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.
See how simple, powerful, and connected your workflow can be. Whether you're new to Bookem or just getting ready to dive in, this walkthrough will show you how easy it is to manage a complete client journey - from their very first booking all the way through to notes, payments, and even referral letters. By the end of this guide, you’ll...
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...
Give 50% off, get 50% off When you refer someone to Bookem: - They get 50% off their first invoice - You get 50% off your next invoice once they’ve paid If you refer multiple businesses in one billing cycle, the discounts stack. For example, if three people use your code and pay their first invoice in April, you’ll receive 50% of...
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...
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 - ...
Make it easier for clients to book appointments by offering several time options for the same service. Instead of creating duplicate services for each length, Bookem lets you assign multiple durations to one service. This keeps your calendar tidy, reduces admin, and gives clients more choice on your online booking page. Why use multiple ...
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. Important: Keep yo...
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, if you don't have one already. - Go to Clients > Profile fields - Add a new field - Choose Tags as the field ...
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: ...
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...
When a client makes a payment, you need to allocate it to the correct invoice to keep your records accurate. There are two ways to do this, depending on when and how the payment is made. Option 1: Allocate payment when finalising an invoice (e.g. in your rooms) If the client is paying at the time of service: - Create the invoice as usu...
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. C...
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 types...
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...
If you've accidentally deleted a document, don’t worry - Bookem makes it easy to recover it. You can undelete documents either from a client’s profile or from the Documents section in the main menu. Here’s how to do it. Undelete a document from a client profile If you know which client the document was linked to, the quickest way is to...
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. - Upload a voice recording from another app - Record a voice note directly in the document - Use speech-to-text to transcribe as you speak Upload a voice recording from another app - Record your note using an app like Voice Memos on iOS or macO...
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...
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...
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...
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 might want to contact clients by location or visit history. You can also send forms through SMS in bulk How to send bulk SMS messages To send a standard bulk SMS to selected clients: - Go to Messages > Bulk SMS - Click +Send bulk SMS ...
This article has been moved, please follow the instructions in this article
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 makes it easy to upload your client list using a spreadsheet or CSV file - saving you time and effort. You can import the file yourself or contact us to do it for you at a flat rate. What you'll need - A CSV (Comma Separated Values) file or spreadsheet (Excel or Google Sheets) with the client information - Each client’s name ...
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...
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...
Bookem doesn't support sending bulk email campaigns, but you can export your client list and use it in external apps like Mailchimp or SendGrid. The file you download will be in CSV (comma separated values) format, which most email platforms support. External tools like Mailchimp usually detect and remove duplicates, so you don't need to...
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 gives you full control over your availability so clients can only book when you're truly free. If you have a non-client event - like a staff meeting, personal appointment, or taking an afternoon off - you can block out time to prevent bookings. You can do this manually or have your external calendars sync automatically to reflect y...
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. ...
PayPal is one of several online payment methods supported by Bookem, alongside Stripe, PayFast, SnapScan, Stitch, and Yoco Online. It’s quick to set up and enables automatic reconciliation of payments, so your invoices are marked as paid without any manual effort. Here's how Follow these steps: - Go to PayPal and register as a business...
Bookem can help you increase your visibility and drive more online bookings. Here are a few proven ways to optimise your website, attract more clients, and measure your marketing performance effectively using Bookem. 1. Create a dedicated bookings page on your website Make it easy for potential clients to find and use your online bookin...
Bookem supports complex availability setups to help you manage bookings across: - multiple locations - multiple team members - shared resources like pools, testing equipment and rooms This ensures smooth operations and prevents double bookings. Step 1: Check team member locations - Go to Settings > Team members - Make sure...
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...
Integrate Yoco Online with Bookem for fast, secure client payments. Each Bookem invoice has a unique Yoco Online payment link, automatically marking it as paid when a client completes payment—eliminating manual reconciliation and saving time. Register for Yoco Before connecting Yoco Online to Bookem, you need to register for a Yoco Onl...
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 switching to Bookem, you may need to transfer client balances from your previous system. This includes both credit (positive) and debt (negative) balances. To ensure accurate reporting, account balances must be transferred as payments — not by adjusting invoice line items. You’ll need to create a special payment method for opening b...
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...
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...
