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If you are experiencing a problem, need help, or would like to suggest an improvement, email us at help@bookem.com, call us on +27 21 201 7071, or whatsapp us at +27 87 250 0345.

A typical client & booking journey in Bookem

This article steps you through a typical journey, from beginning to end. Booking to billing, from a business and client's perspective. This walk-through should create a good idea of how things could work for you and your clients. 1. Making your first booking To make a booking, go to your calendar and click on any time slot. You shou...

Bookem setup checklist before going live

Assuming you're a typical business utilising all of Bookem's features, here's a general setup checklist that you can follow in any order: General setup list - Set up invoice details such as TAX/VAT or business number under Additional business information. - Check your admission/intake form, ensuring the terms and conditions are corr...

Getting started with Bookem

This article will help you to customise your business and calendar, after which you will be ready to: - Add appointments to your Calendar according to your service preferences - Take online bookings through your Public Booking Page - Send Booking confirmations and reminders Set up locations - Your location is where you run your...

Bookem training - making bookings

Here are the basics you need to book an appointment in your Bookem Calendar. Scheduling an appointment manually Start by opening your Bookem Calendar - https://app.bookem.com/app Click on the relevant day and time and fill in the client's details - all you need to supply is first name, surname, cellphone and email. If the client...

Look busy to clients when they book online AKA Fog of war

If your calendar is rather empty and you'd like clients not to see that when they book an appointment with you, consider using Bookem's Look busy / Fog of war feature. It cleverly reduces the number of available booking slots that your clients can see when they book online, but without limiting the total amount of bookings you can take p...

Sending bulk SMSs from Bookem

You can send bulk SMS messages to specific groups of your clients from Bookem. For example, you could filter by location, date of birth, or purchase history. How to send bulk SMSs - Go to Messages > Bulk SMS - Click ' Create bulk SMS' - In the Filter section, select the filters you want to use - In the Message section, enter ...

How do I take bookings for my business directly from Google search results

Your clients can make an appointment online after finding your business on Google. This is how: - Register your business on Google My Business, if you haven't already, by following this link - Follow the instructions in this article That's it :)

How do I block off long periods of time off, such as holidays?

Taking a break? Bookem lets you mark out your holiday time to prevent client bookings. If there's a public holiday or a team member is away, you can indicate them as unavailable by scheduling time off. This ensures clients or other team members won't mistakenly book them. Here's how to set time off for a team: - Go to the Availability...

Take bookings directly from your Google Business Profile

Integrating your Bookem account with your Google Business Profile (formerly known as Google My Business) page is easy.  Here's how Follow these steps: - Copy your Public Booking Page URL under Settings > Sharing & Integrations - Now, add it to your Google Business Profile listing by following the rest of the steps - Search for y...

Setting up availability for team members in Bookem

To set up your working hours/availability, first ensure the right location is selected. Availability must be set at each location separately, as time zones may differ. Here's how to set up availability for team members - Go to Availability - Choose Available from the 'Schedule type' drop down - In the From field, enter the star...

How to set up and show pricing online in Bookem

Bookem allows you to set up various pricing for your business, including services, stock and consumables. Here's how Step 1: Set up line items - First, set up your line items by going to  Settings > Payments and Invoicing > Line items - Click ' Add line item ' - Enter the appropriate code, description, type and price - Cli...

Adding voice recordings to a Document

Bookem allows you to attach saved audio files to your documents. Here's how If you're using a voice recording app such as iOS or MacOS's Voice Memos, or any other, Follow these steps: - Save the recording to your device - Open your Bookem Calendar and navigate to the client whose notes you would like to edit - Navigate to the...

How do I import my clients into Bookem?

Bookem allows to import client lists into Bookem by using CSV or spreadsheet files. If you have your clients' contact information in a CSV (Comma Separated Value) file or spreadsheet, such as Excel, Numbers, or Google Sheets, you can import them into Bookem. This will save you time, as you won't have to manually enter their information i...

How to link a form field to a client profile field in Bookem

Forms can be used to collect information about clients, such as their contact details, medical history, medical aid information and more. This information can be stored on the form itself, or can be merged with a client's profile on Bookem. - Information that is frequently required, such as the client's medical aid details, should be mer...

Add images, documents, tables and charts to your Bookem Note Forms

Before reading this article, make sure you've read the following articles: - Sendable, Booking and Note Forms, what's the difference? - How do I add a Note Form to a client's notes? You can add different fields to a note form: - Text fields: Short and long text entries. - Dropdowns: Can be linked to data lists. - Checkboxe...

How do I allow a client to sign or complete a form in my consulting rooms?

Clients can conveniently complete and sign forms online. However, if needed, they can also fill them out at your location. Great for consent for treatment such as dry needling, updating details in your rooms, or for clients who may not have completed their forms, before their consultation. There are two ways to let a client complete a ...

How do I set up a service in Bookem?

Services are the types of appointments that clients can book with you. This is the first thing that a client selects when they make a booking with you. Add a new service - Navigate to Settings > Services  and click the ' +New Service' button in the top right corner. - Name and duration are the most important and must be specified. ...

Sendable, Booking and Note Forms, what's the difference?

Bookem Forms include three different types of forms. You'll find them in the side menu under Forms. Not too sure what they are? Let us walk you through it. Sendable Forms A Sendable form is designed to collect comprehensive client information such as Name, ID Number, Medical Aid details, and Address. These are typically sent for e.g. to...

All about Bookem forms & client profile fields

Bookem forms allows you to capture client information online. This means no more paper forms! There are three types of forms: Sendable forms These forms, such as intake forms or questionnaires, are used to gather information from clients. You can send these forms either manually or automatically. Learn more about automating messages...

Adding a signature field to Note Forms

Bookem allows you to add a signature field to your Note Forms so that the person making notes can sign off on it. Here's how Follow these steps: 1. Go to Forms then navigate to the Note tab at the top right. You can either create a new Note Form or edit an existing one 2. Once you have opened the Note Form, click ' + Add' at the bott...

How to manage your subscription on Bookem

Bookem lets you manage your subscription yourself. Whether you'd like to upgrade or downgrade plans, you can do it yourself. Just follow these steps There are two ways to do this. We'll walk you through it. Option 1 1. At the bottom of the left side menu, click the purple button 2. A window will pop-up where you can change your plan ...

How do I request a feature that I'd like to see on Bookem?

We love to hear about what you think may be something particularly useful or a usability refinement for Bookem. In fact, we take feedback from everyone that do (and lots that don't yet!) use Bookem to help us decide what we do next. Unfortunately we can't implement every request. Feature requests that are likely to benefit a large number...

Exporting client lists to send bulk email campaigns to clients

Since Bookem doesn't do email campaigns (only bulk SMS campaigns ), you can export your client list to send bulk emails in external bulk emailing apps such as MailChimp or SendGrid. The format of the file that is exported is a comma separated value (.csv) file. This format is widely accepted by bulk email platforms. You also usually won'...

Some clients say they are getting notified of bookings they didn't make. How can this be?

If a client is receiving notifications for bookings they did not make, it may be because you have more than one client associated with the same email or phone number. To check if this is the case, go to the Clients page and search for the email or phone number that received the notification. If you see more than one client listed, this i...

Enable Private iCal Addresses for Google Workspace Calendars

By default, Google Apps/ Google Workspace user calendars are not shared externally. Fortunately, it’s a simple fix if you know where to look. Here are the steps you can take to enable it in the Google Apps admin console. Log in to the Admin Console. Click Apps > Google Apps > Calendar Under Share settings, change the default to on...

All about notifications and reminders to clients

You may need to inform clients about many things, like confirming appointments, completing forms, reminding them of appointments, send video call links and follow up surveys. Doing this manually can be tedious and not always reliable. Luckily, Bookem can handle this for you! To set client notifications, go to Settings > Automated message...

Can I create services that are not visible to the public?

Yes! Here's how Follow these steps: - Go to Settings - Services. - Select and open the relevant service. - Edit the public visibility for online bookings by toggling the " Public bookings " to off. You can still book this service yourself, but clients will not see it on your Public booking page.

