Frequently Asked Questions

Account Set Up Go To Top

How does the appointment scheduling software system work with my web site?

If you already have a web site, you would simply add a link or a button to your site. The link is e-mailed to you when you sign up for Bookafy Appointment Software. If you don't have a web site, you can use a Bookafy template as your entire web site.

Can I call if I have questions about the appointment scheduling software?

Yes. During your appointment software free trial, you may call anytime during business hours (9am to 4pm US Pacific Standard Time). Our office phone number is (800) 849-9934. We can help you set up your account from start to finish with no time restrictions!

After your trial is over, you may select your desired support package. If your support package includes phone support, you may call us with questions.

Is Bookafy HIPPA Compliant?

HIPAA COMPLIANCE STATEMENT
Bookafy submits this statement of policy regarding HIPAA regulations and obligations. While HIPAA compliance is in part
dependent on technology, HIPAA compliance is an overall organizational obligation that focuses on your procedural standards and procedural integrity (medical provider business practices). Therefore, HIPAA compliance for software requires a combination of secure/private technology and compliant business practices. Bookafy provides clients with a software tool that is HIPAAcompliant from a technology standpoint as detailed below. However, Bookafy technology is only half of the inquiry – how client users use Bookafy software within their medical practices must also be addressed.
Bookafy  technology, security, and privacy policies comply with HIPAA standards, such as encryption (SSL), system-user identifiers (logins, passwords), multiple user access levels, high-end physical server security, nightly backups,
strong privacy policies (not sharing information with anyone unless you direct us to), timed log out, strong internal policies (having employees sign strong privacy agreements), and much more. These are detailed on our website (www.Bookafy.com) in the FAQ section and the Privacy section. Additional security and privacy safeguards can be enabled at the option of
clients, such as user IP restrictions and forced interval password changes. In regard to business practices, Bookafy provides clients literally of preferences in defining how they want to set up and use the system in their day-to-day medical practices. This includes preferences concerning  of user access types, how backup files are run (through Excel Reports), when clients run their own offsite backups, how clients require users to login to the system - and many more business practice questions. All of these options and more potentially impact the business practices inquiry and the related obligations under HIPAA. Each "Covered Entity" must make its own determination of the system use and its overall impact on business practices. Please feel free to call us if you have specific questions as to the interplay between our software and your business practices.

Importing Customers

When it comes to importing customers, there are a few pointers we want to give you. I'll show you in this video, or feel free to read below.

Two pointers:

1. The reason you want to add your customers to the database is to increase efficiencies in creating appointments and to keep a central list that can be exported easily to mail chimp, constant contact and many others.

When you are creating a new appointment, if you start typing your customers name into the fields... the rest of their contact info will autofill. This makes it quick and reduces the possibility of errors.

2. In order to import the list, make sure your excel file has the proper header row:

id, name, address, city, zip_code, mobile, email "Name and Email are mandatory fields"

Now you can go to the menu on the left, click on Customers, click on Browse, find your file. Then Click import. If it is successful, your customers names will appear on the lines below immediately.

If you run into ANY issues, please tell us. Click on Submit Ticket on the bottom right, or call us anytime. Thank you

 

Account Set-up (Step by Step)

Thank you for considering Bookafy as your online scheduling software. There are a couple of things we want to tell you about account set up.

Watch this 15 minute video for a full tutorial on how to get started with Bookafy!

Do I have to download the Web appointment software to use it?

You do not have to download any appointment scheduling software to use the system. All you need is an Internet connection.

Can our data be exported out of the system?

Yes, you can export both customer and appointment data at any time to Excel.

Are there any limitations in the trial version of your appointment scheduling software?

No. During the trial period, you will have access to the entire appointment scheduling software system. If you decide to continue using the system after your 30 day trial period has ended, you will just continue using the same account.

Staff and the Services Assigned to Them

Staff and Services are highly customizable. It is likely, if you have a business with more than 1 person, that everyone doesnt do the same types of services.

There are a few ways to assign services to staff members.

1. You can edit the services for each staff by editing the staff. Click on Staff on menu, then you can create a new staff or edit existing.

staff-services-1 Frequently Asked Questions

When creating new staff, choose which services should be assigned to the staff member.

