Here is some FAQ from our users

By | October 31, 2012

The SimplyBook.me system is very flexible and most likely with a lot of useful features that you may not know about. Every single day, we get questions from long time users asking about things that are readily in the system, either as plug-ins or in the basic system. So in this post, I will write answers to some common questions.

1. Can I accept payments ?
Yes, absolutely ! Just activate the payment plug-in, insert your PayPal email, and go to Manage – Services, select each service, choose to edit and insert your pricing.

2. Can I have clients pay confirmation fee and not the full price ?
Yes, because our translation module is very flexible, you can change the wording and instead of displaying “Price”, you simply call it “Confirmation fee”. In the service description you can write the full price.

3. I don’t want the staff to get notifications about new appointments. Can I stop it ?
Yes, if you go to Settings – Email and SMS, you can mark the checkbox where it says that staff should or should not receive these messages. You can also decide which messages your clients receive, and also change the texts to better suit your needs !

4. I Have several employees and they don’t have the same opening hours. How can I change this ?
If you go to manage Service providers, you can see on the right side a clock sign, just press it and you can set opening hours, break times, and special days for this specific employees. Just take care that opening hours of employees must be within opening hours of company.

Each employee can have his own opening hours

5. How can I relate certain services with only certain providers?
You can do that either from Service providers list or from the Services list. For example go to Manage – Services and click on the person icon, and there you can choose to which employee this service is related.

Icons on right side in Services list – Click on person icon to relate certain services to providers

6. I want to accept both normal and video appointments but with different times open for bookings ?
This is done by creating a separate service provider for the video appointments. When that provider is created, set the hours as described in 4. and then you can create a video service and relate that service only to this provider as per description in 5. Don’t forget to activate the video plug-in before you create your video services !

7. I need to ask my clients more information while he is creating booking. How can I do that ?
For this you need to activate the Additional  fields plug-in in the plug-ins section. Then you can create various types of questions and fields that you either require the client to fill or have it selective. It can be text fields, drop downs etc. All this information will then be available in the booking and will even be transfered to your Google cal. If you go to Reports – Clients, then you can see the history of such additional information.

8. How can I create new clients ? 
When in Dashboard, press on time and date for new appointment, and up pops a small window.  If the client exists, you can select him from the drop down box by tapping name or phone number, but if he does not exist, press the plus sign besides drop down box and then you get a new box to create the client.

Press the blue-ish + button to create a new client.

 

This is just an example of questions we are often asked …. of course we get a lot more. Don’t hesitate to send us your questions if you have any !

83 thoughts on “Here is some FAQ from our users

  1. Brianne Durham

    I just created my site. When I create test appointments I recieve an email notification, but not a text message. What am I doing wrong?

    Reply
    1. admin Post author

      That is a very good and valid question and should have been answered above. The system always sends the free emails as reminders but text message reminders must be bought under tariffs – Packs because they cost us to send. If you activate the Google calendar sync plugin, then you can have each employee’s calendar synced with Simplybook.me (also good to have it as app for smartphones so employees always easily see their appointments) in which case you can have Google send free text messages (SMS) to employees. Google recently started charging for some of their services so maybe the free text messages are no longer available.

      Reply
  2. Tommy Miller

    Hi, I am currently building a website for a gym / fitness studio. I am trying to configure the booking system to only display the times that each class / service is available.

    At present users can select any time-slot within the range of the opening hours e.g 07:00 – 20:00.

    I would like to display only the times available for each specific class eg.
    Service 1: 07:00 – 08:00 then again at 19:00 – 20:00
    Service 2: 10:30 – 11:00

    Is it possible to configure in this way? Any help would be greatly appreciated. Thanks.
    Tommy

    Reply
    1. admin Post author

      Hi,

      This should be possible. You need to create a different service provider for each class, so in fact the class is the service provider (you can adjust wording in translation module). Then you create a service which is what is done in the class and relate this service to the relevant class. Then you go to opening hours of provider and set it accordingly to each class. Let us know if you run in to trouble.

      Reply
  3. CE

    I would like to change the name of our link ______.simplybook.me without losing all the settings. Is there a way to do this?

    Reply
    1. admin Post author

      Hi, This is possible but we need to have programmers dumb your DB and restore to a new one. We therefor need to charge $15 for this, but other possibility is to register a new company with correct name and set it up as other one. If you choose that our programmers do this, please send $15 to payments@simplybook.me with instructions on what to do.

      Reply
  4. anita

    When I delete a reoccurring even, it only deletes one event not the future ones. How can I delete all upcoming appointments as well?

    Thanks!

    Reply
    1. admin Post author

      Hi,

      This is not possible yet, but in most cases clients are cancelling or moving next appointment but not all. The recurring appointments are treated as independent after they have been reserved.