Automated messages in Bookem help reduce no - shows and late cancellations. They are sent by default via both SMS and email, but you can customise how they're delivered – choose SMS only, email only, or SMS with email as fallback. What automated messages can be used for Bookem's automated messages are more than just reminders. You can u...
Automatically sending forms when a booking is confirmed helps streamline your workflow and ensures you have the information you need ahead of time This is especially useful in clinical settings, where intake forms, assessments or consent forms are often required before the appointment Examples of forms you might send - Patient intake -...
Each team member must use their own login credentials in Bookem This is important because it: - Protects your data and helps keep your practice POPI compliant - Allows Bookem to accurately track actions by user, such as who confirmed an appointment, sent a message or wrote a note - Helps identify any unauthorised access or suspici...
You can download patient notes in Bookem as a PDF file from the Documents tab within the client’s profile. To download a note or document: - Go to the Clients tab in the sidebar - Search for and open the relevant client’s profile - Click on the Documents tab within their profile - Find and open the document you want to downloa...
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. ...
Bookem allows you to send your documents and other related files as attachments, easily sharing all relevant client information, such as test results, reports, or images, along with your main document to clients or other recipients. Here’s how: 1. Go to your Calendar and access the relevant client’s profile via their booking 2. Open an...
Resources are the people, spaces or things needed to deliver your services. Bookem uses resources to manage availability, prevent double bookings, and ensure that everything needed for a session is in place. A resource can be: - A person (like a team member) - A space (like a room or pool) - A thing (like a treadmill or massage ta...
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 usually prompts you to update or be reminded in 5 minutes. When this happens, make sure to finish any unsaved work before clicking Update to load the latest version. If Bookem doesn’t seem up to date, you can manually refresh or force an update using the steps below. Force an update Sometimes your browser...
Bookem makes it easy to set up different prices for services depending on your location. This is useful if you operate in multiple regions or countries, and need to: - set location - specific pricing - charge in different currencies - include or exclude tax per location How it works You can assign custom prices to each of your ...
Bookem documents support a draft-saving feature designed to protect your work while editing documents, even if you forget to click save during a session. This feature works like a temporary autosave that stores your progress on your device browser while you work on it. How the draft feature works When you’re working on a document, Booke...
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 ...
You can send forms to multiple clients at once by SMS, using a personalised link that ensures each client gets their own version of the form. This is a great option when you need all your clients to complete the same form, such as updating their personal details or signing new terms and conditions. Steps to send a form using bulk SMS -...
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 lets you create custom reusable forms called document forms, which are used within Notes. These forms help you capture consistent information during client interactions - perfect for assessments and other structured note - taking needs. When you first sign up to Bookem, some ready - made document forms are included. You can use, ed...
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 allows you to send forms and documents to anyone, even without a client profile—perfect for pre-session, screening forms, referrals, and reports. How to send a document to a non-client Follow these steps: 1. Locate document you want to send in the client profile under the 'Documents' tab 2. Open the document and click the arrow...
Bookem automatically links services to the team member who handled the booking, making it easy to track team commissions for appointments. However, if your business sells other items - such as consumables, stock or medicines - you might want more control over how team members are assigned to these items. By adding a Team Member column to...
Bookem offers a convenient feature that automates the inclusion of ICD-10 codes on both invoices and documents. By linking codes directly from a patient’s profile, Bookem ensures that the correct information is always used where needed. How to add ICD-10 codes to a patient's profile To begin, you’ll need to make sure the ICD-10 code fi...
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 help you organise team members and other resources so they can be easily assigned to services This makes it easier to manage staff changes and gives clients the option to book based on availability or preference What is a resource? A resource is any person, team or item that can be used to provide a service This might include: -...
This article has been moved - please follow this link How do I allow clients a client to sign or complete a form in my consulting room?
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...
Screen sharing may not work during Bookem video calls on a Mac if Chrome doesn’t have the necessary screen recording permissions. This can prevent you from sharing your screen, even though Bookem supports screen sharing to help make your sessions more interactive and engaging. Here’s how to fix it Follow these steps: - Open Chrome on y...
You can track income from multiple sources - like consumables and stock - by customising how line items appear on your invoices. This helps you organise and analyse different types of income to suit your business needs. Bookem allows you to create custom line item columns that group charges into categories such as services, consumables o...
