that some Bookem data thats stored on your bro...
Line item groups, A Bookem Plus feature, are used to store frequently used combinations of treatment codes and descriptions that would typically be used when capturing invoices. For example, a Physiotherapist may create a Line item groups called "Spinal treatment" which could contain codes for Initial evaluation, Soft tissue mobilisa...
If the order of services on your public booking page, i.e. where your clients book online, is listed in an order that isn't ideal, the order can be forced in your service settings in Settings - Services, click on the "Reorder" button All of your services will start jiggling, you can drag them around in the order you would like
A resource is usually a person (team member), but can also be a a venue (place) or equipment piece (thing). Resources can be anything or anyone that is required to render a service. A service can't exist without a resource to render the service, but a resource can exist and be booked independently. For example, a mobile massage table th...
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. Follow these steps to set up your PayFast account: - Go to the PayFast website and click on the Sign Up button. - Select the type of account you want to create (business or non-profit). - Enter your email address and p...
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 provid...
Facebook has a feature that allows business page administrators to add a configurable button to their Facebook page. This can be used to allow clients to make bookings directly from Facebook. Here's how: Click on the 'Create Call-to-action' button. Note, you'll need to have a Facebook business page and logged in as the administrator. ...
On Android devices or on iOS, simply activate the camera, point it at the QR code and tap on the prompt to open the link. For Android devices where this is not possible, here are some other techniques.
Bookem gets updated regularly. When this happens, a pop up will ask if you'd like to update or be reminded in 5 minutes. Clicking update will load the latest version. If you have unsaved work, its best to finish first and then update on the next prompt. On rare occasions, your browser may get stuck on a version. This requires a hard rese...
Bookem conveniently offers the flexibility to set different pricing for multiple service delivery locations. Bookem also supports multiple currencies for payments and invoicing. To set up pricing for each location, follow these steps: 1. Go to Settings tab, select Payments & Invoicing and navigate to Line items 2. To add a new line...
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 offers a range of subscription packages, tailored to meet the unique needs of your business. These include Basic, Plus, and Premium tiers. Why Premium One of the standout features of Bookem Premium is the ability to annotate and store images, files, and take notes directly from your Calendar. This comprehensive, all-in-one booki...
Clients who have multiple bookings scheduled with you may find it hard to keep track of them from time to time. Clients can now request upcoming bookings by email - Simply send a blank email the global email address: mybookings@bkm.app NB: Use the email address associated with the client on Bookem - Clients will get emailed a li...
When you switch to Bookem, you might have clients who have prepaid for services or returned items, resulting in credit balances. You'll want to transfer these balances to Bookem without them appearing as duplicate payments in your accounting system. Follow these steps to create an opening balance or credit: 1. Set up an 'opening balan...
Bookem Forms is a Bookem Plus feature and offers a vast range of Input Field options types, which makes 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 u...
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
Overview When a patient pays a deposit for services, you can allocate the payment and balance their account in one of two ways: - Add a line item to the first invoice issued after the deposit was paid. This line item should read "Less deposit" and have a negative amount equal to the deposit. This will decrease the total amount due on th...
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...
Invoicing and payments is a Bookem Plus feature, Bookem supports many payment options, including Cash, Credit Card, Bank Transfer, SnapScan, Payfast and PayPal. You can choose to accept Online Payments for Bookings, receive traditional payments in your Practice or via EFT. There is more than one way to capture a payment manually, From ...
This article will run you through how to install Bookem as an app on different devices. Bookem is what’s called a Progressive Web App (PWA). This means that it's not really necessary to download from an app store. However, it is available on the Google Play store, since Google generally makes publishing PWAs easy. Apple does not. On des...
Bookem supports multiple currencies for one business. In order to accept multiple currencies, set your payments and invoicing to "maintain separate client accounts for each location" do this in Settings - Payments & Invoicing Next go to Settings - Locations, choose your locations and set the currencies accordingly, if you have not don...
Bookem can fill in ICD-10 codes on invoices automatically Here's how to set it up: - Go to Clients > Profile Fields - Click the ' Add field' button at the bottom of the page or by clicking the plus buttons between existing fields. - Choose the field called Tags. - Change the label to ICD-10 code. - Select the list sour...
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 payment data in a spreadsheet Here's how: 1. To view all payments received over a specified period, select "Accounts - Payments". 2. To export this data into a spreadsheet, click on the " export " button 3. Select your date range and "download" This datasheet's column headers have filters pre-added fo...
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 Generating an invoice in Bookem
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...
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 ' du...
Once you have launched your video call, select the "Share screen" option on the left. Share screen works best on Chrome, because you can choose between sharing a window, an app or a Chrome tab.
Bookem supports multiple team members and extracting reports on their billing is as easy as selecting "Accounts - Invoices" - click on the " export " button, set your date range and "download" Select your date range and Download This will export to an Excel table, which allows you to view and filter the following information: - I...
Groups are a way to organize 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,...