 

staff-services-2 Frequently Asked Questions

If you want to edit an existing staff member, you can check or uncheck the services assigned to the individual staff member.

staff-services-3 Frequently Asked Questions

2. You can click on services and determine which staff is assigned to each service.

 

staff-services-4 Frequently Asked Questions

staff-services-5 Frequently Asked Questions

That's it! Totally customize what your customers see when they are booking, to prevent your staff being booked for the wrong types of services.

Google Calender 2-way Sync

The google calendar 2-way sync is a great tool for staff and admins alike.

As you may know, most staff members have a personal calendar and the challenge is keeping the work calendar and personal calendar straight.

The last thing you want to do, is have double bookings... that becomes a big mess.

With the Google (and soon Outlook) 2-way sync, all of your appointments on Bookafy will sync to Google, and all of your appointments on google will block the time in Bookafy.

Ofcourse if you have a personal appointment in Google, you dont want to disclose all of the details in the Bookafy calendar to other staff member... so Bookafy will just show that time as unavailable to prevent the admin or customer from booking an appointment during that time.

Below are a few screen shots to help with the process...

The process is like this.

1. Click on Edit Profile.

2. Click on Google Calendar Sync

3. Choose which Google Email to sync

4. Accept Permissions request from Google

5. All of your current Google appointments will sync into Bookafy. All of your current Bookafy appointments will sync into Google.

6. Going forward, as appointments are created in either Bookafy or Google, they will automatically sync to one another.

Google-Sync-1 Frequently Asked Questions

Choose which Google Calendar to Sync.

google-choose-account Frequently Asked Questions

Give Google/Bookafy Permission

Google-Accept Frequently Asked QuestionsNow you are set. Within minutes, your calenders will be synced up and ready to make your life easier!

Email us with questions info@bookafy.com

 

SMS Text Reminders - Set up

Once you set up your account, all of your customers will automatically get a SMS Text reminder 24 hours in advance of the appointment.

If you wish, you can change the time the reminders go out, but we recommend 24hours for most all businesses. That is the time that we have seen the most success.

When you are creating an appointment, it is important that you are entering a cell phone number in the phone number field. That is the number that the SMS is delivered to.

As well as SMS Reminders, we send out a Email reminder (Same time as SMS Reminder) and an email confirmation a the time the appointment was created.

The communication goes like this

1. Appointment is created and an email goes to the customer. The email includes information about the appointment, as well as an ICS attachment. Your customer can click on the attachment and save the appointment into their personal calender.

2. At set reminder time (default 24 hours) we send SMS and Email with appointment details and text reminding them of their appointment.

3. After the appointment, we send the customer a request for a review. You can turn these notifications off if you choose. And you can elect to have the reviews display on your page or not. Your choice.

Mail Chimp Integration

First, it is not necessary to sync with mail chimp. It is optional, and only for your benefit. If you do sync with mail chimp, or not... the rest of the software works exactly the same.

The Mail Chimp integration works like this, as you get customers into your Bookafy Account, we will automatically sync the new customers to your existing mail chimp account. It is really simple, and only requires a couple of clicks. We will walk you through the steps below...

Step 1. On the left side, click customers and the screen below will appear. Then click Connect for MailChimp.
2015-08-19_15-16-39 Frequently Asked Questions
Step 2
Mail-Chimp-Step-2 Frequently Asked Questions
Step 3
Mail-Chimp-Step-3 Frequently Asked Questions
Step 4
Mail-Chimp-Step-4 Frequently Asked Questions
Step 5
Mail-Chimp-Step-5 Frequently Asked Questions
Step 6
Mail-Chimp-Step-6 Frequently Asked Questions
Step 7
Mail-Chimp-Step-7 Frequently Asked Questions
Step 8
Mail-Chimp-Step-8 Frequently Asked Questions
Step 9
Mail-Chimp-Step-9 Frequently Asked Questions
Step 10
Mail-Chimp-Step-10 Frequently Asked Questions

Now you are set up and ready to go. If you have any questions, please let us know by chatting (chat box in lower right) or email us at info@bookafy.com

Thank you!

Recurring Appointments

Booking recurring appointments is a wonderful feature for booking the same appointment at regular intervals. For instance, if you have a customer who is going to visit you every Tuesday for the next four Weeks, the recurring feature would book the 4 appointments at one time.
Or, say you have a customer that is 1x per week indefinitely (Piano lessons, personal training, counseling, etc) and you want to leave it open ended... No problem! We can do that too.