Locations are a key part of how Bookem helps you run your business smoothly - whether you operate in - person, online, or across multiple locations around the world. What is a location? A location in Bookem is where your business services are offered. This can be: - A physical address : Clients receive a map link in appointment confirm...
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...
Spam filters sometimes make mistakes, flagging legitimate emails as spam. At Bookem, we take steps to improve your email deliverability - but there are also things you can do to help make sure your messages land in the right inbox. This article explains why emails may be marked as spam and what you and Bookem can do to avoid it. What Bo...
When you fill out fields and forms in Bookem, your browser may try to save or suggest information using a feature called autofill. This can sometimes cause issues with how Bookem works. Use this guide to disable autofill in common browsers: Google Chrome - Click the three dots in the top right corner - Select "Settings" - Click "...
Bookem's Documents feature allows you to take or upload photos directly into your patient notes and documents. Adding images to documents helps both team members and patients by providing visual context that enhances understanding and recall. It supports progress tracking, captures key details, and improves assessment and diagnosis accur...
Some clients prefer to pay upfront and use that payment as credit or a deposit for future appointments. For example, an aesthetic GP might have clients who regularly come in for treatments and prefer a credit system rather than paying each time. Bookem makes it easy to allocate this credit or deposit and apply it as sessions occur. How ...
You can use custom fields to store extra information about team members that isn’t already covered by Bookem’s default fields. This helps you tailor the system to your practice’s needs and streamline your documentation. How to add custom fields Follow these steps: - Go to Settings > Team members - Click on the three dots on the top...
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 Stitch as a payment method for your business. Why use Stitch? - It's the most affordable online payment method supported by 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. Sign up ...
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 tries to match online bookings with existing client profiles. But if there are small differences in details like email, mobile number or name, a new profile might be created. This can result in separate booking histories, notes, accounts and other data. You can merge these profiles int...
If you're updating multiple line items - such as pricing, descriptions, and codes - save time by making bulk changes instead of editing each one individually. Edit your line items in bulk Export line items as a CSV file - Go to Settings > Payments & Invoicing - Navigate to the ' Line items ' tab - Click on the ' Export ' button ...
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 ...
If you’d prefer a more professional experience when clients are waiting to join a video call, you can turn off the quirky waiting messages. Steps to turn off video call waiting messages - Go to Settings > General preferences - Scroll down to Video calls - Toggle Disable quirky video call waiting messages to on - Click Save at ...
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. Insert the variable by typing ‘ #Link ...
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.
A clear booking policy helps protect your time and income by outlining expectations for things like late cancellations and no-shows. With Bookem, you can create a policy that is displayed to clients during the booking process and when signing intake forms Note: Bookem displays your booking policy to clients but cannot enforce it automati...
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...
If a client pays at the time of their appointment, you can allocate the payment directly while generating the invoice. However, if the client pays later via card, bank transfer (EFT), or cash, you'll need to manually allocate the payment to the corresponding invoice. Note: Payments made through integrated online methods like SnapScan, 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 this article for generating a statement in Bookem.
If your team is receiving alerts when clients book online, but not when a team member adds a booking manually, it’s likely due to the team member’s notification settings. This article will help you understand why this happens and how to fix it so your team gets notified about all booking changes, no matter who made them. Why this happen...
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 a variety of payment methods, including EFT (electronic funds transfer) or direct bank transfer. To get paid this way, you’ll need to add your banking details so clients can see them on your invoices. How to add your banking details To add your bank account details for EFT or bank transfers: - Go to Settings > Payments...
If your business operates from multiple locations, you may want to receive payments into different bank accounts depending on where the service was provided. You can do this by adding separate bank details for each location in your payment settings. Add different banking details for each location - Go to Settings > Payments & invoicing...
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...
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...
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 using a square image for your business logo. This tends to work best on mobile devices - It’s not required, just a helpful suggestion. Your cover image will be automatically cropped to fill the header area. - The size and shape of the header space depends on screen size and device orientation - It’s best to use a landsca...
Line items are used to build your price list for treatments and services. They can include treatment codes, descriptions, prices, and other optional details like ICD-10 or NAPPI codes. Keeping this list up to date ensures your invoices and services are accurate across all locations. This article covers: - How to add new line items - ...
