The Appoints Appointment Booking software supports multi-locations. If your company is located simultaneously in several locations, you can combine them on a system by adding each separately. You can accept separate reservations for each place. You can add staff for locations, compare your locations and create a rating program to create competition among them.

Just click the ADD LOCATION button to add a new location.

Please enter the location’s name, add an image, write the Address. Enter the phone number and note a short description.

Optional google maps API: choose address from the map in the opening window.

1. You need to go to Google Cloud Platform;
2. Click the Projects;
3. Choose the NEW PROJECT at the opening window;
4. Give a name to the new project;

5. Then click to VIEW at Notifications;

6. Click the menu, then APIs & Services > Library;

7. You need to search for the Maps Javascript API and enable it;

8. Click the Menu > APIs & Services > Credentials;9. You need to click to CREATE CREDENTIALS and choose the API key;

10. Lastly, you need to copy the API key from the opening pop-up and paste it to Settings > General Settings > Google Maps API Key.

The Booknetic Appointment Booking plugin supports multi-staff. You can add your Staff from different locations to the system.
Let’s start with adding a new Staff.
Click on ADD STAFF to add new Staff. You’ll see four tabs in the opening window:

1. DETAILS
2. WEEKLY SCHEDULE
3. SPECIAL DAYS
4. HOLIDAYS

In the DETAILS tab, we will enter basic information about Staff. We will select the name, email, phone number, and profile picture of the Staff. The profile photo and name of the Staff will be visible in the booking process. Then we will select the location of Staff. If Staff works on several locations simultaneously, you can select all locations here with multi-select options.
You can also include a short note about Staff. This note will not be visible to the customers.

By default, the Staff working hours are as configured in the settings. If you want to create a custom timetable for your Staff, you must first enable the “Configure specific timesheet” checkbox in the WEEKLY SCHEDULE tab. You can build a special weekly work schedule for Staff. Here you can add Staff’s non-working days, work hours, and breaks. You can also set up each day of the week. You mark the start and end times of each workday. If a certain day of the week is outside of your Staff’s working days, you can set this day as Day-off. If you want to add the break time, click on Add break button and save the start and end times of the break. You have the opportunity to add endless hours of breaks for each day of the week.

In the SPECIAL DAYS tab, you can set up a timesheet on special days for Staff. If a staff member is allowed to work any day that is a non-working day for the Business or can only work on the second half of the day, you can set it here. Just click on the “Add special day” button and set the start and end hours in the opening panel. If needed, you can also click on the “Add break” button for special days to add break times.
If it’s needed to delete special days you added, click on the Remove special day button.

In the HOLIDAYS tab, you can set specific holidays for Staff. If Staff won’t work any day, it’s enough to click that day from the calendar in this tab. Let’s say that you are already setting the general holidays for your business in Settings > Holidays. If you want to appoint additional holidays for your current Staff, please note them in this tab. Otherwise, it’ll be preferable to select the same holidays in both Staff and Settings.

After completing all information about Staff, you can save the content by clicking on the ADD STAFF button. You can search the name, email, phone numbers of Staff on the list. And you can also sort by name, email, and phone number with ASC or DESC. If you intend to change the staff information, click the Edit button.

You can delete Staff individually or as a group. If only one Staff needs to be deleted, click the three-dot and then the Delete button. If you want to delete some Staff in bulk, check the checkboxes in front of the Staff names and click on the Delete icon which will open below.

In the Appoints admin panel, you can create your own services with multi-level service categories. With the perfect structured view, you can easily categorize your business services. The service Module has been created by using the latest design and technology for your convenience.

You can get a convenient image by pushing the service structure with a mouse to every direction as a map. You can also zoom in and out on the map. If you have lost the center of the map, you can automatically pull the map to the center by clicking the button next to the zooming button.

At first, you have to create a category. To do this, click on the “+” icon in front of Categories in the middle of the screen. Enter the name of the category and click on the Save icon. Here is your first category.

If you want to add a second category, you can repeat the above process as many times as you need. There is no limit to the number of categories and services.

