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FAQ : Subscriber > Managing Bookings
How do I send booking notifications to multiple email addresses?
There are 2 options available to allow others to be notified about appointment bookings. 1. In the first option, you would simply add a person's name and email to a client's "Additional Notifications" section. By adding a person to the Additional Notifi...
Can I force clients to prepay for services?
Yes, a mandatory prepayment can be forced on a per client basis by editing the client's Booking Settings in their profile. Set a prepayment percentage to force the client to pay before confirming a booking for any service. IMPORTANT! In order to be able...
My client doesn’t see their appointments in My Appointments tab, ...
First check your client list to be sure you do not have a duplicate entry for the client with a different email address. Appointments are linked to the client account using the email address. If there is a duplicate entry, merge the records, being sure to...
How can I print my calendar?
In the Day, Week or List view, select the "Print" button in the upper right corner of the calendar, which will open a Print dialog screen. Alternatively you can go to the Reports Tab to print your calendar. There are 2 report choices, * CALENDAR PRI...
How does a client change or cancel their appointment?
The Client Confirmation and Reminder emails display a button that directs the client to the My Appointments page where the client can change or cancel their booking. Clients can also log in directly to book.click4time.com/appointments to manage their bo...
How do I override the requirement for a prepayment on a per clien...
A Mandatory Prepayment can be forced on a per client basis by editing the client's Booking Settings in their profile. Set a prepayment percentage to force the client to pay before confirming a booking for any service. If you already force a prepayment o...
Where do I confirm pending bookings?
When there are pending bookings, a "TBC" (To Be Confirmed) button will be displayed above your admin Calendar. Click the button to view the list and simply choose to Approve or Deny. A Confirmation or Cancellation email will automatically be sent to t...
Can clients book without choosing a service provider or staff?
If you prefer that your clients are not forced to choose which Service Provider (staff) they book with, you can adjust the Service Booking Options so that the appointment is manually assigned by your admins or staff. Each service has 3 Booking Options t...
How do I override the requirement for a prepayment from my Associ...
Go to Referrals / Associate Referral tab and edit an existing Associate or set the "Prepayment Required" slider when adding a new Associate. Set to "Yes" to apply the Forced Prepayment set for each prepaid service under Settings / Services. Set to "No" to...
Am I able to set a minimum allowable booking window or lead time?
Yes, go to Settings / Configuration / Advanced / Client Booking Limits to set a value. This setting restricts clients from booking within the set time preceeding the appointment. This restriction is only applied on the client side calendar.
How can I receive notifications about TBA (To Be Assigned) appoin...
Go to Settings / Notifications / Additional Email Notifications, choose "Add a Notification" under Additional Emails Notifications. Select Confirmations to receive confirmations of all booked appointments and TBA Appointments to receive TBA confirmations ...
Can clients reply to my notification emails?
Yes, client replies will be directed to the company email address listed in Settings / Configuration / Basic / Business Information. If you have a specific email address that you want replies to go to, add this address in Settings / Notifications / Client...
Does a new client need to register to book appointments online?
The short answer is Yes. All clients who wish to book appointments online are required to register and verify their email address. This is mainly to reduce the risk of scams, bots making bookings and to enable the use of many of the booking limits feature...
How do I use the calendar zoom?
The zoom controls are located on the top right corner of your vendor calendar. * Selecting the plus [+] will zoom in on the calendar, decreasing the booking interval durations. * Selecting the minus [-] will zoom out on the calendar increasing the b...
How do I limit how far in advance clients can book appointments?
In Settings / Configuration / Advanced / Client Booking Limits you can set a value in weeks or months. * Weeks means that on any given day, your clients can book 'X' weeks in advance. In other words, every day allows bookings 'X' weeks in advance. *...
Are clients able to prepay for services when booking online?
Yes, payments can be processed through our integration partner Stripe. This feature can be activated in Finance / Settings / Payment Processing. NOTE: You will need a Stripe account to process payments. Learn more [https://rebrand.ly/stripesetup] about ...
Am I able to control whether or not clients can book appointments...
Yes you can control if clients can book appointments online at an overall business level, under Settings / Calendar Settings / Client Booking limits. Activate the slider to Allow Clients to Book Appointments Online. This is a global setting. You can als...
