Creating a booking for a client
How to book a client yourself when they call, message you or walk in. What YEMISCE checks and what the client receives.
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How to create a bookingA series of weekly bookingsWhat YEMISCE checksWhat the client receivesGroup classesFAQWhen a client arranges a visit by phone, in a messenger or in person, you can create the booking in the calendar yourself. It is marked as “Manual” and works exactly like a booking the client made on your page.
How to create a booking
- Open “Bookings” and click “Booking” at the top. Or click an empty cell in the calendar and choose “Booking” — the date and time are then filled in for you. If the cell belongs to one specialist (their column in the “Day” view, or the only one selected in the filter), the specialist is filled in too, and the service list shows only the services they perform.
- Choose the “Service”.
- Choose the “Specialist”. The list contains only people who perform this service and who are selected in the calendar filter.
- Set the start “Date” and “Time”. The length comes from the service settings for this specialist.
- Enter the client's “Phone”. If the client is already in your client base, you will see “Client found” with their name, and the name and email are filled in automatically.
- Check or fill in “Client” (the name) and, optionally, “Email”.
- If the service has custom fields, fill them in. Fields with an asterisk are required.
- If the client will come every week, tick “Repeat weekly” (see below).
- Click “Create booking”.
Once saved, “Saved.” appears at the top and the booking shows up in the calendar.
A series of weekly bookings
To book a client for several weeks in one go, tick “Repeat weekly” in the form and set “How many times (this visit included)” — from 2 to 52, 4 by default. All visits fall on the same weekday, at the same time, with the same specialist.
YEMISCE checks each week separately. If the time is already taken in some week, that week is skipped and the other bookings are created. After saving you will see “The series of bookings was created.” or “The series was created, but some weeks were skipped: that time is already taken.”. More in Recurring bookings.
What YEMISCE checks
The booking is created only if the time is actually free. If it isn't, nothing is created and the reason appears at the top:
- “This time overlaps another booking.” — the specialist already has a booking at this time (including preparation and break time between bookings). For a group service it means all places are taken.
- “This time is blocked.” — there is a time block.
- “This time is busy in Google Calendar.” — there is an event in the specialist's Google Calendar.
- “This time is outside the specialist's working hours.” — the time falls outside the specialist's working hours.
- “This time is outside the business hours (“Settings” → “Business” → “Business opening hours”).” — the time falls outside the business opening hours.
Online booking limits do not apply to manual bookings. You can book a client even when “Accept online bookings” is off, further ahead than “How many days ahead”, and for a service with “Show in online booking” turned off.
What the client receives
- The client receives a booking confirmation with a link to view the booking, plus a reminder before the visit. Channels and events are set in “Settings” → “Notifications” — see Notification events and reminders.
- The client appears under “Clients”, or their card is updated if they were already there.
- If the specialist has connected Google Calendar, the booking appears there too.
Group classes
To add a participant to a group class, create a booking for the same service, the same specialist and the same time. More in Group bookings.
FAQ
“Check the details and try again.” appeared at the top and the booking wasn't created.
Usually one of the fields is the cause: the start time has already passed, the name is shorter than 2 characters, or the phone is shorter than 5 characters. Correct it and try again.
Can I add a visit that has already happened?
No. Bookings can only be created for a future time.
The person I need is missing from the “Specialist” list.
Check the specialist filter above the calendar and select “All specialists”. The specialist must also perform the chosen service. If nobody fits, the list shows “No available specialists for this service”.