How to apply filters to your calendar in list view

Your Bookem calendar allows you to change your view to day, week, month or list. You can choose what filter to apply to make it easier to find specific booking types from "List view" Here's how it works Go to your calendar and click the drop down in the top right corner Select the view you'd like to see Below is an example of what...

Adding a new team member to your Bookem account

Bookem allows you to add as many team members as you want. Each subscription plan covers 3 bookable team members and admin is always free. If you need to add more than 3 bookable team members, there will be an extra charge. How to add a new team member Follow these steps: - Go to Settings > Team members - Click ' +New Team member ...

How to share your Bookem referral code

Give 50% off, get 50% off! Bookem grows mainly through word of mouth, and now you can earn rewards for helping spread the word. When you refer a new client to Bookem, they’ll receive 50% off their first invoice. Once they’ve paid, you’ll get 50% off your next invoice. How it works - Your unique referral code is the same as your busine...

Link public bookings to calendar

Bookem allows you to use 'Add to calendar' options on public booking view. After your client makes a booking, they can add their booking to an external calendar like Google or Outlook. Here's how 1. When your client follows the link in their booking reminder/confirmation SMS or email, they will see the 'add to calendar button '. 2. Cl...

Making client notes private in Bookem

Client notes can be marked as private to prevent other team members from being able to view them. NB: your preference (private / not) will be remembered for you. This is so that you don’t need to remember to set this each time a note is created. How to lock a note Follow these steps: 1.Go to Clients in the left panel menu 2. Select...

How do I copy or duplicate a client's invoice?

Bookem allows you to reduce time spent on creating invoices for clients who have recurring/ repeat bookings by copying previous invoices Copy a client's previous invoice with these 3 easy steps: - Create a new invoice. Click here to learn how, if you don't already know. - Select "Copy from invoice" and - Choose the relevant inv...

Cancelling your Bookem subscription

You can cancel your subscription anytime with just a few clicks. No need to contact us, and there’s no notice period required. Please note: We do not debit your bank account automatically using debit orders. However, if you're paying Bookem with your bank's repeat payment functionality, AKA standing orders, don't forget to cancel this. ...

Update prices, codes and descriptions

This help article has recently been updated and moved to a new location to provide you with the most accurate and relevant information. Please see Exporting and importing (bulk updating) line items, descriptions and codes

How to block time in your calendar without changing availability settings

Bookem allows you to set your availability and block once-off events as they occur. Here's how to block once-off events in your Calendar Method 1: Manually block slots 1. Go to your Calendar 2. Click on a time in your Calendar 3. A pop-up will appear. Click ' Block time' 4. Confirm the the start time and end time. In the exampl...

How to add a new payment method in Bookem

Bookem allows you to take payments in a way that suits your business. Various payment methods are supported. How to add a new payment method Follow these steps: 1. Go to Settings > Payments & Invoicing > Payment methods 2. Click '+ New payment method' at the top right 3. Select the payment method you'd like to set up. 4. If you h...

How do I delete an invoice or a payment?

There are two important things you should know before reading this article: - You can only delete an invoice when it's in draft stage. - Deleting is not the same as voiding. Voiding an invoice turns allocated payments into credit and doesn't erase the invoice, but rather archives it for audit and fraud prevention purposes. Click here...

Reminders a day before booking

This help article has recently been updated and moved to a new location to provide you with the most accurate and relevant information. To find out how to create and send automated reminders please refer to this article. You can read all about notifications to clients here.

Adding a new client booking to your Bookem calendar

Bookem makes it easy to book new clients yourself. The minimum information you need to add for a new client is their name. However, you also need to include their cell phone number and/or email address so that they can receive automated notifications. Steps - Open your Bookem calendar. - Select the time slot by clicking on the time s...

Downloading all client data into a spreadsheet

Bookem makes it very easy for you to export your client data at any point in time. Simply follow these steps: - Go to ' Clients ' - Click on the ' export clients' button on the top right This will export to a.csv file, which you can then open in Excel (or any other spreadsheet). Read more about how to open a CSV file in Exce...

I need help setting up PayPal and finding my Client ID and Secret

Here's how to link your Bookem account to PayPal - Go to PayPal and register as a business. - Go to PayPal developer dashboard, make sure the Sandbox/Live switch is set to Live - Select Create App. - Give your app a name and select Merchant. Then, click Create App. - Copy your Client ID and Secret. These are long alphan...

How do I show the correct practice number on my invoice?

Bookem supports businesses with single or multiple practitioners to use single (global) or multiple practice numbers in one business. For single practitioners Add one global practice number. Here's how: - Go to Settings > Payments and Invoicing - Add your practice details in ' Additional business information' For multiple pra...

How to set up complex availability for multiple team members and locations

This article explains how Bookem helps you manage bookings across: - Multiple locations - Multiple team members - Shared resources like chairs, rooms, and mats Bookem simplifies complex bookings by allowing you to schedule services for different team members, with various resources, at different locations. This ensures no double...

Synchronising my AirBnB bookings with Bookem

If you have bookings on Airbnb and need to block those times on Bookem (or the other way around), here’s how to do it. Sync from AirBnB to Bookem 1. First, read this article on AirBnB to find/copy the link to your AirBnB calendar. 2. Once you have it, go to your profile in Settings > Team Members 3. Click 'Sync with other calendars'...

Is it possible to run a group meeting from Bookem if I copy and paste the link to more than 1 person?

Yes, you can. If you're going to go larger than 2 or 3 in a group, we recommend swapping out the video call link for the bookings with a Google Meet, Zoom, FaceTime or Teams link. You can do that by simply pasting the new link into the appointment video call link field.

Taking a screenshot or recording/video of your phone/tablet screen

If you contact us via our help channels, we might ask you to send us a screenshot or screen recording of an issue you're experiencing to better assist you. Here's how: On a laptop, or desktop computer - Using your phone's camera, record a video or take a photo and mail or Whatsapp that to the Bookem team - Alternatively, capture a s...

How to add notes to an invoice in Bookem

Adding authorisation numbers and additional notes to a client's invoice is easy. Here's how 1. Open the invoice and write your notes in the "Notes" field. 2. The image below, show where the notes will appear in the invoice. Learn more - How to customise invoices

Payment methods explained

Bookem lets you use and record numerous payment methods to track the source of your payments. This article will discuss the following payment methods: - Bank transfer - these are payments which clear in your bank account (reconciliation is done manually ) - Card payments (reconciliation is done manually ) - Cash payments (reconc...

How to carry over account balances from a previous system to Bookem

When you're switching to Bookem, you might need to transfer account balances from your previous system for clients. You can handle both positive and negative balances without affecting your income or tax calculations. Always make sure balances are transferred through payments and not by adjusting invoice line items. You'll have to set u...

Deleting a recorded payment in Bookem

You can delete a recorded payment from the invoice it was allocated to, or from Payments, in Bookem. How to delete a payment from an invoice Follow these steps: 1. Go to Accounts > Invoices 2. Select and open the relevant invoice 3. Click the payment at the bottom right 4. Click the Delete button. How to delete a payment from ac...

What do I do when I get a data breach warning?

Some users who use password managers such as Lastpass, Chrome, which comes with a password manager, Keychain (iOS/MacOS), or 1Password, may give a warning such as "...a data breach on a site or app exposed your password. Chrome recommends checking your saved passwords and changing your password...". See the image below. But whatever ...

How do I void an invoice?

Voiding an invoice turns allocated payments into credit and doesn't erase the invoice, but rather archives it for audit and fraud prevention purposes. Here are the steps to void an invoice in Bookem: - Go to Accounts > Invoices - Select and open the finalised invoice you want to void - Click on the Status drop-down menu and sele...

Synchronise external calendars with Bookem

You can use iCal URLs to sync bookings from Google Calendar, MS Outlook and Apple Calendar with Bookem. This one-way sync ensures your Bookem schedule accurately reflects your bookings from other calendars. Sync external calendars to Bookem First, you need to get your external calendar URL: scroll to the appropriate 3rd party calenda...

Voice transcription in notes

If you prefer speaking your text instead of typing or using a stylus, keep reading! But first, here's Bookem's shortcut for speech-to-text 1. Open your Bookem Calendar and navigate to the client whose notes you would like to edit 2. Click 'Documents ^' under the client name to navigate to the client's documents 3. Select an existing d...