      Reply
  5. RG

    Hi,

    I was having a look at your package pricing and thought the ‘advanced’ package may suit me but noticed it did not have the automatic sms reminders to clients according to the pricing table. Can you just clarify what that means? Does this mean I cannot send SMS reminders? or just that the system will not send them automatically? because I can see every other package has this except the advanced and I don’t necessarily need all the features in the ‘Gold’ Package.

    Looking forward to your reply
    Thank you!

    Reply
    1. admin Post author

      The advance package also allows for SMS messages like the other packages but in all cases the SMS messages are sold as credits in Tariffs // Packs.

      Reply
  6. Dr. Nandi Harrysingh

    Hi,
    I must say I am VERY impresses with your features. Will sign up immediately. A request I have is the ability to have patients send forms (MRI Reports etc) at the time of their bookings. Are you in the process of working on such plug in?

    Thanks v much.
    Looking forward to being a very satisfied customer!

    Reply
    1. admin Post author

      You can use additional fields plugin and have users add text info, select from drop downs but we do not yet offer possibility of document upload.

      Reply
  7. Proud Mary

    What is your cancellation policy for using the Simplybook.me? I am interested in upgrading but I don’t want my credit card to be overcharged. Thanks.

    Reply
  8. Lena Baker

    Hi we are having some problems with the bookings, we need to be able to confirm the bookings when they are made, is this possible as it is automatically confirming for us,

    Also how do we see recent bookings on the website other than the automated email??

    Thanks

    Reply
    1. admin Post author

      If you set your selves as available then you are bookable. You can however use our new mobile app or google cale to easily make your self unavailable when that is the case and then it is easy to cancel bookings.

      Reply
  9. Mariah

    Hello,

    I’m currently having some issues with the time slots
    Whenever I looked at the app from the customers view it said, “No more slots available today, please try another day.” I don’t understand why it would say this since I have the service provider times set from 1p.m. to 9p.m.

    Reply
    1. admin Post author

      There can be various reasons for this from setup point of view but the most common are:

      i. In Settings // Configurations you have chosen Max time before appointment or Min time before appointment with too little time. Min time before appointment is usually in hours, while max time is in weeks or months.

      ii. The service duration is longer than any open time space in scheduler.

      iii. Company opening hours and Service performer opening hours are different and performers hours may be too short to book.

      Some other reasons may also be the cause but these are the most common ones.

      Reply
  10. Juri

    Hi!
    Is it possible that when someone is booking, then the confirmation email that the client receives includes also the price which is different for different services. Is there a [price] value that could be added to template email (in addition to name, phone, service etc) that are there available already.

    Reply
  11. Hiroko

    Hi,

    I am having an issue with checkbox option with Additional Fields plug-in.

    I chose Checkbox under Field Type, and entered values separated by a comma under Value.

    When I check my booking site, all I see is one checkbox with no value.

    When I select Select under Field Type, I can see all the options.

    Can you please help me?

    Reply
    1. admin Post author

      Check box should not have comma limited values. Check box only has one value. Drop box can have comma separated values.

      Reply
  12. Charesa

    I was interested in SimplyBookMe, but wondered how I would be paid for accepting deposits. Is the payment system integrated with PayPal?

    Reply
    1. admin Post author

      Yes, you can accept payments and you can call the payments deposit if you prefer 🙂

      Reply
  13. Andy

    We’re in a position where we offer a coaching service and offer discounted packages of three sessions. We want our clients to be able to buy the three session discount package then go in and book three separate 1 hr slots on any day they want. It could be they want to book one session now and one in two weeks time. It seems you can’t do this on here? Seems to only be weekly recurring slots? We’ve tried to get around this by just doing three selections of the package but it charges them the full package price three times. Surely other clients have come across this problem and have gotten around it?

    Reply
    1. admin Post author

      The only way I would see here is to create 3 services, have 1st service cost the price of packs and then services 2 and 3 be free as an extension of pack 1. You then activate multiple bookings plugin and then clients can book the 3 services at 3 different times and pay the pack price.

      Reply
  14. Leah

    I’m looking into a booking system that would be suitable for training courses. One feature we’d really like to have is one that allows customers to change or cancel their bookings at home. Can this be done with SimplyBook?

    Reply
    1. admin Post author

      Clients can cancel the booking with their cancel link and then make a new correct one.

      Reply
    1. admin Post author

      Absolutely, you can continue to choose free subscription and only add plugins if that is what you need !

      Reply
  15. Toya

    I am very interested in using your program. I understand that the system allows for down payments and I can accept payments online, however, does this system allow me to require a CC on file in the event of cancellations or no shows?