If you want to add a subcategory to any Category, click on the “+” icon next to it. It will ask whether you wish to add a Category or Service. Select the Category option and save it by entering the name of the subcategory.

If you want to add a service to the subcategory or category, you need to click on the + icon and select the service option.

A new modal will open to add a service.

You need to check all four tabs and fill in information according to your Service.

1. SERVICE DETAILS
2. STAFF
3. TIMESHEET
4. EXTRAS

First, you need to fill in the primary information in the Service Details tab.

Service Image: add an image for the Service. Your customers will see the service image during the Front-end booking process.
Name: put a name in the Service name input.
Category: the category will be inherited automatically, but you can change them if you need.
Price: write service price. The currency is not needed here because you select it in the settings. For example 50.00
Duration: you need to write your service duration. The options here appear by the Time slot length you defined in your General Settings. If you have chosen a time slot length of 10 minutes, options will appear at a 10-minute interval. 10m ,20m, 30m, 40m etc.
Buffer time before: If you need some additional time before starting the Service, you need to set it here.
Same as duration, the time interval appears according to the Time slot length.
Buffer time after: If you need some additional time after finishing the Service, you need to set it here.
Recurring: If you want to add recurring services, you have to activate this option.
What is a Recurring service? Some services start and end at a certain time. For example, you have an appointment with an eye doctor. The doctor checks your eye and finishes the appointment. This service type is non-recurring. But there are also services that are not a one-time appointment. For example, an eye doctor needs to give you ten days of treatment, and naturally, patients have to go to the clinic during these ten days. This kind of Service is a recurring service.
After activating this option, some options will appear for recurring services. If you do not have a recurring service, you can ignore this part of the instruction.

Repeat: You need to select how often the customer will use the Service. There are three choices:

1. Monthly
2. Weekly
3. Daily

Monthly Recurring Service: If your Service is repeated on certain days of the month, you can choose the Monthly option. Customers will be able to select days of the month or select days of the week such as the first Sunday, the last Wednesday, the third Friday of every month.

Weekly Recurring services: Select this option if your Service is repeated for certain days of the week. For example, it can be repeated on the 1st, 3rd, or 5th of every week.

Daily Recurring services: If your Service is repeated every day or every N day, you should select the Daily option.

Fixed full period: If you check the option, you can limit the full period of repeated services. For example, the treatment will take ten days. In this case, we check this option and enter ten days. There are options for the month, week, and time (s) besides the day option in this area. If you do not activate this option, the customer will specify how long the Service will last when booking.
Fixed Frequency: With this solution, you can set the repetition frequency. If you add the Monthly recurring Service and select five days in a month by activating this option, your customer will select five days in a month when booking.
Or if you add a Weekly recurring service and write three days in a week at Fixed Frequency, then customers will be able to select only three days of the week when booking. When you disable this option, you set no limits for customers.
Payment: With this option, you will appoint how your recurring services will be paid when booking. There are two options:

1. Customers should pay only for the 1st appointment.
2. Customers must pay for all appointments in the series.

If you need to get paid only for the first appointment, you can select the first option. If you select the second option, customers will be forced to pay for all appointments at once when making a recurring appointment.

Capacity: With this option, you can set whether your customers will subscribe to the Service individually or as a group. If they have to book individually, select the Alone option. Otherwise, you can select the Group option and define the maximum number of customers to attend.
Note: You can enter a brief description of the Service. This information is visible to the customer in Front-End booking.

In the STAFF tab, you can add employees who work in the Service. Just click on the Add employee button and select the employee. If the current Service will have a specific price for the employee, then check the “Specific price” and enter the special price for the employee.

In the TIMESHEET tab, you can set up a special timesheet for your Service. By default, the timesheet you set in Settings > Business hours will appear in the front-end. If you need specific timesheets for the Service, you must first activate the “Configure specific timesheet” checkbox and define the available Timesheet for the Service.

