Book an appointment by hand

When somebody rings or walks in, add their appointment yourself. It goes in the same diary as online bookings, blocks the time so nobody else can take it, and emails the guest a confirmation.

Before you start

• At least one calendar.
• The guest's name and an email address or phone number. Without an email there is nowhere to send a confirmation.

Steps

1. Open Calendars. The Booked tab opens.
2. Press New appointment.
3. Under Calendar, choose the calendar, for example Check-up.
4. Set the Date and Time. The line underneath tells you the zone, for example Times are in London — this calendar's own zone. Type the time the guest will arrive in that zone.
5. Under Minutes, leave it empty to use the calendar's length, or type a different length for this one.
6. Under Who is coming?, type the name, for example Jane Cooper.
7. Fill in Email, Phone, or both.
8. If you have services and operators, choose What for? (optional) and With whom? (optional).
9. Add Notes (optional), for example Rang about the back room.
10. Press Book it. A message says Booked.

What happens next

• The appointment appears on the Booked tab, marked added by hand in the list view.
• If a contact already has that email address, the booking is added to them. Otherwise a new contact is created with the source booking.
• If you gave an email address, the guest gets the booking confirmation, and later the reminder the day before.
• Any workflow that starts on They book an appointment starts for that person.
• You can book any time, even outside your hours or on a closed day. Your hours only limit what customers can book online.

For agencies

Open the client first (Sub-accounts › Open). Check the zone line in step 4 carefully if the client is in another time zone.

Troubleshooting

"That time is already booked on this calendar. Choose another." Another booking overlaps that time. Choose another time, or check the Booked tab to see what is there.

The Book it button stays grey. A name is missing, both email and phone are empty, or the time doesn't exist (see the next point).

"There is no 01:30 on that date in London — the clocks go forward." That hour is skipped when the clocks go forward. Choose another time.

The New appointment button is greyed out. You have no calendars yet. Create one on the Calendars tab first.

The guest didn't get a confirmation. Check an email address was entered. Confirmations for bookings taken by hand use the calendar's time zone.

Related

• See what's booked and mark appointments
• Reschedule or cancel an appointment
• Booking confirmations, reminders and change emails
• Add services and operators