Delete one instance of a recurring booking in Bookem

To delete one appointment in a sequence of recurring bookings, open the appointment in your calendar and select "cancel" from the drop down menu at the top right. You will be asked whether you want to cancel only that particular appointment, or all in the sequence. To delete just one, select "cancel this booking"

Submit claims to medical aid from Bookem

Bookem lets you email invoices directly to medical aid, copying your patient for easy claim submission. Here's how First, do the following: - Add medical aid details Go to Clients > ' + New client ' Create a client for the medical aid with their name and claims email address: You can do this for multiple medical aids, so that yo...

Setting up automated SMS and email booking reminders and notifications in Bookem

Bookem has a number of default appointment-related automated reminders. Using automated reminders saves you time and reduces the number of no-shows and late cancellations. By default, reminders are sent out both as an SMS and an email reminder. You can customize this setting and choose how you would like messages to be delivered, i.e on...

How do I send client intake forms automatically?

Client intake forms can be sent to new clients once their booking is confirmed. This automated feature helps you save time and continuously collect important information from new clients. How to send intake forms automatically Follow these steps: - Before you start, make sure you have an initial service set up to link the intake form t...

Changing your password in Bookem

It's important that each team member has their own login credentials in Bookem. Having separate login credentials for each team member ensures data security and helps keep your practice POPI compliant. It also allows Bookem track activity by user, including appointment confirmations, client messages and capturing of client notes. We s...

How do I download client notes in Bookem?

Bookem lets you download client notes as a PDF straight from the Documents tab. Here's how - Go to Clients and select the profile or access it directly from their appointment on your Calendar - Click on Documents and select the note you would like to download - Click on the arrow in the top right of the screen and select Download...

Using a Bookem discount code

If you have received a discount code from from another business, you will be eligible for a discount on your first subscription invoice. There are a two ways to use a discount code. Assuming your code is SAMPLECODE, you can do so either by: - copy/pasting the url they gave you into your browser or simply click on it before signing up. ...

How do I find and undelete a document in Bookem?

Undeleting documents in Bookem is easy. You can search for deleted documents from a client's profile or from Documents. Here's how: from Clients Follow these steps: - Go to Clients and open the relevant client profile - Navigate to the ' Documents' tab on the top right - Click on the ' Show deleted documents ' checkbox Here...

Service specific online booking forms

Bookem lets you tailor online booking forms to suit your business and services. The default form asks for basic client details, but you can add more specific fields. For example, for a couples consultation, you might need the partner's name. This is where our service-specific booking forms come in handy. Note: Service-specific booking fo...

Line item groups: grouping invoice line items for faster invoicing

Bookem allows you to group line items together for quicker invoicing. Line item groups can be used to store frequently used combinations of codes, such as procedure & treatment codes, descriptions and prices that would typically be used when capturing invoices. For example, A Physiotherapist may create a line item group called 'F oll...

What is a Resource?

Bookem uses the term 'resource' for a few things. Resources can be anything or anyone that is required to render a service. It could refer to a person (team member), a venue (place) or equipment piece (thing). Note: - A service can't exist without a resource to render the service For example, an initial consultation needs a resource(...

Switching between multiple business accounts on Bookem

If you or one of your team members have multiple Bookem login credentials, you can easily switch between them without logging in and out. Here's how 1. If you have login credentials for more than one account, go ahead and log into one of them 2. Now, access your profile on the top right of your Bookem screen 3. Here, you will see th...

How to get the latest version of Bookem or force an update

Bookem gets updated regularly. When this happens, a pop up will ask if you'd like to update or be reminded in 5 minutes. Clicking update will load the latest version. If you have unsaved work, its best to finish first and then update on the next prompt. On rare occasions, your browser may get stuck on a version. This requires a hard rese...

Pricing for different locations

Bookem conveniently offers your business the flexibility to set different pricing for multiple service delivery locations. Bookem also supports multiple currencies for payments and invoicing. How to set up pricing for each location Follow these steps: 1. Go to Settings in the main menu 2. Select Payments & Invoicing and navigate t...

How to view upcoming bookings

Clients who have multiple bookings scheduled with you may find it hard to keep track of them from time to time. Clients can now request a list of their upcoming bookings via email. The best part- it's automated, which means you don't have to do a thing. Here's how - Simply send a blank email to the following Bookem email address: mybo...

Setting up Custom Client Fields for Forms and Invoices

This help article has recently been updated and moved to a new location to provide you with the most accurate and relevant information. Please see Setting up client fields for invoices

Creating Note forms such as assessment forms or other templates

Bookem allows you to create custom reusable forms to be used within Notes, typically for, but not limited to, assessment templates. Note forms in Bookem are practical tools designed for efficient note-taking. These can be set up on a client's profile and then utilised to record important information during client interactions. Creating ...

Where do I find my business number?

Your business ID is the same as your referral code. When paying Bookem, please use your business number or ID as the reference. You can find this on any unpaid invoice. If you don't have an unpaid invoice, you can still find your business ID on your Bookem profile. Here's how 1. Go to Settings > Accounts > Referrals 2. Scroll down t...

Adding a team member column to invoice line items

Bookem allows you to keep track of your team's commissions. When you create an invoice from a booking, Bookem automatically connects your team members to it. If you want more granular control, you have the option of adding a team member column. This is a particularly special type of column and only applies if you want to check, change or...

How to link client-specific ICD-10 codes to invoices on Bookem

Bookem offers a convenient feature that automates the inclusion of ICD-10 codes on invoices. How to add ICD-10 codes to a client's profile By linking specific codes to individual clients, Bookem ensures that the correct ICD-10 code is automatically used whenever you generate an invoice for that client. Here's how: - Go to Clients > P...

Capturing a screen recording of an issue on your desktop

Upon encountering unusual or errant behaviour on Bookem, we might ask you to capture a screen recording to mail or message us. This article explains how to go about it on desktops. For screen recording on your mobile device (iOS or Android) go here, otherwise read below for doing so on your desktop. However, the easiest option on deskto...

How to sync your Bookem clients to Groovi movements

GrooviMovements Exercise Software ( link ) is an online exercise prescription platform for physiotherapists, occupational therapists, biokineticists, chiropractors, personal trainers and exercise physiologists. GrooviMovements users can link their Bookem account to automatically import client data for clients that need exercises prescrib...

Using Groups

Groups are a way to organise team members and resources so that they can be easily referenced in services. This can make it easier to manage staff coming and going, and it can also allow clients to pick an individual from the group based on availability or preference. What is a resource? In the context of groups, a resource is a person,...

How do I get clients to complete forms manually?

In just a few easy steps, you can provide a form to a client for completion either on your device or theirs. This is particularly beneficial for forms that require completion and signature: - During a consultation, such as "consent for a specific treatment" forms. - For clients who have yet to complete their online intake form prior ...

Unable to capture your screen on Macs using Chrome

Overview When choosing to share their screens using Bookem video, Chrome users will see three options when enabling screen sharing: Entire screen, Window, or Chrome Tab. If using Chrome on macOS, you might notice that, while you are able to select the options Entire screen and  Windows, those options do not actually allow you to share y...

How to pin a document

Bookem allows you to pin notes to the top of your notes list for easy access. Here's how - Find the client's profile by searching in Clients - Navigate to the ' Documents' tab - Locate the document you want to pin - Click the three dotted kebab on the right - Click on ' Pin ' - Your document will now be pinned to the t...

How to use default PDF headers in notes and documents

Bookem allows you to export your documents as PDFs. These documents can be exported with headers or without headers. Default PDF headers Default PDF headers are, by default, toggled OFF for Documents. You can change this setting, but not customise the default headers. Default PDF headers include the following: - The note's name/ head...

How to track income from sources other than services (eg. consumables and stock)

Before exporting your line items, we need to make sure your line items are correctly Categorising line items into types If you don't see all line items categorised the way you need, you can edit them to suit your business needs. Bookem offers customisable invoice options, one of which includes adding specific columns tailored to your b...