    Reply
    1. admin Post author

      We unfortunately do not have methods to collect credit card informations as that can be dangerous in the case someone breaks into the system and would then get over the credit card information of your clients. We prefer down payments and simply reminding people and giving them to option to cancel in time with a cancel link.

      Reply
  16. Bennjamin Salgado

    The system is okay but I’ve experienced 2 big issues that make it borderline useless.

    User pays in paypal, payment is received and the booking does not appear in the webpage (It discounts from the amount of monthly bookings available, but the slot is still open, and the booking information does not show anywhere)

    And second problem is the website (simplybook.me) seems to randomly get VERY SLOW, sometimes taking 20 seconds or more just to DISPLAY the available booking times.

    We are going to finish this event with this booking site due to time constraints, but we will probably move to another option next time given those issues.

    Reply
    1. admin Post author

      There are explanations for both your questions, the paypal problem arrives because of Paypal settings which makes Paypal not send us notification that service was paid, in which case we cancel the service (you would find it in detailed report, filter, show cancelled services). Please check in your paypal account that basic currency is same as currency used in our system, also make sure your account is confirmed/verified.

      Yesterday, servers were being “cleaned”, which happens about every 6 months and we could have made an announcement that they would not be online for a while during cleaning or just have them work slower during clean up and we did that as it is better for our users. They should not at all be slow today or any time for that matter.

      Reply
  17. Sabine

    Is it possible to transfer a calendar from google calendar onto your system? I found the export version (SimplyBook towardsGoogle) but not the other way around. Could you explain how if it’s possible?

    Reply
  18. Swanie

    I’ve found that when a time slot has been booked, someone can still book over it. How do you set it so no one can book in that time slot you’ve already entered?

    Reply
    1. admin Post author

      This can only happen if your service performer is set to accept more than one client at same time. Please check on this, but it can only be set back to 1 if you take care to remove all double bookings in the future. See Manage // Service performers, edit performer.

      Reply
  19. Megan

    Is there anyway to require payment for one service but not for another?

    Reply
    1. admin Post author

      You can only either have required for all or client can decide to pay ot not for all.

      Reply
  20. R D

    Can additional fields be collected after booking is made or can it only be at the time of booking?

    Reply
  21. Petra

    Hi!
    Love the entire system but I have a question. I am running a special event certain days in a couple weeks. I would love the clients to see those days only once they come to my website. I am running a WordPress and using your plugin. Right now, when the clients come to the page, they need to scroll through the couple weeks (that are grayed out) to get to the date of the event. Is it possible for them to come to that certain week when the event is happening instead of getting confused and having to scroll to that date?
    Thank you in advance!

    Reply
    1. admin Post author

      This is easy, go to Opening hours, and set ALL days as not working days. Then go ot special days and ONLY open the relevant days.

      Reply
  22. Ashish

    Hi , Thanks for providing service.
    I am currently reviewing simply book’s feature to understand if it fulfills my need or not. While using this widget for my website i found that widget shows ” simplybook” footer . Coud we remove it ?

    Reply
    1. admin Post author

      If you have Gold or Platinum subscription, it is removed.

      Reply
  23. Nick

    Good day, great plugin ! We want to have “5 layers” they must choose Event -> Service -> Preferrred Languge -> Time -> Details

    I have been able to set it up as follows : Event (Renames Categories) – > Service -> Time -> Details

    Please advise how i could get Preffered Language where they would just choose between two languages and that would determine the available time slot as it will be a different consultant for different language.

    Thanks

    Reply
    1. admin Post author

      Unfortunately, changing languages in same system is not possible. It can use any language but not many languages.

      Reply
      1. Nick

        Hi, Sorry i think you misunderstand, it does not need to change language, they just need to choose as we have 2 consultants (1 english 1 other language) and then they choose time based on which consultant as they will have different schedules.

        Is this possible ?

        Thanks,
        Nick

        Reply
        1. Nick

          Good day, Please advise on above…i must put my website live soon

          Thanks,
          Nick

          Reply
          1. Karla

            Hi Nick, user here myself.
            I think you need to set up two different service providers and decribe them with the language , then at booking the client can choose the service provider. I guess you could name the English and the other one. And in the settings custom translations change the service provider to PRefferred Language

  24. Tony

    Hi Nick, user here myself.

    I think you need to set up two different service providers and decribe them with the language , then at booking the client can choose the service provider. I guess you could name the English and the other one. And in the settings custom translations change the service provider to PRefferred Language

    Reply
    1. admin Post author

      You probably just need to go to Settings // Configuration and set timeframe to 15 minutes, then go to Design section, Themes, and Set Timeline to Flexible. That should solve this.

      Reply
  25. Victoria Bagnall

    I have 1hr slots but I would like to let customers book them at half, 1/4 or 3/4past the hour – my working day starts at 8am – how can I do this please?

