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Configure appointment booking

Enable request-based bookings for appointments

Your organization can opt for request-based bookings or continue with direct bookings. If your business wants the front-desk staff to review appointments before confirming bookings, you must enable request-based booking.

Note

  • Only organizations for which the Webstore v2 only setting is enabled can enable request-based booking.

  • Once you switch on the request-based bookings setting for the organization, it will impact all the services in all the centers of the organization. You cannot switch off the setting for specific services or centers.

If you enable request-based bookings, guests can choose:

  • Specific service (or multiple services)

  • Suitable time slots

  • A specific provider or the first available provider

Your front desk staff can confirm, modify, or decline requests. Guests receive notifications when front-desk staff confirms or declines their requests.

To enable request-based online bookings

  1. At the organization level, click the Configuration icon.

  2. Search for and select the Appointment Booking Flow setting from the Online booking settings section.

  3. Click Webstore V2 > Appointment Booking Flow.

  4. Turn on the Enable request mode setting.

    Important

    This action switches off the following settings:

  5. Click Publish.

Configure the label of the request mode button

Your organization may want to call the button that guests use to request appointments by another name. For instance, you may want to call the button Request Booking, instead of Request Appointment.

  1. At the organization level, click the Configuration icon.

  2. Search for and select the Appointment Booking Flow setting from the Online booking settings section.

  3. Click Webstore V2 > Labels & Text Configuration.

  4. Scroll down to Request Mode.

  5. To customize the text displayed on the button that users click to request a new appointment update the Request Appointment Button Label

    For example: Request booking

    Example: Request Again

  6. To customize the text of the button that users click to request another appointment after completing one, update the Request Again Button Label.

    For example: Book again

  7. Click Publish.

Enable provider-based booking

You can allow your guests to start their booking by choosing a provider, instead of a service. Guests can discover and select a provider first, view the services they offer, and complete their booking .

Note

Provider-based booking is available for both, Webstore and CMA (Customer Mobile App).

  1. At the organization level, click Configuration.

  2. Navigate to Online Booking > Online booking settings > Webstore V2 > Appointment Booking Flow.

  3. From the Service Selection Mode option select Provider-based.

  4. Click Save.

Enable service-based booking

With Service-based Booking, you can enable a booking experience where guests start by selecting a service. This makes it easier for them to explore offerings, choose their preferred service, and then pick a provider based on availability or preference.

Note

Service-based booking is available for both, Webstore and CMA (Customer Mobile App).

  1. At the organization level, click Configuration.

  2. Navigate to Online Booking > Online booking settings > Webstore V2 > Appointment Booking Flow.

  3. From the Service Selection Mode option select Provider-based.

  4. Click Save.

To access both service and provider-based flow enable Both Service and Provider-based setting.

Allow same day bookings

  1. At the organization level, click the Configuration icon.

  2. Search for and select the Appointment Booking Flow setting from the Online booking settings section.

  3. Click Webstore V2 > Appointment Booking Flow.

  4. To allow guests to book appointments only for the current date, enable the Allow Same Day Bookings Only setting.

  5. Click Publish.

Impacts and considerations

When this setting is enabled, the guests can only select the time slot for their booking (This is applicable only for businesses that accept same-day bookings).

When this setting is disabled, the guests can select both the date and time slot for their booking.

Allow guest to add multiple services in one appointment

  1. At the organization level, click the Configuration icon.

  2.  Search for and select the Appointment Booking Flow setting from the Online booking settings section.

  3. Click Webstore V2 > Appointment Booking Flow.

  4. To allow guests to add multiple services in one appointment, enable the Allow guest to add multiple services in one appointment setting.

  5. Click Publish.

Allow guest to enter discount code in invoice

  1. At the organization level, click the Configuration icon.

  2. Search for and select the Appointment Booking Flow setting from the Online booking settings section.

  3. Click Webstore V2 > Appointment Booking Flow.

  4. To allow guests to enter a discount code in the invoice, enable the Allow guest to enter discount code in invoice setting.