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...
You can manually migrate bookings from an external platform or calendar like Outlook, or another practice management system, to Bookem. However, there are several ways to make the process easier and more efficient. Here's how Follow these three steps: 1. Import your client list first If you have a spreadsheet or Excel file with client...
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...
General preferences let you control how your online booking page and client experience behave. You can fine-tune everything from booking policies to form layout What you can set in general preferences Here’s a breakdown of what you can customise in Settings > General preferences Online booking settings - Allow online bookings - toggl...
Sometimes during a video call, you might hear a high-pitched sound (feedback) or hear your own voice echoing back. This can be distracting and make it hard to continue the session. This usually happens when a microphone picks up sound from a speaker, sends it through the call, then picks it up again in a loop. Use headphones or earphone...
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 sending SMS messages. They are paid for up-front and are not included in your monthly subscription. Sending SMSs (whether manual or automated) is completely optional. Emails are always free. How it works - SMSs and notifications are optional - You decide whether to send them, when to send them, and f...
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 usually matches online bookings with existing client profiles. But if there are small differences in details like email, mobile number or name, a new profile may be created. This can result in separate booking histories, accounts and notes. How to avoid duplicate client profiles - Make sure the email address and mobile number mat...
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. ...
You can integrate SnapScan with Bookem to allow clients to pay for appointments and invoices quickly and securely. Each invoice in Bookem has a unique SnapScan payment link, so when a client pays, the invoice is automatically marked as paid. This means there’s no manual reconciliation needed, saving your team valuable time. Register for...
Some users may be part of more than one business using Bookem. These users can access multiple accounts using a single login, as long as their email and password remain the same across businesses. Set up shared access for a team member To allow someone to access your business in addition to others they’re already part of: - Make sure t...
Integrate your Yoco Neo Touch or Khumo Print card machine with Bookem for fast, secure client payments that are automatically matched to the client profile and correct invoice. There’s no need to manually track transactions or reconcile your books at the end of the day - Bookem automatically records the payment, updates the invoice status...
You can easily change the order in which team members or resources appear in your calendar. This makes it easier to manage your view and prioritise what matters most to you. How to reorder columns - Go to your Calendar - Click the down arrow next to a team member’s name - Select Reorder columns - Drag and drop team members or ...
By default, when a client makes a booking at a specific location, they are automatically associated with that location. However, if a client visits multiple locations, you can easily add them to additional ones. Here's how to do it: - Go to Clients - Select the relevant client to open their profile - Scroll to Locations at the bo...
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 recommend using the headers provided in your business template when signing up for Bookem. However, if your business needs a different layout or branding, you can also create your own custom headers using Document Templates. Note: You can design a full document template that acts as a ...
Bookem keeps track of all your bookings, including those that are hidden from view. You can choose to keep hidden bookings out of sight or make them visible on your Calendar. Why a booking might be hidden A booking will be hidden for one of the following reasons: - The booking required payment for confirmation and expired unpaid - T...
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 lets your clients upload files through forms. This is useful for virtual consultations or when you need supporting documents before a session - like referral letters, photos, or test results. How to allow clients to upload files to Bookem You can collect file uploads in two ways : - Through a sendable form - As part of a book...
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...
Bookem allows you to specify adjusted healthcare services, like shorter treatments or co-treatments, by adding modifier codes to your base tariff codes. Each combination should be added as its own line item. What are modifier codes? Modifier codes are added in brackets after the main tariff code and usually change the price of the servi...
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 available, you’ll see a notification at the bottom of the invoice 3. Finalise the invoice, then clic...
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...
You can add a button to your website that links directly to your Bookem online booking page Get your booking page URL - Go to Settings > Sharing & integrations in the side panel - Find your Online booking page URL - Copy the URL Add the button to your website - Create a button on your website if you don’t already have one L...
Bookem keeps all your communication with clients in one place - no need to check your personal email, WhatsApp, or phone. With two-way communication built in, you can send and receive messages (SMS and email) directly through Bookem, and every message is tracked and stored. You can see exactly: - What was sent or received - When it h...