If the timesheet of your service will be different for any day, you can exclude/include it from the SPECIAL DAYS submenu. Just click on Add special day button and select the date, hours of starting and ending. For example, if a day is a non-working day for the Business but this service needs to receive appointments, you can add those days in this submenu. Or if it is a working day for the Business but this service need to not receive appointments, you can achieve it by adding the date of the day but not choosing any time interval. As a result, the day will be busy.

In the EXTRAS tab, you can add extra items for your Service.

Enter its name and price. You can also add an image of the extra Service.
When the customer adds an extra service, the Extra service duration will be added to the duration of the appointment. There may be some extras that are sold without duration. In this case, keep the duration empty. You can also define the Maximum quantity for the Extra Service.

You can also set a specific payment method for your services. To do this, you need to navigate to the SETTINGS on the service. This feature will come in handy when you want to use a different payment method for any of your services, in order to determine the services that require online payment and those that do not.

After completing all the content, you can click on the ADD SERVICE button and add the Service.

In the Appoints admin panel, all of your customers data is stored in the database. You can export your customers’ data to an excel file whenever you want, or you can add new customers from a CSV file with the import function.

If you want to add a new customer manually, go to the Customers menu and click the ADD NEW button.

Fill in the name, surname, email, phone number of customers, add a profile picture, gender, and date of birth.

Then you will be able to add the customer to the list by clicking the SAVE button.

With a functional and searchable toolbar, you can search by your customer’s name, surname, phone number, and email. You can sort a list through the ASC or DESC in the column.

By using the “Allow to login” feature, you can also create a WordPress user for your customers. Thus, your customers will be able to manage their own appointments in the Customer panel.

If you want to delete any customer, go to the options in front of it and click on the Delete button.

If you want to change customers’ data, go to the options in front of it and click the Edit button.

You can also delete customers in bulk by selecting customers and clicking the delete button at the bottom.

Customer registration

Customer registration takes place when your customer makes an appointment on your site for the first time. When the customer makes an appointment for the first time, a customer profile is created for him, and the password is automatically generated and sent to the customer via notification. You should consider that the registration process only happens once, and you cannot send the user information to your customer after each appointment. This is because the password is sent to the customer when it is created, and then it cannot be reached because it is encrypted.

Please keep in mind that the front-end Customer Panel must be enabled.

Here you will see the complete list of payments. You can find any payment you want with convenient filters and search options. You can also make a convenient column view through ASC or DESC order.

If a customer completes a payment when booking, the payment status will be Paid in green.

If customers select the local payment option when booking, the payment status will remain Pending. When an employee receives a payment from the customer, the employee needs to find the payment in the list, click on the three-dot at the end of the payment raw, click the info button, and edit the payment status.

And click on the EDIT button to change the status of the payment.

If you receive the full payment, you can mark your status as Paid. Otherwise, by noting the payment amount, you can save the status as Pending till the rest of the payment is paid. The choice is yours.

The Workflow module, introduced in Appoints V3, offers powerful automation capabilities for managing appointments and building business processes. With Workflow, you can automate various actions related to appointments and trigger different events based on specific conditions. This documentation provides an overview of the Workflow module, its features, supported actions, triggers, and examples of usage.

What is Workflow?

Workflow allows you to automate every action related to your appointments and build business processes seamlessly within Appoints. You can define workflows that execute specific actions when certain events or conditions are met. For example, you can send emails to customers, notify staff via Telegram, change appointment statuses, send HTTP requests with webhooks, and much more.

Supported Actions

The Workflow module supports the following actions:

– Sending Email
– Sending SMS (using Twilio or Amazon SNS)
– Sending WhatsApp messages (using Twilio)
– Sending Telegram messages
– Changing Appointment Status
– Sending HTTP(s) requests with Webhook

Supported Triggers

You can trigger different actions based on the following events:

– When a new appointment is added
– When the appointment is rescheduled
– When the appointment status is changed
– When the appointment ends (including N minutes after the end or left till the end)
– When a new customer is created

Creating Workflow Algorithms

You can create multiple Workflow algorithms, each containing various triggers and actions. Within these algorithms, you can combine different triggers to achieve complex automation scenarios.