How to add an ICD-10 code column to invoices

You can add ICD-10 codes to invoices in Bookem. These will automatically populate from the client's profile, if you have updated their ICD-10/ diagnosis to their profile. Here's how 1. Go to Settings > Payments & Invoicing 2. Navigate to the Line items tab 3. Now, click ' Edit columns ' in the top bar 4. Click ' Add column ' to add...

All about locations

Your location is where your business operates from. It can be a physical address or online. Physical address If you provide a physical address, a location on a map will be provided to clients when they click on their appointment details link from notifications (such as reminders). Clicking on this map will take them to your location on...

How to create and send a script

You can use Bookem's Documents feature to easily create and send scripts (non- AES) for prescription medication and over-the-counter(OTC) medication or supplements. Simply set up a script document template, or use one provided by Bookem and use it to create and send scripts. Click here for the AES prescriptions article and EM guidance ...

Maximising email delivery and avoiding spam filters

Over-enthusiastic spam filters unfortunately get it wrong sometimes. At Bookem we do what we can to ensure successful email delivery, and there are some things you can do too. Google, for example, employs artificial intelligence (AI) to classify emails as spam, considering various factors such as server reputation, content of the message...

How to disable Autofill for each browser

When filling out fields and forms within Bookem, some information may be saved within your browser using a feature called Autofill. This can cause problems when using Bookem. Here are steps on how to disable Autofill with each browser: Turn off Autofill in Chrome - On your computer, open Chrome. - At the top right, click More (indi...

How to add or take photos in Documents

Bookem's Document feature allows you to take or upload photos in your client notes. Adding photos to client notes, made in documents, helps both team members and clients by providing a visual reference that improves comprehension and recall. They can track progress in exercises and capture key details that support accurate assessment an...

Setting up custom team member fields

Custom fields can be used to store any information on team members that is not already covered by the default fields. Here's how Follow these steps: - Go to Settings > Team members - Click ' Custom fields ' - Click ' +Add ' and choose a field type from the list For example: use short text for a practice number and professi...

Availability settings repeats

You can set your availability for services and resources to suit your schedule. Perhaps you offer Home Visits, but only on Wednesday and Friday mornings. You can set the repeats in your Availability Settings to show client's when you are available for online bookings. Schedule Types - Available: This creates openings in your diary for ...

Document signatures

Team members can add their personalised signatures to documents with one click. You can add a signature field in a document template, or in a document. Note : only the logged in team member with whom the signature is associated can use their signature. Signing documents with e-signatures are especially useful for documents such as, but...

Setting up Wigwag

Bookem allows you to integrate WigWag as a payment method for your business. Why use WigWag? - It's the most affordable online payment method on Bookem. - Bookem users get a special rate of 2.8% per transaction for local SA transactions. - No fees for processing refunds, making it easier to manage returns. Step 1: Sign up fo...

Retrieving deleted clients in Bookem

Accidentally deleted a client? Fear not. Bookem allows you to retrieve deleted clients. When you delete a client, their details aren't removed from Bookem, they're just hidden. So, you can still get their information back, even after they've been "deleted". Here's how to retrieve deleted clients: - Go Clients - Slide Show Deleted t...

How to merge duplicate clients

Merging duplicate clients is quick and easy. Bookem typically matches online bookings to existing client profiles. However, variations in details like email, mobile number, or name may lead to the creation of a new profile. This could result in separate booking history, accounts, notes, and other data from the original account. To resol...

Exporting and importing (bulk updating) line items, descriptions and codes

Do you need to update more than "a few" line items? To save time, you can do it in bulk. For businesses with a long list of line items for invoice purposes, updating price lists can be a chore if done one by one. How to edit existing line items in bulk Step 1: Export line items as a CSV file Here's how: 1. Go to Settings > Payments &...

Multiple clients per booking

Bookem allows you to book more than one client for the same booking in your calendar. This is useful for seeing multiple clients at once, typically when it is family or similar. Here's how Follow these steps: 1. First, book in a client as per usual via your Bookem Calender 2. Open the booking and click on ' + add client' You can k...

How to use client booking links

Bookem allows clients to access their booking details through personalised links inserted in automated messages. How to insert booking links into automated messages Follow these steps: 1. Go to Settings > Automated messages 2. Open the automated message you'd like to add the booking link to 3. Booking links can be inserted by typin...

Set up the types of services your business offers

Services  are the appointments that your clients can book with you. They are key to your business and the first thing a client chooses when booking. You can also create services that are not available for client's to book, but are available for team members to book in your Bookem Calendar. A complete guide to setting up your services T...

How do I generate one invoice for multiple bookings?

Bookem allows you to generate one invoice for multiple bookings Here's how: 1. Open the appointment you want to invoice in your Calendar 2. Select New Invoice 4. This will generate a new invoice for that particular booking 5. To add additional appointments, click ' +Add Booking' 7. Pick the next appointment you want to add to the ...

Where do I add my VAT number?

This help article has recently been updated and moved to a new location to provide you with the most accurate and relevant information. Please see: Setting your business up if it's tax, e.g. VAT, registered.

How to add a booking policy to your Bookem account

Bookem allows you to set a booking policy for late cancellations, no shows, and other issues affecting your income from poor client time management. Note: Bookem can only display this policy to clients; it cannot enforce it directly. Here's how 1. Go to Settings > general preferences 2. Scroll down and toggle on ' Use a booking poli...

Download a daysheet or booking data for a select time period

To download your team calendar for one or more days as a PDF, i.e. a daysheet, or to download raw calendar data in a flexible format for doing all kinds of analysis on bookings or client data, follow these steps: 1. In your Bookem Calendar, click on the button with three dots on the top right and select Download. 2. Select Daysheet (P...

How do I create services that have more than one duration option?

This help article has recently been updated and moved to a new location to provide you with the most accurate and relevant information. Please see How to add multiple durations to services

Scripts and EM Guidance integration

Bookem's EMGuidance integration enables healthcare professionals to issue secure, fast, and compliant digital prescriptions, automatically populating them with patient information and sending them directly to the patient or pharmacy. How to Integrate EM Guidance with Bookem Follow these steps: 1. First, get your API key by registering ...

Allowing clients to book online

You can share your Public Booking page details with clients, enabling them to book appointments online, in a number of ways: - Share your Public Booking Page URL - QR code - Embedding your page into your website (this means clients book straight from your website) Note: Online bookings will only be possible if you have availabil...

Creating a new business in Bookem with a pre-existing account

If you have been part of a business that has an account on Bookem, you won't be able to create a new one by signing up again with your existing email address because you don't need to: you are already registered as a user on Bookem. Follow these steps: - Log in with your existing account. If you can't remember your password, choose Forg...

How do I record a payment manually in Bookem?

When a client has made a payment via card, bank transfer (EFT) or cash, payment must be manually allocated to accounts. Note: Payments made by integrated online payment methods like SnapScan, Paypal or PayFast will be reconciled automatically. Here's how 1. Go to Accounts > Payments and click on ' +New payment ' 2. Specify the clie...

How do I generate a statement for more than 180 days?

This help article has recently been updated and moved to a new location to provide you with the most accurate and relevant information. Please see this article for generating a statement in Bookem.

Why are we not getting notifications when a team member makes a booking?

If your team gets alerts when a client books online, but not when a team member manually adds a booking, you might need to change your booking notification settings. You'll need to change the following: by following these steps: 1. Go to Settings > Team Members. select the team member's name and Notifications 2. Change Booking notifi...

How do I send automated Video Call messages?

When a video call service is created, you will also need to create automated messages and reminders to ensure the video call link gets sent to clients Here's how to send automated video call links An example may look something this: - A unique video call link is automatically generated by Bookem, if the service is a " video call" - ...

How do I add my banking details for bank transfer/ EFT Payments in Bookem?

Bookem supports various payment methods, including EFT or bank transfer. To receive payments, you'll have to make your banking details available to clients. Here's how to add your banking details: - Go to Settings > Payments & Invoicing > Payment Methods - Click on the '+ Add payment method' on the top right - Now, add a ' Bank ...

How to undelete a location

How to undelete a location Follow these steps: - Go to Settings > Locations - In the top right corner, click the three dotted kebab, then click 'Show deleted' - Click on the deleted location you want to undelete - At the bottom of the page, click ' Undelete ' and confirm when the banner pops up Learn more - How to ...