To make sure essential information is captured, you can mark specific fields as required. This prevents a form from being submitted until those fields are completed. You can mark fields as required in: - Booking forms – filled out by clients during the appointment booking process - Sendable forms – completed by clients before or afte...
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 ...
When adding a new team member to Bookem, select their access level to control who can view, edit, or export information based on their role. Admin access Admin access is intended for practice owners, managers, or trusted select team members who need full control over your Bookem account, data, and overall operations. Team members with ...
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...
This help article has recently been updated and moved to a new location to provide you with the most accurate and relevant information. Please read more here
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...
Bookem makes it easy to create and send professional invoices, documents, and statements directly from your calendar. You can securely share these with third parties, such as medical aids, guardians, or referring professionals simply by adding additional email addresses to the client’s profile. Add additional email fields to the client ...
Stay informed with notifications about bookings and client messages in Bookem. You can choose how and when you receive alerts, and customise your settings to suit your workflow. How notifications work Notifications are sent when someone else (a client or team member) creates or updates a booking in your calendar. You won’t receive a not...
Bookem Documents makes note - taking fast, flexible, and professional. Whether you're writing a session summary, referral letter, or case note, everything is saved neatly under the client’s profile - so your records stay clear, consistent, and easy to find. Take notes from the calendar You can create a document directly from a booking i...
At this stage, Bookem does not natively deal with real-time medical aid claims, also known as EDI or switching. This will change in 2025. 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 ...
You can see the key activity history of any booking directly from the calendar. This includes when the booking was created, who made it (client or team member), and any changes made since then. To access booking history - Go to the Calendar - Find and click on the booking you want to review - Scroll down to the Booking history se...
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 an invoice - Enter the ICD-10 code/s in the designated column for the first line item if not already added - Now, click ' +Add line item' - ICD-10 codes will automatically be replicated to the ...
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 syncs every 24 hours while Outlook syncs every 3 hours. Therefore, immediate synchronisation should not be anticipated. To...
Bookem Plus gives you access to powerful tools to streamline admin, improve client experience, and support the day-to-day running of your practice. What you get with Bookem Plus With Bookem Plus, you can: - Schedule appointments from your calendar Book sessions internally or let clients book online using your booking link - Send ...
Bookem offers three types of customisable online forms: sendable, booking, and document forms. This article focuses on sendable forms, which are great for new client intake, consent forms, questionnaires and surveys. Your Bookem account comes with ready - made templates for sendable forms. You can use them as is, or make changes to suit ...
- 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.... ...
Client profile fields let you capture key information about a customer, such as their name or contact details. Your business has a set of standard fields included by default, you can add your own custom fields to collect any additional information you need. Custom profile fields can be used throughout Bookem as variables - for example, i...
If your browser shows the message "This site can't be reached" when trying to access Bookem, the issue may be caused by corrupted data stored in your browser. This error might suggest your internet connection or Bookem is down - but since you're reading this on our website, that's probably not the case. Here’s what the error may look li...
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 locations: 1. Go to Settings > Locations, select the location, then click edit 2. Add a...
PayFast is one of several online payment methods supported by Bookem, alongside Stripe, PayPal, SnapScan, Switch, and Yoco Online. It’s quick to set up and enables automatic reconciliation of payments, so your invoices are marked as paid without any manual effort. Here's how Follow these steps: 1. Go to the PayFast website and click o...
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 Synchronise Bookem with your external calendar
Bookem allows you to add your booking page to your Facebook Business page Here's how Follow these steps: 1. First, copy your online booking URL link from Settings > Sharing & integrations 2. Now, open your Facebook business page 3. In the main menu, go to About > Contact and basic info 4. Scroll down to Websites and social links ' ...
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 fast, easy and secure way to collect payments from clients. With Bookem, you can send professional invoices that include a unique payment link for each invoice, so your clients always know exactly what they are paying for. Bookem also tracks how much a client owes or has paid, helping you stay on top of your cash fl...
Bookem makes it easy to manage bookings as things change. You can quickly reschedule, make edits or cancel a booking right from your calendar. Edit or reschedule a booking To make changes to an existing booking: - Go to your Calendar - Find and select the booking you'd like to change You can either: - Drag and drop the booking ...