  5. Click Publish.

Allow service segments to be booked in blockout times

  1. At the organization level, click the Configuration icon.

  2. Search for and select the Appointment Booking Flow setting from the Online booking settingssection.

  3. Click Webstore V2 > Appointment Booking Flow.

  4. To allow guests to book service process segments in time slots that may be blocked out and the therapist is unavailable, enable the Allow service process segments to be booked in non-bookable block out times setting.

  5. Click Publish.

Allow guest to add notes in appointments

  1. At the organization level, click the Configuration icon.

  2. Search for and select the Appointment Booking Flow setting from the Online booking settingssection.

  3. Click Webstore V2 > Appointment Booking Flow.

  4. To allow guests to add notes in appointments, enable the Allow guest to add notes in appointments setting.

  5. Click Publish.

Allow guest to reschedule appointments

  1. At the organization level, click the Configuration icon.

  2. Search for and select the Appointment Booking Flow setting from the Online booking settings section.

  3. Click Webstore V2 > Appointment Booking Flow.

  4. To allow guests to reschedule appointments from Webstore, enable the Allow guest to reschedule appointments setting.

  5. Click Publish.

Manage mandatory guest fields in online appointment booking

Businesses can control whether guests must complete mandatory fields or have the option to skip them during the appointment booking process.

To ensure guests fill in mandatory fields on the sign-up form before booking an appointment, follow these steps:

  1. At the organization level, click the Configuration icon.

  2. Search for and select the Appointment Booking Flow setting from the Online booking settings section.

  3. Click Webstore V2 > Appointment Booking Flow.

  4. Enable the Block Appointment booking if a guest mandatory fields are missing setting.

    If this setting is enabled, guests will see a Mandatory details pop-up screen during the booking process.

  5. Click Publish.

To allow guests to skip the mandatory details section, follow these steps:

  1. At the organization level, click the Configuration icon.

  2. Search for and select the Appointment Booking Flow setting from the Online booking settings section.

  3. Click Webstore V2 > Appointment Booking Flow.

  4. To allow guests to bypass providing details in the Mandatory details pop-up screen during the online booking process, enable the Allow guest to skip mandatory details section setting.

    This setting is enabled only if the Block Appointment booking if a guest mandatory fields are missing setting is enabled.

  5. Click Publish.

Impacts and considerations

  • If the Block Appointment booking if a guest mandatory fields are missing setting is not enabled, guests will not see the mandatory details pop-up screen while booking an appointment.

  • If the Block Appointment booking if a guest mandatory fields are missing setting is enabled, guests will be required to fill in the mandatory details. However, if you want to allow guests to skip filling in details, enable the Allow guest to skip mandatory details section setting.

Introductory pricing for first time guests

You can display a banner for guest before they sign in. This banner can have information about the prices for a first-time user (intro prices), or a list of benefits offered by the center. After the guests sign in, they will see their respective banners such as their Membership banner or an existing guest banner.

Enable introductory pricing at the organization level

  1. At the organization level, click the Configuration icon.

  2.  Search for and select the Appointment Booking Flow setting from the Online booking settings section.

  3. Click Webstore V2 > Appointment Booking Flow.

  4. To give introductory pricing on services to new guests, enable the Intro Pricing for first time guests setting.

  5. Enter the intro campaign code that you created.

  6. Enter the text for your intro pricing banner in the Custom banner for intro pricing field. You can use this to display text with formatting, links or image files. This banner appears for users who are not signed in. After signing-in, guests will see their respective banners such as their Membership banner or an existing guest banner.

  7. To enable the introductory pricing feature for specific centers instead of the entire organization, turn on the Allow Center Override setting.

  8. Click Publish.

Impacts and considerations

Introductory pricing is not applicable for group/couple booking.

Enable introductory pricing at the organization level

When you enable center-level override for introductory pricing at the organization level, you must configure the introductory pricing from the center-level setting.

