Bookem setup checklist before going live

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

1. Set up invoice details such as TAX/VAT or business number under Additional business information.

2. Check your admission/intake form, ensuring the terms and conditions are correct. (Click 'Edit' next to the form you wish to view/change). Read this article for more info on setting up forms.

3. Set up the location address and contact details for clients by heading to Locations. Add more Locations if needed. Click here to read more.

4. Add your team members, assign them to groups, and associate them or their groups with each service your business offers. Read more here.

5. Set up your availability/working hours for your team at each Location. Read more here.

6. Set up your pricing for each location. Click here to learn more.

7. Set up your business payment methods:

8. Add your banking details (if bank transfers/EFTs are accepted as payment)

9. Configure a Snapscan, WigWag, Payfast, and/or Paypal account to accept online payments for invoices. Read more here.

10. Check and customise your document templates. Click here to learn more.

11. Check and customise automated messages. Read more here.

12. Sync your external calendar with Bookem to block out and sync availability. Each team member will need to do this.

13. Update your business logo and change your online booking URL to something short/more catchy on your Business Profile.

14. Publish your online booking URL online using any of the following options:

• Google Business

• Embed your online booking page on your website

• Share you default public booking link

You can find your online booking link and the code for embedding here

• If you're using WhatsApp Business, set up an auto-reply/away message directing your clients to make bookings online with Bookem. See how here.

  Also see this article: Allowing clients to book online

• Import your existing clients: we can do this for you (contact us about this) or do it yourself

Now, test it all out

Book yourself, a partner or another team member in. Also let them book themselves in online. This will help you go through the entire flow:

• Make a booking: test that automated messages for different services are correct and appropriate links are included and work

• Complete an intake form sent for initial bookings.

  Ask the following:

  • Are your Terms & conditions correct?

  • Do all *required  fields prompt a validation error when submitting a form when not completed?

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

• Check your invoicing

  Straight from your calendar, click on a test booking and invoice for the test booking. Ask the following:

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

  • Are all the required columns showing? If not, you can add more columns by clicking edit columns here)

  • After finalising the invoice, check a PDF version of the invoice and make sure

    • Your logo is showing

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

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

• Check your documents and document templates: Click on a test booking on your calendar. Create a document and then add a document template by clicking on the clipboard icon on the top right. Are all your templates there? If not, find out how to add some.

You should be all set up and good to go now. If you need any assistance, please contact us on any of listed channels on Help.