Bookem offers a range of subscription packages to suit different types of businesses. The options include Core, Plus, Premium and Medical. Each tier adds more advanced features as you move up. All about Bookem Premium Bookem Premium is the ultimate solution for a streamlined workflow. It includes everything in the Bookem Plus package, p...
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...
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...
Bookem makes it easy to support clients in different countries by letting you set a different currency for each location. That means your invoices, payments and client balances are always accurate - no matter where you're working from. What to know To enable multiple currencies, you’ll need to keep separate client accounts per location....
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) ...
Yes, Bookem is designed to support businesses and clients working across different time zones Whether you’re managing a multi - location business, offering virtual services across countries, or supporting remote clients, Bookem ensures that appointment times are accurate for everyone involved How Bookem handles time zones Bookem autom...
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. Go to Accounts > Payments 2. Click on the three dots and select ' Export' 3. Select your date range 4. (Optional) Filter your exports by: - Mini...
Bookem allows you to generate professional invoices and statements and receive payments directly from clients. To do this, you need to add your payment instructions – such as your bank account details, reference requirements or other accepted payment methods These instructions can appear on both invoices and statements, and include: - B...
If you want more control over when people can book your services - such as only allowing bookings to start on the hour, every 30 minutes, or at any other set frequency - you can adjust the time slot intervals for each service. This is useful if you want to avoid back-to-back appointments, manage room turnover, or align bookings with your...
You can share your screen during a Bookem video call to present slides, show a document, or walk a client through something online. Here’s how - Join your video call by opening your appointment and clicking 'Join Video Call' - Once the call has started, click the screen share icon (a monitor) in the toolbar at the bottom left of the...
If you work with multiple team members in Bookem, you can easily reconcile billing by exporting a detailed report of invoice line items. This allows you to break down income by practitioner, service, or session type. Steps to reconcile team member billing Follow these steps to generate and review a billing report: - Go to Accounts > In...
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...
If a client has filled in a form, you can download a PDF copy directly from Bookem to share, print, or save for your records. Here's how From a booking: 1. Open the booking on your calendar 2. Click the client’s name to open their profile 3. Navigate to the 'Forms' tab 4. Locate the form and click the PDF icon to open and save it...
Your online booking page is where clients go to view your availability and make appointments. Bookem lets you personalise this URL to make it more memorable and professional. A custom URL is useful if you want to: - Match your business name or brand - Make the link easier to share in emails, on social media, or printed materials -...
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...
Document 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 document form, you can still insert it into a document or template. Here’s how: Inserting a document form Fo...
If you're exporting invoices for payroll and notice that some of them are missing associated team members, here's how to fix it. Why this happens Invoices that do not have an associated booking will not have a team member listed when you export for payroll. Bookem uses the team member associated with the booking to identify who delivere...
To duplicate or copy a form you have created: - Go to Forms in the main menu - Find the form you want to copy - Click the three dots icon on the right-hand side of the form - Select Copy from the dropdown menu - Give the new form a name so you can tell it apart - Edit the new version as needed This is a quick way to reu...
You can view your Bookem bookings in Google Calendar, Outlook, Apple Calendar and other apps by syncing your calendar. This is a one - way sync – your Bookem bookings will appear in your external calendar and show those times as busy - but any changes you make in your external calendar won’t update your availability in Bookem. How to sy...
Including the referring doctor’s details on an invoice aids in tracking referrals, ensures complete records, and may be required by some medical aids. You can enter this information manually or automate it with a custom client field. Option 1: Manually add referring doctor to invoice notes section Here’s how: 1. Open the invoice and sc...
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...
Yes, if you prefer to use another video platform like Zoom, FaceTime, Microsoft Teams or Google Meet, you can use it instead of Bookem's integrated video. What is Bookem's integrated video "Bookem Video" automatically generates a secure video call link for every virtual appointment. You don’t need to create or share a separate meeting...
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...
In some cases, practitioners may need to verify clients for safety and security reasons. We recommend putting measures in place to ensure your safety and that of your clients. Here’s how you can handle client verification manually: Update your booking process to request photo ID uploads during online booking Follow these steps: 1. Go t...
Bookem lets you send forms and documents to anyone, even if they don't have a client profile yet. This is useful for sending pre-session or screening forms, or referral letters and reports. How to send a form to a non-client Follow these steps: 1. Go to Forms 2. Locate the form you'd like a non-client to fill in 3. Click on the thr...