Adding bank details in different locations

Bookem supports various payment methods, including EFT or bank transfer. If you have various locations, you might want to receive payments to different bank accounts for services rendered at the different locations. You'll have to make your banking details available to clients by adding them to the different locations. If you want bankin...

All about Document Templates

With Bookem Documents (previously a version of our Notes feature), you can easily create and send professional and medical documents. Document Templates help streamline this process, making it quick and easy to generate and send Documents with just a few clicks. It pre-populates the document with your business and client data, reducing ...

Is my data safe/backed up?

The security and safety of your data is very important to us. This article describes, broadly, what we do to safeguard your data. Redundancy Our servers have redundancy built-in. This means that if Bookem's app server goes down for whatever reason, another version takes over. Same with our databases. Backups All your data is automatic...

Security basics

Believe it or not, the biggest general security risk when using Bookem is you and your team. Here are some steps you should take to protect your business data from unauthorised access and keep client information secure: 1. Unique Logins for Each Team Member – No Sharing! Always invite each team member to Bookem with their own email addr...

Camera/webcam settings for video calls

For video calls to run smoothly for all attendees, camera and mic settings need to be correct. Whether it's on the client or the business's end, incorrect settings can cause frustration and cost more time than necessary. This article will run you through how to make sure your settings are correct. Make sure your computer camera or webcam...

How to create/edit a Booking Form

Bookem lets you send out Booking Forms for clients to fill in before their appointment. The default Booking Form asks for the client's name, surname, email, contact number and provides a space for notes. You can customise these forms to include service-specific questions. Here's how 1. Go to Forms and click on ' Booking '. 2. Cho...

Editing default messages for invoices

Bookem lets you customise messages for invoices to clients. This allows you to include special instructions or additional information relevant to the invoice. Customised messages lets you create personalised communication which improves email deliverability. By avoiding generic or spam-like content, your email has a higher chance of reac...

See your schedule on your iPhone, iPad or MacOS calendar

This help article has recently been updated and moved to a new location to provide you with the most accurate and relevant information. Please see this article: How to sync Bookem with other calendars: Outlook, Google and Apple

How do I view an Age Analysis in Bookem?

Bookem lets you view an age analysis for your business. An age analysis is essentially a record of people who owe money to you. It also breaks down how old the debts are. Here's how to view an age analysis of outstanding payments Follow these steps: 1. Go to Accounts > Invoices 2. In the top right corner, select Age Analysis. 3. Cli...

Dimensions for logos in Bookem

We recommend a square logo for your business logo, as this has shown to be best for mobile devices. This is not forced, but recommended. Your cover image will automatically be cropped to fill up all the space in the header. The space in the header depends on your screen size and device orientation. So its best to use something like a la...

How do I add new products, services and/or codes to my price list?

You can add new line items to your list of services, products and prices. Here's how - Go to Settings > Payments and Invoicing > Line Items - Select ' +Add line item' - Now, fill in the appropriate fields for each new line item: In the example below, more than one location is used by the business, so pricing is set independentl...

How to send a sendable form automatically for any booking type

Sendable forms can be sent to any patient once their booking is confirmed for any service, not just initial consultations. Here are two common scenarios and solutions for setting up automated messages: Scenario 1: A known client books a follow up as a first consultation If you’ve seen a patient before—perhaps with a different practice...

Migrating bookings from your old calendar to Bookem

Migrating bookings from any other platform or external calendar, such as Google or Outlook, to Bookem has to be done manually. These are some tricks we recommend to ease things a bit: - Import your clients' information into Bookem. If you have a spreadsheet or Excel file with your clients' names, phone numbers, and email addresses, you...

Bookem General Preferences - all you need to know

Bookem allows you to manage your General preferences effectively under General Preferences This allows you to: - Control the confirmation settings for bookings: either manually or automatically, with or without payment. - Enable online bookings for an easier scheduling experience for clients. - Set a reservation period for unpai...

How to reduce audio feedback / echoes in video calls

Occasionally you may experience feedback in a video call session, this can be caused by your device/settings or the device/settings of the person who you are meeting with. Feedback can only be caused by one thing: a microphone picking up sound being broadcast by a speaker, amplifying that sound and sending it through the speaker, the mi...

What is a hidden booking?

This help article has recently been updated and moved to a new location to provide you with the most accurate and relevant information. Please see How to view hidden bookings

All about tokens

Tokens are Bookem's currency for SMSs and are paid for up-front and is not part of your monthly subscription fee. Sending SMS messages, manual or automated, are entirely optional. Emails are always free. How it works SMSs are optional and so are notifications. You can decide if or when they get sent and for which triggers (on confirmat...

Customising online service availability intervals according to duration

Bookem allows you to tailor service durations as needed. By default, the service intervals match the length of the service. For instance, if a service lasts 15 minutes and is available from 08:00 to 10:00, the available slots will show as 08:00, 08:15, 08:30, and so on, on your public booking page. This helps you to maximise your daily ...

Setting up client fields in invoices

Bookem's invoice templates come with a few standard preset client fields, which means that you can start generating medical aid compliant invoices straight away. You can adapt your business invoice template with any custom information about your clients. Invoices use information from client fields in client profiles that have been synced...

Fallback email and SMS explained

Messages to clients are sent via SMS or email. The fallback functionality helps ensure messages are delivered when client’s profile is missing an email or cellphone number or you have run out of SMS tokens. Here's how it works If you're using, as an example, e-mail with SMS as fallback : - When an email address is not available, but ...

How to find client duplicates

Bookem typically links online bookings to existing client profiles. However, if there are variations in details like email, mobile number, or name, a new profile may be created, leading to separate booking history, accounts, and notes. How to avoid duplicate client profiles: - Ensure the email address and mobile number match exactly ...

How to sync Bookem with Apple calendars

Bookem allows a one-way sync to let your Bookem calendar show up on your Apple calendar If you'd like to do this the other way around, click here: Synchronise external calendars with Bookem Keep in mind - The timing of your external calendar syncs are entirely dependent on how frequently this platform decide to check for updates. ...

Connecting SnapScan as a payment method in Bookem

Bookem allows you to integrate SnapScan as a payment method for your business. Register for Snapscan Before you can integrate with Bookem, you need to register for SnapScan. Once you have registered, a Snap code (Merchant ID)  will be assigned to you. Keep this close and note that it is case-sensitive. Integrate SnapScan with Booke...

Manage multiple businesses using a single login

There may be instances where one user administers, or is a team member of, more than one business. In this case, the user can access multiple accounts with their unique login. In order to give the user access to your account, simply ensure they have one common user name and password that they use for all businesses they are associated w...

How to reorder resources in your Bookem Calendar

Reordering resources in your Bookem Calendar is easy. Here's how - Go to your Calendar - Click on the down arrow next to the team member's name - Click on ' Reorder columns ' - Drag and drop team members/ resources to re-arrange the order they appear on the calendar as needed Note: Each Team Member can choose their own o...

How to add clients to more than one location

Bookem allows you to add clients to more than one location. Here's how - Go to Clients - Select the relevant client and open their profile - Scroll to Locations at the bottom of the page, and click in the location field - Pick the required location from the dropdown and click save Learn more - Pricing for different loca...

How to create custom headers for Documents

Customised headers can only be used in Documents. We encourage users to use headers that have been set up and made available in the chosen business template when signing up for Bookem. Alternatively, you can also create your own customised headers in Document Templates. Note: You can create and use a document template as a custom heade...

How to view hidden bookings in Bookem

Bookem stores your hidden bookings. You can keep them out of sight or have them in view on your Calendar. Bookem keeps track of all your bookings and booking history. What are hidden bookings? A booking will be hidden for two reasons 1. The booking was cancelled 2. The booking that was pencilled in, expired : Eg. a booking that requi...

How to track commissions for team members

This article is for businesses for whom it is important to calculate earnings for individual team members for services rendered or consumables sold. When invoicing from within a booking in a client profile (from within your Bookem Calendar, and only then), associated resources such as team members will automatically be associated with yo...