To create a recurring appointment, just on the calendar to add an appointment... then towards the bottom of the screen click on "Recurring". There you can set up all of the attributes of the recurring appointment.

Recurring-Screen-Shot Frequently Asked Questions

Recurring-Screen-Shot-2 Frequently Asked Questions

Customer Information - Manual Typing?

When filling out an appointment, you have 2 options.

1. You can hand type all of the customers information into the fields. There are only about 6 fields... and it shouldn't take more than a minute or two. The downside, is asking the customer for the info... and getting it right in the system. It is especially important to get the email (for confirmations, reminders and syncing with your favorite email marketing program) and phone for SMS Text reminders.

2. If you upload your customer list into our system, once you start typing the customer name into the first field, the rest of the info will auto fill. This will save you a ton of time.

Regarding uploading your customer list... we have tried to make it simple... but it can be a challenge for sure. If you have any issues at all, send us the list in excel and we will get it uploaded for you. Send the list to: info@bookafy.com

Facebook Book Now Integration

If you want to add a Book Now or Request an Appointment button to your Facebook page, it's super simple. Just follow the steps below in the video, and ofcourse let us know if you have any questions at info@bookafy.com

Free Trial Go To Top

Trial Account

Thank you for considering a Trial Account. The account is 100% free, and you do not have to give us any billing info whatsoever.
At the end of the trial period, if you love the software then you can start paying based on the plan that is right for you. However, if at anytime you decide its not right for you (we hope this doesnt happen) then you dont have to do anything. You will never be charged, you wont have an IOU, you dont even have to cancel your account. At the end of your trial, we will just ask you for payment when you log on in order for you to use all of the functions of the site.
The bottom line is this, we love the software, we have seen businesses transform with our software and we are fully confident that we can help your business so we are giving it away for free for you to fully test.
One more thing... the trial is fully functional. All of the tools and resources in the paid version are available in the trial version. You can sync with outlook, sign up for payment processing, add 1 staff member or 100, add 1 service or 100. It is fully functional. Have fun and we are here if you need any help with set up.

Trial - Number of staff and services?

During the trial period, you can have as many staff members and services as you wish. If you have 1 of 100, it is still free for that trial period. There are no limits to the use! So have at it...

Are there any limitations in the trial version of your appointment scheduling software?

No. During the trial period, you will have access to the entire appointment scheduling software system. If you decide to continue using the system after your 30 day trial period has ended, you will just continue using the same account.

Integrations Go To Top

Outlook Integration?

Microsoft Outlook can  sync 2-Way with Bookafy. With 1-Click, all of your Outlook appointments will sync to Bookafy, and all of your Bookafy appointments will sync with Outlook. The sync happens in real time, any new appointment, edited appointment or deleted appointment will automatically update in both systems. This avoids double entry and double booking.

Iframe or Subdomain Integration for your Website?

There are two primary ways to show your calendar to your customers.
1. Link to Subdomain:

You can send a link from your website/email/facebook to our subdomain. For instance, here is a link to the sudomain for our demo account. https://demo.mybookafy.com/ To integrate in this way, you just need to add a link to https://yourcompany.mybookafy.com/ and it works great. You can even use this as your only website. For instance, you can buy a domain (www.yourcompany.com) and forward it to the Bookafy subdomain https://yourcompany.mybookafy.com/. It works like a charm!

2. Iframe Calendra into your Page

You can insert Iframe code into the site like we did on this demo page: http://bookafy.com/demo-iframe-page/. This is the most elegant integration and the customer never has to leave your website! The Iframe code can be found in Edit profile towards the bottom. Simply cut and paste into your site. If you need any help, please let us know!

 

Can our data be exported out of the system?

Yes, you can export both customer and appointment data at any time to Excel.

Mail Chimp Integration

First, it is not necessary to sync with mail chimp. It is optional, and only for your benefit. If you do sync with mail chimp, or not... the rest of the software works exactly the same.

The Mail Chimp integration works like this, as you get customers into your Bookafy Account, we will automatically sync the new customers to your existing mail chimp account. It is really simple, and only requires a couple of clicks. We will walk you through the steps below...