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...
Yes, Bookem works smoothly on mobile phones, iPads and tablets. Whether you're in the clinic, between appointments or working remotely, you can access everything you need via the Bookem app or your device's browser. Use Bookem in your browser or the app You have two options for using Bookem on a tablet: - Web browser : Go to app.bookem...
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 Online payment gateways Currently supported by Bookem: - Snapscan - Payfast - Paypal - Stitch Express (previously Wigwag) - Yoco online - Stripe We are working on expanding online payment options. For urgent requests not yet supported, cont...
By default, when clients book online, they can choose a preferred team member or 'no preference', viewing the next available slot for either. Using group services, which assign multiple team members to a service, streamline booking by skipping the team member selection and directing clients straight to the team member calendar with the ...
Making it easy for clients to book appointments with you is key to growing your business and filling your calendar. Bookem provides several ways to share your online booking link and QR code, so you can reach clients wherever they are - online, on social media, in messages, and on your website. Here are the best ways to share your booki...
Bookem helps you manage your SMS token balance so you never run out unexpectedly. Set up low token balance alerts You can set a low token threshold to receive warnings when your balance drops. If your balance goes below the threshold, Bookem will: - Send you an email reminder to top up - Show an in-app notification warning you about...
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...
It's easy to forget appointments during a busy day. Setting up reminders for your team members helps them stay organised and avoid missed bookings. How to set up reminders for a team member To turn on appointment reminders for a team member: - Go to Settings > Team members - Select the team member you want to set reminders for -...
If your invoicing address is different from your physical business location, you can easily update this in your Bookem settings. This is useful if you work from one location but need your invoices to show a registered business address, or a different billing location. Updating your invoice address will not affect your booking location or...
Online scams are becoming increasingly common, and it’s important to know how to protect yourself. If you receive an email from Bookem requesting urgent action to ‘secure your account’ or avoid it being locked or suspended, it could be the result of a compromised email account being used to send fraudulent messages. Here are some key det...
This help article has recently been updated and moved to a new location to provide you with the most accurate and relevant information. Please read Adding a new team member to your Bookem account
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 lets you print or export client forms with full control over which fields are shown, including the option to include hidden fields. This is especially useful when: - The form includes large blocks of instructional text that aren't needed on printouts - You want to hide headers or section titles to simplify the layout - You’...
Line items are your price list in Bookem. You can update the price of a line item at any time. Steps to update a line item price To update the price of a line item: - Go to Settings > Payments & invoicing > Line items - Use the search bar to find the line item you want to update - Click to open the line item - Update the pric...
Bookem lets you automatically send a form (such as an intake or consent form) to clients when they make their first booking only. This is useful when: - You need consent for a specific treatment - You want to collect important information before a client's first appointment for a specific service or with a particular practitioner ...
Change your physical address, telephone number or primary contact email address in Settings > locations Change your website address, logo or online booking page URL in Settings > Business profile Update your Bookem billing details in Settings > Account > Settings
Bookem makes it easy to create and share client statements for any outstanding or completed invoices. Create a statement To generate a statement: - Go to Clients and open the client's profile - Select the Account tab - Click on Statements Note: You can only create a statement once an invoice has been finalised Choose the date...
There are many reasons why you might want to remove a team member from your Bookem account. It’s important to understand the right way to do it depending on the situation. We’ll walk through the most common scenarios and what actions to take. Scenario A: A team member is going on leave If a bookable team member is going on extended lea...
Bookem allows you to create recurring appointments for clients who need to see you regularly. This helps save time and ensures consistency in your schedule. Watch the video below to learn how to: - Create a recurring booking - Cancel a single appointment within a recurring series - Add a reason for the cancellation How to set u...
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. Admin access always free. Additional bookable team members may incur extra charges, depending on the subscription plan. Follow each step below carefully to fully set up your team members: - Add a team member - Set up availability for the team member - Associate the team ...
After making a booking, your clients can easily add it to their personal calendar using the Add to calendar option in the online booking view. This helps them keep track of their appointments more easily. How it works - Your client receives a booking confirmation or reminder via SMS or email - When they click the link in the message,...
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. ...