How to allow clients to upload files to Bookem

Bookem allows your clients to upload files through sendable forms. This can be useful for virtual consultations where the client's documents or reference images for their concern can be added. Here’s how 1. Set up the form to collect file uploads: - Go to Forms > Sendable and locate the form you’d like clients to add files to - Clic...

How to fix 'camera is not accessible'

Before reading this article, make sure your camera settings are correct. Follow the steps in this article first: Camera/webcam settings for video calls Once you've ensured your camera settings are correct, follow the steps for your specific browser on either Windows or Android: On your Windows desktop or laptop Firefox 1. Open Firef...

How to allocate and use credit on an invoice in Bookem

Credit allocation may be needed when a client pays upfront for a multi-session package, with partial credit applied as sessions occur, for example. Or when a refund is requested after paying for a product or event. We'll walk you through how to deal with these type of scenarios. Allocating credit for a refund If your client has paid, vo...

Generate and send an invoice in Bookem

Bookem allows you to generate invoices for individual, or multiple bookings, straight from your calendar or invoices section. How to invoice from your calendar 1. Go to your c alendar 2. Select the appointment you want to invoice for 3. Click on the ' New Invoice' button 4. Bookem will auto-populate the invoice with the client and ...

Setting your business up if it's tax, e.g. VAT, registered

Bookem makes it easy for your business to add tax, such as VAT, on your client invoices. Follow these steps to set up your tax settings: 1. Start with our Setup checklist before going live 2. Now, add your tax/VAT number: - Go to Settings > Payments & Invoicing - Add your VAT number under Additional Business Information 3. No...

How do I add a Book now button to my website?

Follow these steps to add a ' Book now' button to your website, which will direct users to your Bookem public booking page. - In the side panel, go to Settings > Sharing & integrations - Here, you will find your Public URL link - Copy your Public URL link to a button on your website button. If you haven't already, create a but...

How can I see what messages have been sent to clients?

Bookem supports two way communication between you and your clients. Every message (email and SMS) is tracked and logged for your records. There are two ways to access client messages Option 1 - Go to the client's profile via Clients or via your Calendar - Navigate to the ' Messages ' tab on the client's profile to access a log o...

Marking important fields on forms as required in Bookem forms

If you want to ensure clients complete certain fields on a form, you can mark them as required by following these steps: - Go to Forms and drill into the Forms area you need (Sendable, Booking or Note) - Click on Edit, then select the field you'd like to mark as required and toggle 'Required' to the On position.

Saving a scanned document, image, voice note or video to Bookem documents

You can upload and store images, files, voice notes, videos, and more in Bookem Documents. Bookem supports most common file types, and storage is unlimited and free with B ookem Premium. The utility of uploading files or media to documents - If you prefer to hand write notes, you can take photos of or scan and save your notes to docume...

How to use tables in Documents and Document Templates

Bookem allows you to insert customisable tables in your Documents and Document templates. How to insert tables Follow these steps: 1. Open the relevant document or document template 2. Once open, click ' + Insert ' and select ' Table ' 4. Now, you can customise the table as you wish: - Add/delete columns: Use the ' v ' - Add/de...

How do I use a note form template in a client's note?

Bookem allows you to use note form templates in your client notes. These are particularly useful for creating notes for assessments, progress reports, or completing questionnaires. Add a note form template to a client's note document Follow these steps: 1. Open the client 's profile and navigate to the 'Documents' tab 2. Open a new or...

How to cancel a booking

Bookem allows you and your clients to cancel bookings. This article shows you how to cancel bookings and how to disable clients from cancelling bookings. How clients can cancel bookings Follow these steps 1. First, ensure your automated messages contain the booking link in Settings > Automated messages 2. Once a booking is confirmed,...

Bookem team member notification preferences

With Bookem, you can receive notifications for any changes to your bookings, whether they're made online or by a team member and choose to turn these notifications on or off as per your preference. Receive these alerts in different ways: - In-app (look for the notification bell at the top right) - Via SMS - Via email (sent to your...

Bookem's medical billing service

At this stage, Bookem does not natively deal with real-time medical aid claims, also known as EDI or switching. This will change in 2024. However, we have partnered with a so-called bureau that specialises in medical billing. We call this our Medical Billing Service. For practices using this service, our remote team issues invoices and ...

View a client's appointment history for a specific booking

To access the history for a particular booking, do the following: - Navigate to the Calendar page on your Bookem dashboard. - Locate and click on the specific booking. - Navigate down to 'Booking history' to view all activity for the selected booking.

How to copy ICD-10 codes for various line items on an individual invoice

Bookem allows you to copy ICD-10 codes from one line to the next within an invoice, saving you time and effort. Here's how: - Open the invoice by going to Accounts> Invoices or navigating to the ' Account ' tab in the client profile - When editing an invoice, enter the ICD-10 code in the designated field/column for the first line ite...

How to sync Bookem with other calendars: Outlook and Google

Looking to sync your Apple calendar? Click here to learn how to let your Bookem calendar show up on your Apple calendar Bookem allows a one-way sync to let your Bookem calendar show up on your Outlook and Google calendars Keep in mind The synchronisation of your external calendar depends on the update schedules of systems. Google syn...

What is Bookem Plus?

Upgrading to Bookem Plus gives you: - Invoicing/billing - invoice your clients directly from your calendar - Take online Payments - allocate payments manually, or set up a payment gateway (see payment gateways currently supported). Use payment gateways to take payments when clients book online, or by clicking on links/scanning QR codes ...

Creating sendable forms in Bookem

Bookem offers three types of customisable online forms : Sendable, Booking, and Note Forms. This article covers Sendable forms, which are typically used for new client Intake forms, consent forms, questionnaires, and surveys. Before we talk about Sendable Forms, let's talk about Fields. Types of Fields You can include two types of fi...

How to open a CSV file in Excel

- Open a new   Excel   document and navigate to the Data tab. - Click “From Text”. - Navigate to the  CSV  file you wish to open and click “ Import ”. - From the newly-opened window, choose “Delimited”. Then click “Next”. - Check the box next to the type of delimiter – in most cases, this is either a semicolon or a comma....  ...

How to add client profile fields

A client profile field refers to specific categories of information about a customer, such as their name or contact details. You get some client fields added by default to your business when you sign up, which can (mostly) be removed or edited. You can also add client fields if you need more. These profile fields can then be used/pre-pop...

How to add buffers to your services

Buffers can be really useful for managing your time better. They give you extra time for things like travelling, getting a room ready, or making notes. You can add a buffer before or after a service. But remember, you need to change each service one at a time. Here's how to add buffers 1. Go to Settings > Services 2. Select the servic...

Browser error: "This site cannot be reached"

If you are unable to access Bookem due to your browser reporting "This site cannot be reached", or something similar, your internet connection or Bookem could be down (see screen shot below). However, since you are reading this on our website, this is unlikely to be the case. It's more likely that some Bookem data thats stored on your bro...

Changing the order of services listed on your public booking page

If the order of services on your public booking page, i.e. where your clients book online, is listed in an order that isn't ideal, the order can be forced in your service settings in Settings - Services, click on the "Reorder" button All of your services will start jiggling, you can drag them around in the order you would like

Additional directions to your business, when GPS isn't enough

Sometimes, GPS can't locate you precisely. Providing detailed directions, parking information, or noting any one-way streets unknown to Google can help your clients reach their appointments on time. Follow these steps to add additional directions to location: 1. Go to Settings - Location, select the location, then click edit 2. Add a...

Setting up PayFast

Payfast is one of the payment methods supported by Bookem Here's a help article explaining all payment methods. Set up your PayFast account Follow these steps: 1. Go to the PayFast website and click on the ' Sign up' button 2. Select the type of account you want to create (business or non-profit) 3. Enter your email address and pas...

Can I sync Bookem with my external calendars?

You can see your bookings on third party calendars like Google calendar or Microsoft Outlook with your team member iCal feed. Learn how to sync your bookings here - Mac, Apple or iOS device calendar - Google or Outlook calendar Note : The one-way sync won't be immediate. The sync time is completely up to your calendar provide...

How do I take bookings from my Facebook page?