Bookem automatically generates video call links for your virtual appointments The beauty of using the integrated Video call feature is that Bookem does all the work for you. This means you do not need to use a third party for your video calling. Follow these steps to set up video calls: 1. Go to Settings - Services and Create a Servic...
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 clients who have not completed their online intake form, before their appointment. Via Direct Messages to existi...
Overview When choosing to share their screens using Bookem video, Chrome users will see three options when enabling screen sharing: Entire screen, Window, or Chrome Tab. If using Chrome on macOS, you might notice that, while you are able to select the options Entire screen and Windows, those options do not actually allow you to share y...
Your location is where your business operates from. It can be a physical address or online. Physical address If you provide a physical address, a Location on a map will be provided to clients when they click on their appointment details link from notifications (such as reminders). Clicking on this map will take them to you on Google Ma...
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...
You can find a report on this under Insights. See the screenshot below:
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...
Bookem's Note function allows you to take photos or upload existing photos in notes. We'll show you how to add photos to notes in this article. Adding photos to notes can be incredibly helpful for clients in several ways. Photos provide a visual reference that can enhance their understanding and memory of a particular session or situat...
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.
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 to external calendars...
Integrating your public booking page with Squarespace is straightforward: - First read this article on how to take bookings directly from your business website; copy the embed code - Use the embed code on Squarespace in the manner described on their website here You may have to disable "Ajax Loading" on your Squarespace site for ...
You can set your availability for services and resources to suit your schedule. Perhaps you offer Home Visits, but only on Wednesday and Friday mornings. You can set the repeats in your Availability Settings to show client's when you are available for online bookings. Schedule Types - Available: This creates openings in your diary for ...
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...
Accidentally deleted a client? Fear not. Bookem allows you to retrieve deleted clients. When you delete a client, their details aren't removed from Bookem, they're just hidden. So, you can still get their information back, even after they've been "deleted". Here's how to retrieve deleted clients: - Go Clients - Slide Show Deleted t...
You can embed your Bookem public booking page directly in your website, instead of using the public booking page provided by Bookem. 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. Here's what your technical team...
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...
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...
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 ...
This article steps you through how to book more than one client in for the same booking. This is useful for when someone is escorting a client, or for seeing multiple clients at once. To do this, you'll need a Plus or Premium subscription. First, book in a client as usual. On the New booking modal, click on Add client. See below. You c...
The Add to Homescreen option is available through the Share menu in Safari on your iOS device. If you're not seeing the option, it's possible that you are viewing the app on an unsupported browser. For example, if you clicked the link in an email you may be viewing it in Google or Gmail's web browser instead of in Safari. If so, it w...
Services are the appointments that your clients can book with you. They are key to your business and the first thing a client chooses when booking. Here's how to set up your services correctly: To create a new service: 1. Go to Settings - Services 2. Create a new service by clicking the " + Add " button in the top right corner an...
To generate one invoice for multiple appointments in Bookem, follow these steps: - Open the first appointment you want to invoice in your Calendar. - Select New Invoice. - This will generate a new invoice for that particular appointment. - To add additional appointments, select +Add Booking, and pick the next appointment you ...
If you are a VAT registered business, adding your VAT number is an important step to setting up your business on Bookem. A VAT number is a registered tax identification number in tax systems that use Value-Added Tax (VAT). If you're VAT registered, you must issue VAT invoices. Including VAT on your invoice tells a client how much VAT th...
To download your team calendar for one or more days as a PDF, i.e. a day sheet, 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. 2. Select Download 3. Select PDF (Days...
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 help@bookem.com with your request. Check out this help article ...
When you have a Service that is provided by more than one Team Member, for example a massage or a first consultation, you associate the Service with a Group. Bookem will then present the client the option to choose their preferred Team Member or go with no preference, which will show the client the next available appointment time (with wh...
There are a number of ways to share your online booking link, to help clients find you online and encourage them to use your Bookem appointment scheduling. - Share your QR code on your Social Media - Always include your booking link in Social Media posts - Add your online booking link to your Instagram bio - Add your links to yo...
In Bookem, you have the option to customise your invoices to match your business style and preferences. To customise your invoices, follow these steps: - Go to ' Accounts' and select ' Invoices' - Click on ' + New Invoice' to start creating a new invoice - Select the client for whom you want to create the invoice - Choo...
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, initial Consultation - with duration options of 30 minutes, 45 minutes or 1 hour. To do this, when adding or editing a service, in Settings - Services, simply sele...
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...
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 the example below, Follow-up C...
Patients can make bookings with you online via your Public Bookings page. You can share your Public Booking page URL with clients in various ways: - Share your Public Booking Page URL - QR code - Embedding your page into your website (this means clients book straight from your website) Public Booking Page URL Find your Pub...
Note forms is a Bookem Premium feature that allows you to create custom reusable forms to be used within Notes, typically for, but not limited to, assessment templates. Note Forms can offer a number of benefits, including: - Save time and effort by providing a standardized framework for assessments. - Improve accuracy of assessment...