    Thanks

    Victoria

    Reply
  26. Hiroko

    Hello. I have a question about SMS.

    What happens when clients reply back to SMS confirming or reminding them off the appointment?

    I had several instances where clients sent back text messages advising me that they wouldn’t be able to make it to the appointment. Where do those meshes messages go? Is there anyway I have have those messages redirected to my number?

    Thanks!

    Reply
    1. admin Post author

      It gets “lost” in the cases we were not allowed to use company number (it needs to be mobile) as the sender.

      Reply
      1. Karla

        admin, what does this mean please? Can you explain?

        DO you mean when you add my own mobile number under ‘Default phone (country code and number)’ under ‘Settings’ –> ‘Email and SMS (text messages) settings’ the client will be able to reply back? If yes, will I get charged from my SMS package every time they reply back?

        Many thanks, waiting for your answer

        Reply
        1. admin Post author

          Yes, we first try to use your phone as sender, if telecom company permits it will be used, if not we revert to use ours.

          If you would get charged would depend on your telecom provider, we of course charge nothing for this.

          Reply
  27. Gus

    We have different fees by service and these depend for example the quantities of product so, is it possible to add different fee for the same service?

    Reply
    1. admin Post author

      Each service has fixed price, if you create recurring service that occurs X times, it can have different price that service that occurs 1 time.

      Reply
  28. Hege

    Hi! How can I make it so that I only accept one client a day? Once a client has booked an appointment on monday, other clients will find monday unavailable. You know what I mean? 🙂

    Reply
    1. admin Post author

      I think that it is not possible to make this automatic unfortunately ..

      Reply
  29. Hassan Fidai

    Hi,

    I want to create a booking system which students can use to book time slots in which they can use a specific server machine. Your website works pretty well for me however there is one feature which I require. I want to limit the number of simultaneous bookings a student can make in a week. For example if there are total 20 slots in a week I want to restrict that a same student can only book 5 slots and not more. Is this possible?

    Reply
    1. admin Post author

      Unfortunately there are no such restrictions possible other than that you can describe this to users in the service description and if someone is doing more, you simply cancel his bookings.

      Reply
  30. Stacey

    Hi is it possible to to have multiple services per time slots? Ie put a colour on then leave time for it to develop the cut & blowdry I need another slot?

    Reply
    1. admin Post author

      Good question, this functionality is only possible indirectly now, by creating another provider, that is set as closed all the time, and then he gets opened for in special day settings for times where you would want to allow double bookings. We are planning a solution so this can be done in a simpler way.

      Reply
  31. MatenDojo

    Is there a way to deactivate the “pay later” choice when the payment window comes up when a cliente is booking a class? I am using PayPal in this case. Thank you.

    Reply
    1. admin Post author

      Either Pay later option is enabled for all your services or none as it is setup now in our system.

      Reply
  32. Soph

    I am currently trying to put in a widget on my page via HTML, I have done a test booking with filling in my details and clicking book now, but after the test booking, going back to the contact form has my details pre-filled. Is there any way to get rid of this?!

    I have tried deleting my booking from the main dashboard, however it doesn’t seem to be doing anything.

    Thanks in advance!

    Reply
    1. admin Post author

      No worries, it is your browser that auto fills this info so in fact no one but you is going to see this !

      Reply
  33. Trung NT Nguyen

    I create mobile app booking with SimplyBooking
    I see some services has “This option is only available for staff. Please choose another option. Thank you.” But I still want to let user booking from app side.
    How should I do?
    I see a “getUserToken” in API docs, is it used for this case? How to use?
    Thank you,

    Reply
  34. Nina

    How can I deactivate the following message?
    “When you click on the button, you agree to simplybook.me terms & conditions and …. terms & conditions.”

    Thanks!

    Reply
    1. admin Post author

      You can implement the Terms and Conditions plugin and insert your own terms and conditions.

      Reply
  35. Fraser

    When looking at the subscriptions page:

    “Automatic SMS (text messages) to remind clients before service starts** 2”

    Does it mean that 2 text credits are used to send this text?

    Reply
    1. admin Post author

      Absolutely not, this simply means that with this subscription you can send SMS reminders but in all cases they are bought separately.

      Reply
    1. admin Post author

      This will VERY soon be possible, one of our easy tasks that is on our task list.

      Reply
  36. Mererid

    Hi. I’m an online tutor. My prices are based on lesson duration (e.g. 45 mins is cheaper than getting 90 mins). Is it possible to offer the choice of a 45 min lesson, a 60 min lesson and a 90 min lesson from the one calendar? Thanks!

    Reply
    1. admin Post author

      Of course, you create services with different duration and different costs and the client selects the one that suits him/her.

      Reply

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