Step 1. On the left side, click customers and the screen below will appear. Then click Connect for MailChimp.
2015-08-19_15-16-39 Frequently Asked Questions
Step 2
Mail-Chimp-Step-2 Frequently Asked Questions
Step 3
Mail-Chimp-Step-3 Frequently Asked Questions
Step 4
Mail-Chimp-Step-4 Frequently Asked Questions
Step 5
Mail-Chimp-Step-5 Frequently Asked Questions
Step 6
Mail-Chimp-Step-6 Frequently Asked Questions
Step 7
Mail-Chimp-Step-7 Frequently Asked Questions
Step 8
Mail-Chimp-Step-8 Frequently Asked Questions
Step 9
Mail-Chimp-Step-9 Frequently Asked Questions
Step 10
Mail-Chimp-Step-10 Frequently Asked Questions

Now you are set up and ready to go. If you have any questions, please let us know by chatting (chat box in lower right) or email us at info@bookafy.com

Thank you!

SMS Text Reminders - Set up

Once you set up your account, all of your customers will automatically get a SMS Text reminder 24 hours in advance of the appointment.

If you wish, you can change the time the reminders go out, but we recommend 24hours for most all businesses. That is the time that we have seen the most success.

When you are creating an appointment, it is important that you are entering a cell phone number in the phone number field. That is the number that the SMS is delivered to.

As well as SMS Reminders, we send out a Email reminder (Same time as SMS Reminder) and an email confirmation a the time the appointment was created.

The communication goes like this

1. Appointment is created and an email goes to the customer. The email includes information about the appointment, as well as an ICS attachment. Your customer can click on the attachment and save the appointment into their personal calender.

2. At set reminder time (default 24 hours) we send SMS and Email with appointment details and text reminding them of their appointment.

3. After the appointment, we send the customer a request for a review. You can turn these notifications off if you choose. And you can elect to have the reviews display on your page or not. Your choice.

Ical Sync Integration

We allow for Bookafy to sync with your Ical account. Follow these steps:

1. Go to Staff edit page(create new staff or edit existing staff)

Screen+Shot+2016-04-26+at+6.03.56+pm Frequently Asked Questions
2. Copy the calendar url from edit page
3. Open apple ical calendar (Go menu File -> New calendar subscription)

Screen+Shot+2016-04-26+at+6.05.18+pm Frequently Asked Questions
4. Paste the calendar's url

Screen+Shot+2016-04-26+at+6.05.48+pm Frequently Asked Questions
5. Enter the name of Calendar - Bookafy

Screen+Shot+2016-04-26+at+6.06.04+pm Frequently Asked Questions

That's it. It works great... Will keep all of your appointments synced up to your Ical calendar, with easy access on any device.

Please let us know if you have any questions!

Google Calender 2-way Sync

The google calendar 2-way sync is a great tool for staff and admins alike.

As you may know, most staff members have a personal calendar and the challenge is keeping the work calendar and personal calendar straight.

The last thing you want to do, is have double bookings... that becomes a big mess.

With the Google (and soon Outlook) 2-way sync, all of your appointments on Bookafy will sync to Google, and all of your appointments on google will block the time in Bookafy.

Ofcourse if you have a personal appointment in Google, you dont want to disclose all of the details in the Bookafy calendar to other staff member... so Bookafy will just show that time as unavailable to prevent the admin or customer from booking an appointment during that time.

Below are a few screen shots to help with the process...

The process is like this.

1. Click on Edit Profile.

2. Click on Google Calendar Sync

3. Choose which Google Email to sync

4. Accept Permissions request from Google

5. All of your current Google appointments will sync into Bookafy. All of your current Bookafy appointments will sync into Google.

6. Going forward, as appointments are created in either Bookafy or Google, they will automatically sync to one another.

Google-Sync-1 Frequently Asked Questions

Choose which Google Calendar to Sync.

google-choose-account Frequently Asked Questions

Give Google/Bookafy Permission

Google-Accept Frequently Asked QuestionsNow you are set. Within minutes, your calenders will be synced up and ready to make your life easier!

Email us with questions info@bookafy.com

 

Facebook Book Now Integration

If you want to add a Book Now or Request an Appointment button to your Facebook page, it's super simple. Just follow the steps below in the video, and ofcourse let us know if you have any questions at info@bookafy.com

Services Go To Top

Trial - Number of staff and services?

During the trial period, you can have as many staff members and services as you wish. If you have 1 of 100, it is still free for that trial period. There are no limits to the use! So have at it...