Add your Public URL link to 'Website' on your Facebook Business Page Follow these steps: 1. First, copy your Public URL link from Settings > Sharing & integrations 2. Now, open your Facebook business page 3. On the left-hand side, under ' About ', select ' Edit details ' 4. Scroll down to ' Websites ' and click on the pencil icon to...

How to easily scan QR codes

QR codes are used to access online booking pages or make payments by scanning it on a smart device with a camera. Here's how On Android devices or on iOS, simply activate the camera, point it at the QR code using the QR code scanner or by simply using the camera. Tap on the prompt to open the link. Learn more - Allowing clients to b...

All about documents

With Bookem Documents (previously a version of our Notes feature), you can easily create and send professional and medical documents. You can set up templates for any document, or use them blank. Documents are typically useful for: - Clinical/treatment notes - Referral letters - Sick notes - Prescriptions - Post-consultat...

How to change an email address associated with your Bookem account

The email address you sign up with for Bookem will be the one used to send notifications, like booking confirmations and cancellations. This article will walk you through how to change your email address for: - A private team member login - A location specific email address - Billing related to your Bookem subscription How to ...

Google Tag Manager

For businesses that want to track conversions, i.e. appointments made online, using Google Tag Manager/Google's Global Site Tag will automatically just work if you embed Bookem's public booking page to your website, assuming your site already uses GTags/Google Tag Manager. Read more about embedding Bookem on your website.

Blocking of lunch breaks or other recurring time off for team members

Everyone needs regular breaks, like lunchtime, which should be marked as 'unavailable' in your calendar to avoid any bookings during these slots. Here's a simple way to do it: - Navigate to the ' Availability ' tab and choose ' +time off ' from the top of the screen. - If your lunch break is from 12:00 PM to 1:00 PM daily, for exa...

Online Payments and why you should use them

Online payments are a popular way for businesses to collect payments from Bookem clients They are easy, safe, and fast. Bookem makes it even easier for clients to pay for your services by creating an invoice and providing a simple way to pay online. Bookem also keeps track of the amount of money your clients owe or have credit. Bookem ...

How to move or change a booking in Bookem

Bookem allows you to reschedule, edit or cancel bookings as needed. Here's how Follow these steps: - Go to your Calendar - Navigate to the booking you'd like to edit - Now, you can either drag and drop a booking directly or click on it to edit - If you click on it, you can edit the time and date manually - Now, before savi...

Bookem Premium subscription

Bookem provides a variety of subscription packages designed to meet the specific needs of different business types. The options include Core (Basic), Plus, and Premium, with each tier offering progressively more advanced features as you move up. All about Bookem Premium Bookem Premium is ultimate solution for a streamlined work flow. T...

Creating an opening balance

This help article has recently been updated and moved to a new location to provide you with the most accurate and relevant information. Please see How to carry over balances from a previous system to Bookem

Form input fields - all you need to know

Forms is a feature that offers a wide range of input options, simplifying data collection, and making information capture and question-asking highly efficient. Everything about form input fields The image below shows you all the different types of form input fields Bookem offers. Short text entry This is for one-line answers, such as ...

Block out public holidays on your Bookem calendar

You probably don't want clients booking appointments with you on public holidays. However, manually blocking out these dates at each location can be time-consuming. We'll show you how to expedite this process. Subscribe to an external calendar feed To prevent public bookings during these times throughout the year, you can subscribe to e...

How do I allocate a deposit to an account?

When a client pays a deposit, payment can be created and allocated to their account even before an invoice has been created. This amount can later be allocated to an invoice once the service has been rendered. Follow these steps: Step 1. Create the payment - Go to Accounts > Payments - Clicking the ' New payment ' button at the to...

How do I allocate a payment to an invoice on Bookem

Bookem supports various payment options. You can choose to accept the following payment methods: - Online payments via SnapScan, Payfast or PayPal - Cash or card payments in-person - EFT/ Bank transfer How to allocate payments to invoices 1. Find or create the payment in Accounts > Payments 2. Open the payment and select...

Download your desktop or mobile app for Bookem

You can install Bookem as an app on different devices, including your mobile, tablet and desktop devices. Note: Bookem is what’s called a Progressive Web App (PWA). This means that it's not necessary to download from an app store. On desktop computers and laptops Follow these steps: - Open your browser (We recommend using Chrome) ...

How to I manage multiple currencies in Bookem?

Bookem supports multiple currencies for one business. In order to accept multiple currencies, set your payments and invoicing to "maintain separate client accounts for each location" do this in Settings > Payments & Invoicing Next go to Settings > Locations, choose your locations and set the currencies accordingly, if you have not don...

Can Bookem work across multiple time zones?

Yes! Your business can operate in various locations, each with its own time zone. To prevent any time mix-ups, Bookem converts the start times in notifications to clients to their own time zone. You can set your time zone in Settings > Locations When clients from different parts of the world book online, they see your available hours...

Download a spreadsheet of payments received

Bookem allows you to download a spreadsheet to help you track what payments you've received and through which payment channels, i.e. payment methods. Here's how: 1. View your payments received at Accounts > Payments 2. Click on the ' Export' button 3. Select your date range and "download" Here's an example of a spreadsheet of ex...

Example invoice

This help article has recently been updated and moved to a new location to provide you with the most accurate and relevant information. Please see Generating an invoice in Bookem

How to add payment details to an invoice or statement

Bookem allows you to generate and send statements and invoices. It also allows clients to pay directly by using the payment details and QR codes provided on them by either clicking or scanning. Note : Funds paid by clients using online payment methods will automatically be allocated to outstanding invoices, starting with the oldest. If ...

How do I set bookings to only be available on the hour, or other intervals?

After you've set up your availability and services, you may want to allow some services only at specific times, like on the hour or at certain time gaps. Here's how to customise booking time slot availability: 1. Go to Settings > Services 2. Select the service you would like to edit 3. Scroll to the ' show more' button under ' durati...

How do I share my screen in Bookem Video?

Once you have launched your video call, select the "Share screen" option on the left. Share screen works best on Chrome, because you can choose between sharing a window, an app, a full screen or a Chrome tab.

I need to reconcile my team member billing, how do I do this?

Bookem supports multiple team members and allows the extraction of their billing reports. Here's how - Go to Accounts > Invoices - Click on the ' export line items' button - Now, set the date range for the report and download An Excel table will be exported. Below is an example of the details, these are dependant on your line ...

Scheduling and taking video calls with Bookem

Bookem automatically generates video call links for your virtual appointments and clients do not need to download any software. The beauty of using the integrated Video call feature is that Bookem does all the work for you. This means you do not need to use a third party for your video calling. Follow these steps to set up video calls: ...

How to change my public booking page URL in Bookem

Bookem allows you to change your public booking page URL that is used to direct clients to your online booking page. Here's how 1. Go to Settings > Business profile 2. Update your Public booking URL on the top right of the screen 3. That's it! You can use your Public URL to create a button on your website, send via automated messag...

How can I see a client's booking history?

Bookem allows you to access client's full booking history. This provides a complete record of their interactions with your business. Here's how you do it: - Go to the Clients page - Find the client whose booking history you want to view - Click on the client's name to open their profile - Click on their Bookings tab The b...

How to create a new document template or edit an existing one

Before you read this article, make sure to read All about document templates first. How to create a new document template Follow these steps: 1. In the menu panel, go to Documents > Templates 2. In the top right corner, click ' +New Template ' 3. Here, you can use various features like columns, headers, tables, diagrams, images an...

How to insert note forms into documents

While note forms allow you to create custom, reusable forms for any document or template, we recommend considering document templates for their greater functionality. If you would like to use an existing note form, you can still add it to a document or document template to use. We'll walk you through it: Here's how Follow these steps...

When we export invoices for the payroll, some invoices are not reflecting the associated team member but are blank. How do I fix this?

If you find this is happening, chances are there is no booking associated with invoices that are missing associated team members. To fix this, associate a booking with the relevant invoices and the team member on that booking will be associated with the invoice on the export.

How do I copy a form?

To duplicate or copy a form you have created, simply go to Forms and select the form you would like to copy, click on the box with three dots and choose "copy". Give it a new name and edit as you like. Learn more - Marking important fields as required - Form field types

Synchronise Bookem with external calendars

You can view your Bookem bookings on your Google Calendar, MS Outlook, and other apps This article will show you how to sync your Bookem calendar with your other calendars. With this one-way sync, any busy slots on your Bookem calendar will automatically block out your availability on your external calendars. Sync your Bookem calendar ...