Trigger Fields

Each trigger has its own set of fields. For example, the Email trigger includes fields such as “To,” “Subject,” “Body,” and “Attachment.” The “To” field can accept multiple email addresses, allowing you to send emails to customers, staff members, and custom emails simultaneously. You can also use default keywords to improve the Subject and Body fields. The Attachment field accepts multiple arguments, enabling you to attach URLs or files generated from other Appoints add-ons.

Examples of Usage

1. Appointment confirmation:Send confirmation messages and appointment details to customers after booking.
2. Appointment Cancellations: Send notifications to both customers and staff when appointments are canceled.
3. Appointment Rescheduling: Notify customers and staff about appointment rescheduling via email.
4. Appointment Follow-up and Upselling:Follow up with customers after appointments and offer additional services or products for upselling.
5. Document Sharing: Request documents through Custom Forms and automatically send them to staff via Telegram.
6. Invoice Emailing: Generate PDF invoices with the Invoice add-on and automatically email them to customers using Workflow.
7. Admin Notifications: Notify admins about changes in appointment status via email.
8. Service Reviews: Encourage customers to leave reviews after appointments via email.

Supported Filters

You can apply filters to your workflows to refine their execution. Supported filters include:

• Location Filter: This filter allows you to specify a particular location or branch within your business where the workflow should be applied. For example, if you have multiple branches or offices, you can create different workflows for each location to tailor communication or actions based on where the appointment takes place.
• Service Filter: With the service filter, you can target specific services offered by your business. For instance, if you offer various services such as haircuts, massages, or consultations, you can create workflows that are triggered only when appointments are booked for certain services. This allows for more targeted and relevant communication or actions based on the type of service being provided.
• Staff Filter: This filter enables you to direct workflows to specific staff members within your organization. If you have a team of employees or contractors responsible for different tasks or services, you can create workflows that are specific to each staff member. For example, you can send notifications or reminders to the assigned staff member for a particular appointment or task.
• Status Filter: The status filter allows you to trigger workflows based on the status of the appointment. You can set conditions to execute workflows when appointments are scheduled, confirmed, canceled, or completed. This filter is useful for automating actions or communications at different stages of the appointment lifecycle, such as sending reminders before appointments or follow-up messages after appointments.
• Called From: This filter specifies the source or origin of the trigger that activated the workflow. It helps identify whether the workflow was initiated from the front-end booking panel or the back-end dashboard, providing additional context for the actions or communications that follow.
• Locale Filter: The locale filter allows you to target workflows based on the language that the customer uses on your website. This filter is particularly useful for multilingual businesses or businesses operating in different regions with distinct language preferences. You can customize communication or actions to match the language preferences of the user, ensuring a more personalized and localized experience.

With an up-to-date interface and informative calendar, you can see your employees’ schedules. You can filter appointments based on the location, services, and staff, too. Google Calendar events also appear on Appoints Calendar. In the appointments added with Google Calendar, there is a Google Calendar icon. The color of the event also can be displayed on the Appoints Calendar. It works with the Live sync method and the changing events on Google Calendar are instantly reflected on the Appoints Calendar.

You can show the appointments monthly, weekly, or daily, and also view appointments in the list view through the List view option.

While viewing your appointments in the day view, you will see that there are Staff columns here. Thanks to this wonderful feature, appointments of your Staff members that coincide with the same time will not be overlapped on the Calendar.

You can easily add an appointment for the date you want via Calendar, you can view any appointment directly on the calendar, and you can also edit any appointment you want.

You can see a list of all appointments in the Appointments menu. You can also find an appointment easily by using the convenient search tool and filters. You can order the list with ASC and DESC markup for all columns.

You can edit or delete any Appointment by clicking on the options in front of the Appointment and clicking the Edit or Delete button. You can also delete appointments in bulk by selecting them and clicking the delete button at the bottom.

Also, when you click on the icon in the PAYMENT column, you will see the detailed Payment Info. You can change the Payment Price or Payment status as needed.