Recurring Appointments

Booking recurring appointments is a wonderful feature for booking the same appointment at regular intervals. For instance, if you have a customer who is going to visit you every Tuesday for the next four Weeks, the recurring feature would book the 4 appointments at one time.
Or, say you have a customer that is 1x per week indefinitely (Piano lessons, personal training, counseling, etc) and you want to leave it open ended... No problem! We can do that too.

To create a recurring appointment, just on the calendar to add an appointment... then towards the bottom of the screen click on "Recurring". There you can set up all of the attributes of the recurring appointment.

Recurring-Screen-Shot Frequently Asked Questions

Recurring-Screen-Shot-2 Frequently Asked Questions

Staff and the Services Assigned to Them

Staff and Services are highly customizable. It is likely, if you have a business with more than 1 person, that everyone doesnt do the same types of services.

There are a few ways to assign services to staff members.

1. You can edit the services for each staff by editing the staff. Click on Staff on menu, then you can create a new staff or edit existing.

staff-services-1 Frequently Asked Questions

When creating new staff, choose which services should be assigned to the staff member.

 

staff-services-2 Frequently Asked Questions

If you want to edit an existing staff member, you can check or uncheck the services assigned to the individual staff member.

staff-services-3 Frequently Asked Questions

2. You can click on services and determine which staff is assigned to each service.

 

staff-services-4 Frequently Asked Questions

staff-services-5 Frequently Asked Questions

That's it! Totally customize what your customers see when they are booking, to prevent your staff being booked for the wrong types of services.

Staff do not show up on page, when trying to schedule

This happens from time to time, the services haven't been assigned to the staff members, or the staff haven't been assigned to services.

If you are not able to see available staff on the service you selected on Iframe or Subdomain, the best thing to do is check to see if the staff has been assigned to services properly.

The quickest way to check, Click on Staff on menu, then click the edit staff icon, then make sure all of the services are properly assigned. Then click save.

Do this for each staff member and you should be all set!

Customers Go To Top

Importing Customers

When it comes to importing customers, there are a few pointers we want to give you. I'll show you in this video, or feel free to read below.

Two pointers:

1. The reason you want to add your customers to the database is to increase efficiencies in creating appointments and to keep a central list that can be exported easily to mail chimp, constant contact and many others.

When you are creating a new appointment, if you start typing your customers name into the fields... the rest of their contact info will autofill. This makes it quick and reduces the possibility of errors.

2. In order to import the list, make sure your excel file has the proper header row:

id, name, address, city, zip_code, mobile, email "Name and Email are mandatory fields"

Now you can go to the menu on the left, click on Customers, click on Browse, find your file. Then Click import. If it is successful, your customers names will appear on the lines below immediately.

If you run into ANY issues, please tell us. Click on Submit Ticket on the bottom right, or call us anytime. Thank you

 

Customer Information - Manual Typing?

When filling out an appointment, you have 2 options.

1. You can hand type all of the customers information into the fields. There are only about 6 fields... and it shouldn't take more than a minute or two. The downside, is asking the customer for the info... and getting it right in the system. It is especially important to get the email (for confirmations, reminders and syncing with your favorite email marketing program) and phone for SMS Text reminders.

2. If you upload your customer list into our system, once you start typing the customer name into the first field, the rest of the info will auto fill. This will save you a ton of time.

Regarding uploading your customer list... we have tried to make it simple... but it can be a challenge for sure. If you have any issues at all, send us the list in excel and we will get it uploaded for you. Send the list to: info@bookafy.com

Mail Chimp Integration

First, it is not necessary to sync with mail chimp. It is optional, and only for your benefit. If you do sync with mail chimp, or not... the rest of the software works exactly the same.

The Mail Chimp integration works like this, as you get customers into your Bookafy Account, we will automatically sync the new customers to your existing mail chimp account. It is really simple, and only requires a couple of clicks. We will walk you through the steps below...

