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Appointments and your booking page

Set up calendars, book appointments for your team, and let customers book themselves on a public booking page.

This article is being updated.

Appointments is where your team's bookings live. Every appointment belongs to a calendar - a bookable type of appointment with its own hosts, length, hours and reminders.

Set up a calendar

Your business starts with one calendar, Appointments: 30-minute appointments, hosted by the business owner during their working hours, with online booking off until you turn it on. Change it like any other calendar, or add more. To add one, if your role can change Appointments settings:

  1. Go to Appointments, select Settings at the right of the tabs and, under Calendars, select New calendar.
  2. Pick a starting point: One-on-one, Group session, Round robin or Start from scratch. Everything stays editable after.
  3. Under Details, give it a name, a colour and an Increment (min) - how often a start time is offered.
  4. Under Booking shape, choose Specific hosts to name who hosts, or Round robin for a pool where whoever's free takes the booking. Set the Spots per slot and add the hosts.
  5. Under Logistics, set the Duration (min) and choose the Location. A one-on-one calendar offers Video call, In person and Phone call; a round robin offers Video call and Phone call; a group calendar offers Video call and In person.
  6. Under Availability rules, choose Use members' working hours or Limit bookable hours. Set buffers, minimum notice, a daily maximum and how far ahead people can book.
  7. Under Closures, choose whether the calendar observes your business's company closures and public holidays, and add Blocked dates that close this calendar alone.
  8. Under Communications, check the confirmation, reminder and other messages the calendar sends. A new calendar starts on the defaults. Once it's saved, open it again to change them and when reminders go out.
  9. Select Save calendar.

To stop taking new bookings on a calendar without losing existing ones, open it and turn off Active to archive it.

Book an appointment

  1. Go to Appointments and select New appointment.
  2. Pick the Calendar, then who it's Assigned to. On a round robin calendar you can leave it to Whoever's free; once a time is set, it shows who the booking goes to.
  3. Pick the Contact, add a Title, and set the Date, Start and Duration.
  4. Under More details, add where it happens, any other Attendees and Notes if you like.
  5. Select Book appointment.

If the time clashes with something, Prevarro tells you before you book. A clash with another of the host's appointments can't be booked. Other clashes can be overridden: tick Book despite conflict, then select Book despite conflict. A time outside the calendar's booking rules asks too: tick Book despite the booking rules, then select Book appointment. A closed day can't be booked.

View your appointments by Month, Week or List, and narrow the calendar view by calendar or host.

Work with an appointment

Select an appointment to open it. Its tabs are Details, Notes, Activity and Booking responses.

Move it through its statuses as things happen: Mark booked, Confirm, Mark showed, Mark no-show, Cancel or Mark invalid. Cancelling or marking it invalid is final. When you cancel, you can add a Reason, which shows on the record.

Your public booking page

To let customers book a calendar themselves:

  1. Open the calendar in Appointments → Settings.
  2. Under Booking shape, in Public booking, make sure Publicly bookable is on. It starts off on the calendar your business begins with and on for a calendar you add.
  3. Set the Page link - the calendar's own part of your public booking address - and leave Visibility on Public.
  4. Select Save calendar.

Once it's saved, the calendar shows Open the booking page to see the page as your customers do, and Embed on your site with code to Copy onto your own website.

To change how the page looks and behaves, open the calendar again and select Edit booking page. A live preview sits beside cards for Suggested times, Self-serve changes, After booking, Booking page listing and Page theme. A public calendar also has Payment at booking, and once it's live, Single-use invite link. Select Done, then Save calendar to keep your changes.

The page offers the same availability as the calendar. Your customer:

  1. picks a day, then a time - shown in their own time zone, or in the venue's time for an in-person appointment
  2. selects Continue and enters their name, email and phone
  3. selects Confirm booking

They see You're booked, with links to add it to their calendar. Their confirmation carries a private manage link. If someone else took the time a moment earlier, they're shown the times still open.

When a customer needs to change

From their manage link, a customer can Reschedule or Cancel booking, where your calendar allows it. Rescheduling keeps the same booking and everything they told you.

You choose what they can do on the booking page's Self-serve changes card: Booker can reschedule, Booker can cancel, and a Cutoff - how close to the start they can still make the change themselves. Inside the cutoff, the page asks them to contact your business.