You can create a new Appointment by clicking on the NEW APPOINTMENT button in the Appointments menu.

In the New Appointment window, select all the necessary options related to the Appointment. Date and time options are available according to Timesheet, holidays, and special days. If you set Sunday as a holiday in the settings, there will be no timeslot for this day.

If a customer has booked an appointment for a timeslot, you will not be able to create a second appointment on this timeslot. If you require that many people can book a service for the same timeslot, the Service capacity should be “Group” so that you can add a new client to the Appointment. Also, your other customers can book the same timeslot on the booking page if the service capacity is Group.

When adding customers to a group appointment from the admin panel, you can choose the number of customers. These slots will be decreased from the service capacity.

If you have extras related to the Service and want to select it, you can do so from the Extras tab.

Also, if you need to add any additional information to the appointment, the Custom Forms feature can be used while making a manual appointment.

Coupons can also be added to the appointment while making the manual appointment from the admin panel.

If the “Run workflows on save” checkbox is not activated, no notifications will go to the customers when you make manual changes to the Appointment. If you want to send notifications, it is important that you check the checkbox.

After setting the date and time, select a customer.

Monthly recurring appointments:

If your Service is repeated on certain days of the month, you can choose the Monthly option. Customers will be able to select days of the month or select days of the week such as the first Sunday, the last Wednesday, and the third Friday of every month.

If you select the Specific day option, you can specify the specific days from 1 to 31. For example, you want to repeat the Appointment on the 5th, 10th, and 15th of each month. Then you will select 5, 10, and 15 options. You also need to select the start date and end date.

Once you have completed the details, you will see the number of times your Appointment will be repeated according to your preferences in the Times input. If you don’t want to calculate the end date and know that the Appointment must be repeated ten times. Then type 10 in the Times section and let the Booknetic calculate the End date for you.

If you select one of the First, Second, Third, Fourth, or Last options, you will be able to choose any day of the week. For example, you can choose the First Monday. This means that the Appointment will be repeated on the first Monday of each month.

If the Fixed full period is set when the service is created, you cannot set the End date. When you select the start date, the end date will be automatically calculated according to the service settings.

Weekly recurring appointments:

In this case, you will be able to choose the days of the week. After choosing the days of the week, you can set the start time in front of each day. Finally, you select the Start date and End date according to your Appointment.

Daily recurring appointments:

When adding a daily recurring appointment, you must first determine how many days your Appointment will be repeated. If you choose every 1 day, it means that your appointments will be repeated every day. If you choose to do it every 2 days, it will repeat every 2 days. Time, Start date, End date, and Times are the same as the others.

There are three types of recurring appointments: Daily, Weekly, and Monthly. All three types look in a different form on the booking panel. It is possible to set Fixed full period and Fixed frequency for all three recurring types.

Daily recurring appointments

When we set a recurring appointment as a daily type, we determine how many days the appointments will be repeated between the start time and the end time.

Weekly recurring appointments

When we set a recurring appointment as a weekly type, we determine on which day of the week the appointments will be repeated between the start time and the end time.

Monthly recurring appointments

When we set recurring appointments as monthly, we choose the days of the month we want between the start and end times of the appointments. Appointments will only be created for the days we choose.

You can also ask your customers to pay for all appointments at once or to pay for appointments one by one.

You can set whether the service you offer will be group service or limited to only one person by going to the service settings. You can also make restrictions on the number of people to attend when group appointments from this section. After specifying the maximum number of customers that will be valid for the service appointment to be offered, you can start using this feature.

In addition, your customers can choose how many people they will bring with them when making an appointment. Depending on the service capacity, your customers can bring as many people as possible and make appointments for everyone who will come in a single session.

Also, when any timeslot’s capacity is reduced by at least 1, a badge will appear on the timeslot, indicating the timeslot’s total capacity and currently occupied capacity.

At the same time, we would like to point out that when you add an event for any timeslot via Google Calendar, if the service is a group service, then you can add your customers as attendees via Google Calendar. The customers you add will decrease from the service capacity.