  1. At the center level, click the Configuration icon.

  2. Navigate to Online booking > Online booking settings > Online booking setup.

  3. Turn on the Enable Intro Pricing for Guests checkbox.

  4. Enter the intro campaign code that you created.

  5. Enter the text for your intro pricing banner in the Custom banner for intro pricing field.

  6. Click Publish.

Warn guests for booking multiple appointments on the same day

  1. At the organization level, click the Configuration icon.

  2.  Search for and select the Appointment Booking Flow setting from the Online booking settings section.

  3. Click Webstore V2 > Appointment Booking Flow.

  4. To warn the guests who book multiple appointments on the same day, enable the Warn guests when booking multiple appointments on the same day setting.

  5. Click Publish.

Set up nearby availability at organization level

On busy days like weekends when the footfall is high, guests may not be able to find a suitable appointment time slot in your center. In such cases, the guest has to either choose a time slot that might not be convenient or skip booking the appointment entirely. To avoid such situations, you can allow your guests to check the availability of appointments in the nearby centers for service bookings. This can be based on zones, distance, or a custom setting to display centers regardless of distance.

Allow guest to book appointment in nearby locations- zones
Allow guest to book appointment in nearby locations- distance
Allow guest to book appointment in nearby locations- custom

Set up nearby availability at center level

The center-level configurations are available only when Custom is selected in the Allow guest to book appointment in nearby locations setting at the organization level setting for nearby availability. You must select all the centers that will appear as nearby centers from the center-level settings.

  1. At the center level, click the Configuration icon.

  2. Navigate to Online booking > Online booking settings.

  3. Click Online Booking Setup.

  4. Turn on the Enable Appointment Slots Across Nearby Centers setting.

  5. To specify the nearby centers, from the Select Nearby Centers drop-down list, select all the nearby centers.

  6. Click Add.

  7. Click Save.

When your guests book an appointment on the Webstore, they can click View availability at nearby locations to check the available time slots in the nearby locations for booking the appointment regardless of the availability at their preferred center.

Mandatory prerequisite service selection

  1. At the organization level, click the Configuration icon.

  2.  Search for and select the Appointment Booking Flow setting from the Online booking settings section.

  3. Click Webstore V2 > Appointment Booking Flow.

  4. To make it mandatory for guests to book a prerequisite service while booking the main service, select the Enforce prerequisites checkbox.

  5. Enter the label text for prerequisites.

  6. Click Publish.

Enforce finishing service

  1. At the organization level, click the Configuration icon.

  2.  Search for and select the Appointment Booking Flow setting from the Online booking settings section.

  3. Click Webstore V2 > Appointment Booking Flow.

  4. To make it mandatory for your guests to select finishing services while booking an appointment, select the Enforce finishing service checkbox.

  5. Enter the label text for the finishing service.

  6. Click Publish.

Block guests without enough service credits from booking service

Block guests without enough service credits from booking service

  1. At the organization level, click the Configuration icon.

  2.  Search for and select the Appointment Booking Flow setting from the Online booking settings section.

  3. Click Webstore V2 > Block guests without enough service credits from booking service.

  4. To block guests who do not have enough service credits from booking an appointment, enable the Block guests without enough service credits from booking services setting.

  5. Click Publish.

Allow guest service booking despite pending membership status

Block guests without enough service credits from booking service

You can allow guests to book services even if their membership status is pending. If a guest initiates a transaction for recurring payment collection, their membership will enter a pending status until the transaction is completed. You can enable the setting for the system to consider the credits associated with pending memberships when determining if a service is bookable. So, even if the payment collection process has begun but not yet finished, guests can still enjoy the convenience of booking services using their pending membership credit

  1. At the organization level, click the Configuration icon.

  2. Navigate to Online Booking > Online booking settings.

  3. Click Webstore > Appointment booking flow .

  4. Enable the Allow guest with membership status as pending to book setting.

    If you do not see this option reach out to a person from Zenoti.

  5. Click Publish.

Impacts and considerations

This setting is only available if the Block guests without enough service credits from booking services setting is enabled.

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