Appointments

Building a Bookable Service

Go to Appointments > Configuration > Appointment Types → Create.

Availability On: Users vs Resources

This is the key setup decision:

• Users – the booking reserves time on a specific staff member's calendar (a consultant, doctor, hairdresser). Select which Staff Users can take this type of appointment; if several can, the visitor either picks one or the system offers whoever's free.
• Resources – the booking reserves a non-human asset instead (a table, court, meeting room, piece of equipment). Each resource has a Capacity, so a resource that can hold multiple simultaneous bookings (e.g. a room for 4) won't double-book past its limit.

Scheduling Rules

• Schedule Before (hours) – minimum notice required before a booking (e.g. must book at least 1 hour ahead).
• Cancel Before (hours) – how close to the appointment a visitor can still cancel/reschedule online.
• Schedule Not After (days) – how far into the future the booking page shows availability (e.g. 15 days out).

Availability Slots

For a Regular type, define weekly recurring windows (day of week + start/end time). Multiple windows per day are allowed (e.g. 9–12 and 2–5, with a lunch gap). The booking page automatically splits these into individually bookable slots based on the appointment's duration.

Custom Questions

Add Questions to collect information at booking time (e.g. "What would you like to discuss?", "Party size", "Do you have any allergies?") — answers are attached to the resulting calendar event so staff see them before the appointment happens.

Reminders & Messages

• Reminders – calendar alarms sent before the appointment (email/notification), reducing no-shows.
• Introduction Message – shown on the booking page before the visitor picks a slot.
• Confirmation Message – shown (and typically emailed) once the booking is confirmed.

Getting Visitors to Your Booking Page

The Public Booking Page

Every appointment type has its own public URL. Embed it as a button/link on your website, in an email signature, or send it directly. The visitor sees:

1. A calendar of available days, restricted to the configured scheduling window.
2. Available time slots for the selected day, in the visitor's own time zone (converted automatically).
3. Any custom Questions to answer.
4. Their name/email/phone to confirm the booking.

On confirmation, a calendar event is created (attached to the chosen staff user or resource), invites are sent, and the visitor gets a confirmation with the details and any configured message.

Personalised Invite Links

Create an Invite to generate a short, trackable link for a specific outreach (e.g. sent to one prospect after a call) — this can bundle several appointment types together and optionally restrict which staff/resources apply for that particular invite, without changing the general public booking page.

Rescheduling & Cancelling

The confirmation email/page includes self-service reschedule and cancel links (respecting the Cancel Before window) so visitors can adjust their own booking without contacting anyone — reducing back-and-forth for simple changes.

Letting Customers Book Themselves

Appointments let a customer pick an open time slot on a public booking page and reserve it instantly — no back-and-forth email to find a time. Behind the scenes it's built on the Calendar app: a confirmed booking is a normal calendar event.

Core Concepts

Appointment Type Categories

• Regular – weekly recurring availability (e.g. every weekday 9–5), the default for an ongoing bookable service.
• Punctual – regular slots but bounded between two specific dates (e.g. bookings only open for a one-week event).
• Specific Slots – you hand-pick individual time slots and share the link with one person, rather than a general public schedule.
• Shared Calendar – shares your entire actual calendar's free time, letting someone book into any of your genuinely open slots.