Integrating your public booking page with your Squarespace website

This help article has recently been updated and moved to a new location to provide you with the most accurate and relevant information. Please see How to take bookings directly from your website: Embedding Bookem

Embed Bookem on Wix

To ensure Bookem works best on Wix, it's important that we use Custom Elements. To insert a custom element on your page - Click Add button on the left side of the Editor. - Click Embed Code. - Click the Custom Element to add it to your page. - Click Choose Source above the new custom element. - Select Server URL and ent...

How to take bookings directly from your website: Embedding Bookem

You can embed your Bookem public booking page directly in your website. This allows you to have full control over the look and feel of your booking page, and it also gives you the ability to track bookings and other data through Google Analytics. How to embed your public booking page into your website Follow these steps: - Go to Settin...

Bookem's banking details

Bookem's banking details: Account name: Bookem Bank: First National Bank Account type: Current Account number: 625 6319 6734 Please note for online payments to automatically reconcile, you'll need an invoice from us, so that the payment made by using the linked payment methods is directly linked to your invoice.

Can I use Zoom, FaceTime, MS Teams or Google Meet instead of Bookem Video?

Integrated video calling is a Bookem Plus feature, which automatically generates video call links for virtual appointments. The beauty of using integrated video calls, is that you do not need to generate a separate video call in a third party application and share the details, Bookem does this all for you. All you and your client need to ...

How to send a form or documents to someone without a client profile on Bookem (non-clients)

Bookem lets you send forms and documents to anyone, even if they don't have a client profile yet. This is useful for sending pre-session or screening forms, or referral letters and reports. How to send a form to a non-client Follow these steps: - Go to Forms - Locate the form you'd like a non-client to fill in - Click on the thr...

Why can't I see the Add to Home Screen option for my mobile apps when using an iPhone?

You can install Bookem as an app on different Apple devices, including your iPhone, iPad and Mac devices. Note: Bookem is what’s called a Progressive Web App (PWA). This means that it's not necessary to download from an app store. Here's how to install Bookem on your iPhone Follow these steps: - Open your Safari browser - Navigate...

Using variables

Bookem uses variables to automate and personalise tasks, reducing manual data entry across documents, messages, and records. What is a variable? In Bookem, a variable is an element is used to auto-populate documents, invoices, and messages with important information. Variables contain information that can change when the source input c...

What payment gateways are currently supported by Bookem

Bookem supports various payment gateways to expedite your online payments To accept payments online, the following payment gateways are supported: - Snapscan - Payfast - Paypal We are working towards adding more options. If you urgently need another, ping us on help@bookem.com with your request. Learn more - Online Payment...

How do I offer clients the next available time slot for our team when they book online?

When you have a Service that is provided by more than one Team Member, for example a massage or a first consultation, you associate the Service with a Group. Bookem will then present the client the option to choose their preferred Team Member or go with no preference, which will show the client the next available appointment time (with wh...

How do I share my online booking link with clients?

There are a number of ways to share your online booking link, to help clients find you online and encourage them to use your Bookem appointment scheduling. - Share your QR code on your Social Media - Always include your booking link in Social Media posts - Add your online booking link to your Instagram bio - Add your links to yo...

Low Token balance alert settings

Bookem helps you keep track of your Token balance. Tokens are Bookem's currency for SMSes and are paid for up-front. Click here to read more on: What is a Token? Here's how Bookem can help prevent you running out of tokens: Set up a Low token balance Setting up a low token balance threshold means that if your token balance dips b...

How to customise invoices

In Bookem, you can customise your invoices to match your business style and preferences. To customise your invoices, follow these steps First, set up your business settings for invoicing 1. Add your business details in Settings > Payments & Invoicing NB - INVOICE FOOTERS: Do not add banking your details here. This is the place to ad...

How to add multiple durations to services

Bookem offers the flexibility to assign multiple durations to a single service. This eliminates the need for creating separate services for different durations, streamlining your service offerings and making management more efficient. We've demonstrated this in the the example below of a "Follow up consultation" with duration options of...

Bookem Note forms

Note forms is a Bookem Premium feature that allows you to create custom reusable forms to be used within Documents. Why Note Forms are useful: - Standardised templates: Provides a standard framework for consistent assessments. - Improves accuracy: Ensures all necessary information is collected and recorded consistently. - Enhances...

Team member reminders

We all have busy schedules, and it can be easy to forget about appointments. By setting up reminders for your team members, you can help them stay on track and avoid missed appointments. How to set up reminders for a team member Follow these steps: - Go to Settings > Team Members - Select the team member you want to set up a rem...

How to include a business address that is different to your location address on invoices

To change your business address for invoicing purposes Follow these steps: - Go to Settings > Payments & Invoicing - Under the Invoice Tab, change Business address to "Other" and enter the "Other address and contact details" See the images below Now your invoices will reflect the correct address details, while your bookings w...

How do I add and edit team member information and settings?

Bookem lets you add as many team members as you want. Each team member profile should be set up appropriately to ensure your bookings are made correctly. Here's how 1. Go to Settings > Team Members and select or create a team member 2. Add the locations the team members works at in 'Associated locations' - remember to set up their ava...

Troubleshooting voice to text in Bookem

When using voice to text in Bookem Notes, ensure you have inserted your cursor in the document (click in the document) before starting your voice recording. That way Bookem knows where to insert the text when you start speaking.

Printing forms with hidden fields

Bookem allows you to print your forms with or without hidden fields. How to print a filled-in form with hidden fields - Go to Forms - Navigate to the relevant form - Click on ' Responses' - Navigate to the client 's filled-in form that you'd like to print - Click on the 3 dotted kebab on the right and pick from one of the ...

How to use your Bookem Calendar to track invoiced and paid appointments

You can conveniently view the invoice status of your bookings directly from your Bookem Calendar for easy visual reference. Bookem uses icons, that can be found on the top right corner of bookings, to indicate payment and invoicing status of bookings. In the image below, in Calendar, - William Tell has been invoiced, but not paid yet...

How to send forms automatically for first bookings only

Bookem lets you automatically send forms to clients for first bookings only. This is useful if you need to have a client sign consent for a particular treatment, or let existing clients update an intake form when they book a service that is not an "initial consultation". Here's how: - Edit or create the sendable form e.g. intake or co...

Download a spreadsheet of invoices issued over a period

Bookem allows you to download a spreadsheet with a list of invoices to help you track your expected earnings and easily locate outstanding invoices. Here's how: 1. Go to Accounts > Invoices. 2. Click ' Export invoices' in the top right corner. 3. Enter the required from and to date range in the ' Date range' field and ' Download' ...

How do I change my address or other contact details?

Change your address, telephone number or primary contact email address in Settings > locations Change your website address, logo or public booking page description in Settings > business profile

How to send Documents in Bookem

Using Bookem to manage and send documents helps streamline your administrative tasks. Sending documents are useful for documents such as - Referral letters - Prescriptions - Sick notes - Post-consultation programs (eg. meal plans, exercise plans, rehab plans) - or any other documents that you might regularly need to email, ...

Generating and sending a statement in Bookem

Bookem makes generating and sending statements simple. Here's how - Go to Clients and select and open your client's profile - Navigate to the 'Account' tab NOTE: You can only create a statement once an invoice has been finalised - Click on 'Statements' - Select the statement range : 30, 60, 90 or 180, or enter your custom da...

How to delete, disable or replace a team member in Bookem

There are many reasons why you might want to remove a team member. It's important to know how to do it correctly. We'll use some case scenarios to explain how to correctly go about removing a team member in Bookem. Scenario A: A team member is going on leave If a bookable team member is going on extended leave, e.g. maternity or patern...

Creating recurring / repeat appointments

Bookem allows you to create recurring appointment for clients who need to see you on a regular basis. Here's how 1. Go to your calendar 2. Click on, or create a booking 3. Click on the booking to open it and scroll down to ' Make recurring ' with the rotating arrows icon 4. Click on the button and set your repeat frequency as pro...