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...
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. 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 reminder f...
Bookem allows you to change the address on your invoice Follow these steps: - Go to Settings > Payments & Invoicing - Under the Invoice Tab, change Business address to "Other" and enter the "Other address and contact details" See the images below
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...
Add and edit Team Member Details and Notification settings in Settings - Team Members. To add a Team Member click on the + Add button on the top right. - Add the locations the team members works at in Associated locations - remember to set up their availability at each location as well - Add the team member to any relevant groups ...
When you have created a service that is a Video Call, you also need to create Automated Messages and reminders for Video Calls. An example may look something this These fields that are purple are "variables" that you need to select in your message creation. The Video Call Link is automatically generated by Bookem and will use Bookems ...
Bookem supports various payment methods, including EFT. 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 Transfer payment method - Toggle the Display on invoice to ON - Insert your Bank Details and payment...
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...
You can conveniently view the invoice status of your bookings directly from your Bookem Calendar for easy visual reference. Bookem uses icons, that can be found on the top right corner of bookings, to indicate payment and invoicing status of bookings. In the image below, in Calendar, - William Tell has been invoiced, but not paid yet...
To download a list of invoices into a spreadsheet, follow these steps: - Go to Accounts - Invoices. - Click Export in the top right corner. - Enter the range in the Date range field and Download Bookem will generate an Excel spreadsheet for the selected date range. The spreadsheet will include the following columns, which ...
Here are the basics you need to book an appointment in your Bookem Calendar. Scheduling an appointment manually Start by opening your Bookem Calendar - https://app.bookem.com/app Click on the relevant day and time and fill in the client's details - all you need to supply is first name, surname, cellphone and email. If the clie...
Change your address, telephone number or primary contact email address in Settings - locations Change your website address, logo or public booking page description in Settings - business profile
Believe it or not, the biggest general security risk in using Bookem is you and your team. Here are some steps you should take to protect your business data from unauthorised access and keep client information secure: Unique logins for each team member - no sharing! Always invite each team member to Bookem with their own email address...
To generate a statement in Bookem, follow these steps - Open your client's profile from within Clients - Select Account from the top menu - Click on +Create Statement - Select the statement range - 30, 60, 90 or 180, or enter your custom date range The statement will be generated and open in a new window. You can downloa...
Overview 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. To ensure your computer camera or webcam settings are set up correctly for online video calls, follow the f...
Bookem lets you send out Booking Forms for clients to fill in before their appointment. The default Booking Form asks for the client's name, surname, email, contact number and provides a space for notes. You can customise these forms to include service-specific questions. Here's how: 1. Go to Forms and click on 'Booking'. 2. Choo...
Recurring appointments is a Plus and Premium feature. To create a recurring appointment in Bookem, go to your calendar and start by creating a regular appointment, scroll down and click on "Does not repeat" then set your "repeat frequency" - see below Select repeat/ recurring frequency and choose the relevant repeat. This examp...
Bookem let's you customize messages with invoices to clients. This allows you to include special instructions or additional information relevant to the invoice. Customized messages lets you create personalized communication, making the email more engaging and relevant. This personal touch helps strengthen your relationship with clients. ...
To view an age analysis of outstanding payments, follow these steps: - Go to Accounts - Invoices. - In the top right corner, select Age Analysis. - Clicking on an outstanding amount will open the client's account information in their Client profile, where you can view their outstanding invoices. - You can also download the age a...
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
Yes! Here's how: - Go to Settings - Services. - Select and open the relevant service. - Edit the public visibility for online bookings by toggling the " Public bookings " to off. You can still book this service yourself, but clients will not see it on your Public booking page.
To add a new team member, follow these steps: - Go to Settings > Team members - Click + Add at the top right - Enter the team member's name, surname, location, group, and if they can be booked Ticking ' This team member can be booked ' means that they will be made available for bookings. If this team member is, for example, part...
Client notes can be locked to prevent other team members from viewing them. This is useful for confidential notes that you do not want to share with others. To lock a note: - Go to the Clients tab. - Select the client whose notes you want to lock. - Click the Notes tab. - Click the + Create Note button or edit an existing note....
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...
Bookem allows you to reduce time spent on creating invoices for patients who have recurring bookings by copying invoices It is important to note that repeat bookings should have the same associated codes since you will be copying those too. Copy a patient's previous invoice with these 3 easy steps: - Create a new invoice. Click here t...
To add a new line item to your price list, go to settings - payments and invoicing - line items and select "+Add line item" Now populate one or more fields for each line item: In the example above, more than one location is used by the business, so pricing is set independently at each location. Adding or changing invoice columns If yo...
Overview For businesses with a long list of line items to use for invoicing, updating these prices can be a chore to do one by one. Fortunately, Bookem makes this easy by letting you download into a CSV to bulk edit in a spreadsheet, and then import/overwrite your existing items with the new prices. Solution In order to update existing...
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...