Step 1. On the left side, click customers and the screen below will appear. Then click Connect for MailChimp.
2015-08-19_15-16-39 Frequently Asked Questions
Step 2
Mail-Chimp-Step-2 Frequently Asked Questions
Step 3
Mail-Chimp-Step-3 Frequently Asked Questions
Step 4
Mail-Chimp-Step-4 Frequently Asked Questions
Step 5
Mail-Chimp-Step-5 Frequently Asked Questions
Step 6
Mail-Chimp-Step-6 Frequently Asked Questions
Step 7
Mail-Chimp-Step-7 Frequently Asked Questions
Step 8
Mail-Chimp-Step-8 Frequently Asked Questions
Step 9
Mail-Chimp-Step-9 Frequently Asked Questions
Step 10
Mail-Chimp-Step-10 Frequently Asked Questions

Now you are set up and ready to go. If you have any questions, please let us know by chatting (chat box in lower right) or email us at info@bookafy.com

Thank you!

SMS Text Reminders - Set up

Once you set up your account, all of your customers will automatically get a SMS Text reminder 24 hours in advance of the appointment.

If you wish, you can change the time the reminders go out, but we recommend 24hours for most all businesses. That is the time that we have seen the most success.

When you are creating an appointment, it is important that you are entering a cell phone number in the phone number field. That is the number that the SMS is delivered to.

As well as SMS Reminders, we send out a Email reminder (Same time as SMS Reminder) and an email confirmation a the time the appointment was created.

The communication goes like this

1. Appointment is created and an email goes to the customer. The email includes information about the appointment, as well as an ICS attachment. Your customer can click on the attachment and save the appointment into their personal calender.

2. At set reminder time (default 24 hours) we send SMS and Email with appointment details and text reminding them of their appointment.

3. After the appointment, we send the customer a request for a review. You can turn these notifications off if you choose. And you can elect to have the reviews display on your page or not. Your choice.

Staff Go To Top

Trial - Number of staff and services?

During the trial period, you can have as many staff members and services as you wish. If you have 1 of 100, it is still free for that trial period. There are no limits to the use! So have at it...

Staff - Creating and Editing

If you are looking to add or edit your staff members, we have created a quick video for you to watch. If you dont want to watch the video, there are further instructions below. Thank you!

2015-04-24_15-06-17 Frequently Asked Questions

First, on the left menu... Click on "Staff Members".

  • If you are the company "Admin" and taking appointments... therehttps://www.google.com/search?q=1st+corinthians+13&ie=utf-8&oe=utf-8 is an extra step. This means, if for instance you own the Spa, manage the calendar, and you take appointments for services yourself... then follow this first step.
    1. Go back to Edit Profile.11 Frequently Asked Questions
    2. On the Bottom right, click "Client as Staff". Once you click this, you will now be "Admin" and a "Staff" member that can accept appointments. This is very common for small businesses with owner operators. Over 75% of our customers are "Admin" and "Staff". They own the business, and they manage staff, and they are staff.

1 Frequently Asked Questions1 Frequently Asked Questions

Add New

  • Now, go back to "Staff Members" on the menu.
  • If you are Admin/Staff, your name will be on this list. The only thing you can edit for the Admin/Staff person is the appointments that you will take. Otherwise, all of your editing will be done in "Edit Profile"

21 Frequently Asked Questions

  • To add/edit additional staff:
    • On the top right, click Add New Staff Member. (as shown in image above)
    • Enter the staff information. Name, email, their password and what services they will handle.
    • Regarding "Role of Staff"/ There are two options.
      1. The staff member can be a Manager (we call Team Leader)
      2. The staff can be just a staff member.
      3. With a Manager, they can have other staff schedules that they can see. You can assign other staff members under them, so the Manager can see their own schedule and the staff under them schedule.
      4. With a "Staff", they only see their own schedule
      5. As admin, of course you see all schedules.
      6. Then click "Create Staff Member"
      7. Go through and create each staff member. You can create as many as you want. Its unlimited.
  • Next, once all of the staff members are created... you will need to edit their profile.

 

  • Click "Staff Members" again.
  • On the right side of the screen, under "Action" you will see a pencil. Click the pencil and this will allow you to edit.
  • 3 Frequently Asked QuestionsIn the edit screen, update all of their info.
    1. Address, phone (cell is best), appointment color that will show on the calender, and add their profile picture.
    2. To add an image of that staff member. Here is a trick, if you don't have company photos available... go to the staff members Facebook profile... find the picture you like the best (that best represents your company), then right click the image, save it to your desktop, then add it here as their staff image. If you don't have great photos available immediately, don't wait to get them and leave this area blank. This is the first thing customers will see when scheduling, so use this work around to fill the space with a "good-for-now" photo.
  • Next, Change their operating hours
    1. Each staff member can have their own set availability. One staff can be available from 9-5, another from 10-2, another 7-7. It is totally customizable and the customers will only be able to book the staff during the staff members available times.
    2. Done!  Call, email, chat with questions. We are here for you!