How can I flag a first time client booking?
There are 2 flags that can be set. * First Appointment Flag - In Settings / Configuration / Advanced / Company Settings, set the "First Appointment Flag" to Yes. The first appointment booked for a new client to the business will display "First Appt" i...
Am I able to set a minimum cancelation window or policy?
Yes you can set a minimum cancellation policy from the main side menu, Settings > Calendar Settings > Client Booking Limits > Minimum Cancelation Window. If a client attempts to cancel outside the window policy, they will see a warning message and a not...
Am I able to access my calendar from my Smart phone or tablet?
Yes, you can access and manage your Booking Calendar just as you would from your computer by navigating to book._Click4Time_.com [https:book.click4time.com] and logging in as usual. Although you can easily manage appointments, clients and billing tasks ...
How do I resend an appointment confirmation?
Select the appointment in your company calendar and select "Resend Confirmation" at the top of the appointment details screen.
How do I cancel all the appointments for a particular period?
Go to Settings / Service Providers / Schedules or Resources / Schedules and modify each schedule as necessary. If there are bookings during that time, you will have the option to "Continue Without Cancelling Appointments" or "Cancel All of the Appointment...
How do I record a no show appointment?
An appointment can be flagged as a No Show by editing the booking and activating the No Show button. This will flag the appointment as a no show and the booking will remain in the calendar with a strikethrough as a visual reference, as well, a note is a...
How can I schedule a recurring or repeat appointment?
When booking an appointment in the Day or Week view, choose the "Repeat Appointment" option in the booking screen. A booking can be set to recur daily, weekly or monthly, where weekly bookings can recur every 1-8 weeks, on specific days of the week or w...
How far in advance can clients book appointments?
Up to you! Set a value in days, weeks or months. Go to Settings / Configuration / Advanced / Client Booking Limits
How do I adjust the duration of a service?
In the Day or Week view of the company calendar, use your mouse pointer to drag the top or bottom edge of the appointment box to extend or reduce the appointment time. Note, this will not adjust the fee of the service. If a different fee is to be charged,...
Where can I find who canceled an appointment and when?
From the Search Appointments tab from the main side menu, locate the appointment by searching by client name and date range, optionally include the Service or Service Provider. The "Canceled By" column will display who canceled the appointment and when....
How do I cancel an appointment?
From the company admin calendar, select the booking to open the appointment details and select the "Cancel Appointment" button. After selecting to cancel, choose if you want to send or suppress sending the cancelation notification email to your client. NO...
How do I use the Wait List feature?
The wait list feature is a display list only. Clients can add themselves to the wait list through Step 2 of the client booking screen. The Company links are on the top right of the Company calendar screen. * Select the "Add to" link in the upper right c...
How do I tell if an appointment has been canceled?
Go to the Search tab, there you will see a column displaying who canceled the appointment. Hovering over the name will display the date and time the cancelation occurred.
How will I know that an appointment is “To Be Assigned”?
If you have set a service to Booking Option 2 or 3, where the client can book without choosing a Service Provider, those appointments will appear in your company calendar as yellow in color and with the notation "TBA". In the Day view, you can drag & drop...
What is the Bump feature?
If you change a service provider's hours and there are appointments within the new "unavailable" hours, the Bump feature will give you the option to "Continue Without Canceling Appointments" or "Cancel All of the Appointments" for that period. To person...
How do I indicate a client has arrived?
From the appointment details screen, apply the "Arrived" indicator by clicking the Arrived button. An appointment marked as "Arrived" will display with a dark outline. Deactivating the Arrived indicator will remove the appointment outline.
How do I cancel all the appointments for a particular period?
Go to Settings / Service Providers / Schedules or Stand-Alone Resources / Schedules and modify the schedules as necessary. If there are bookings during that time, you will have the option to "Continue Without Canceling Appointments" or "Cancel All of the ...
Can an Associate, Concierge or Referring Practitioner book appoin...
Yes. Go to Referrals / Associate Referral and add the Associate's First Name, Last Name and email address and set a commission rate if applicable. If the Associate is not a registered user of Click4Time, they will receive an email with a link to create a ...