Staff and the Services Assigned to Them

Staff and Services are highly customizable. It is likely, if you have a business with more than 1 person, that everyone doesnt do the same types of services.

There are a few ways to assign services to staff members.

1. You can edit the services for each staff by editing the staff. Click on Staff on menu, then you can create a new staff or edit existing.

staff-services-1 Frequently Asked Questions

When creating new staff, choose which services should be assigned to the staff member.

 

staff-services-2 Frequently Asked Questions

If you want to edit an existing staff member, you can check or uncheck the services assigned to the individual staff member.

staff-services-3 Frequently Asked Questions

2. You can click on services and determine which staff is assigned to each service.

 

staff-services-4 Frequently Asked Questions

staff-services-5 Frequently Asked Questions

That's it! Totally customize what your customers see when they are booking, to prevent your staff being booked for the wrong types of services.

Google Calender 2-way Sync

The google calendar 2-way sync is a great tool for staff and admins alike.

As you may know, most staff members have a personal calendar and the challenge is keeping the work calendar and personal calendar straight.

The last thing you want to do, is have double bookings... that becomes a big mess.

With the Google (and soon Outlook) 2-way sync, all of your appointments on Bookafy will sync to Google, and all of your appointments on google will block the time in Bookafy.

Ofcourse if you have a personal appointment in Google, you dont want to disclose all of the details in the Bookafy calendar to other staff member... so Bookafy will just show that time as unavailable to prevent the admin or customer from booking an appointment during that time.

Below are a few screen shots to help with the process...

The process is like this.

1. Click on Edit Profile.

2. Click on Google Calendar Sync

3. Choose which Google Email to sync

4. Accept Permissions request from Google

5. All of your current Google appointments will sync into Bookafy. All of your current Bookafy appointments will sync into Google.

6. Going forward, as appointments are created in either Bookafy or Google, they will automatically sync to one another.

Google-Sync-1 Frequently Asked Questions

Choose which Google Calendar to Sync.

google-choose-account Frequently Asked Questions

Give Google/Bookafy Permission

Google-Accept Frequently Asked QuestionsNow you are set. Within minutes, your calenders will be synced up and ready to make your life easier!

Email us with questions info@bookafy.com

 

Staff do not show up on page, when trying to schedule

This happens from time to time, the services haven't been assigned to the staff members, or the staff haven't been assigned to services.

If you are not able to see available staff on the service you selected on Iframe or Subdomain, the best thing to do is check to see if the staff has been assigned to services properly.

The quickest way to check, Click on Staff on menu, then click the edit staff icon, then make sure all of the services are properly assigned. Then click save.

Do this for each staff member and you should be all set!

Free Website Go To Top

Free Website?

When your account is created, you will be given a subdomain URL such as https://demo.mybookafy.com/. You can use this URL as your own website, or you can forward your URL to the subdomain URL.

The subdomain page is editable and has information about your business, hours, and ofcourse the ability to book online.

Security Go To Top

Is my data secure?

Yes. We have a number of safeguards in place to ensure data privacy and security. We offer SSL (secure socket layer) on both the customer view and the site administration portion of the appointment software system. SSL encrypts data as it passes to and from the server. We also have a very strict privacy policy. We do not sell or share any client data (or their client's data).

Accept Credit Cards Go To Top

Can I accept payments through Bookafy?

Yes, you can process credit cards through the POS (point of sale) interface in the administrative view of the system.

access-80x80 Frequently Asked Questions
FREE SET-UP SUPPORT

Bookafy’s support team is available to help you set up your account from start to finish. We can help set up new staff, set up services and even help integrate the software into your existing website.

And… it’s all free! Contact us anytime and we will be ready to help!

custom-80x80 Frequently Asked Questions
EDIT PROFILE

Most of Bookafy’s settings can be found in the Edit Profile tab. There you can edit contact info, set your subdomain address, get code to iframe, set business hours and much much more!

fit-80x80 Frequently Asked Questions
CUSTOM STAFF SCHEDULING

Your staff can all have their own customized schedules… You can set hours for each staff member individually, regardless of how many staff members you have. Scheduling staff has never been easier!