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How to Use Booked-Up: A Step-by-Step Guide

Welcome to Booked-Up, your all-in-one appointment booking system! This guide will walk you through the key features and settings to help you get the most out of the platform. Whether you’re managing multiple locations, staff, services, or customers, this guide is designed to make your experience seamless and efficient.

Table of Contents

  1. Locations Settings
  2. Staff Settings
  3. Services Settings
  4. Customers
  5. Payments
  6. Workflow Module
  7. Reminders
  8. Appearance
  9. Calendar Module
  10. Appointments Menu

1. Locations Settings

Booked-Up supports multi-location management, allowing you to handle bookings for multiple sites seamlessly.

How to Add a New Location:

  1. Click the ADD LOCATION button.
  2. Enter the location’s Name, Address, and Phone Number.
  3. Add an image and a short description.
  4. Choose the location from the map.
  5. Click Save.

Pro Tip: You can add staff to specific locations, compare performance, and even create a rating program to foster healthy competition among locations.

Watch Video Tutorial

2. Staff Settings

Easily manage your team by adding staff members and customizing their schedules.

How to Add a New Staff Member:

  1. Click ADD STAFF.
  2. Fill in the DETAILS tab with the staff member’s name, email, phone number, and profile picture.
  3. Assign the staff member to one or multiple locations.
  4. Customize their schedule in the WEEKLY SCHEDULE tab.
  5. Set special working days in the SPECIAL DAYS tab.
  6. Add holidays in the HOLIDAYS tab.
  7. Click ADD STAFF to save.

Note: You can edit or delete staff members individually or in bulk.

Watch Video Tutorialhttps://youtu.be/tSHEqU7vhB8

3. Services Settings

Organize your services into categories and subcategories for easy navigation.

How to Add a New Service:

  1. Click the + icon next to Categories to create a new category or subcategory.
  2. To add a service, click the + icon and select Service.
  3. Fill in the SERVICE DETAILS tab with the service name, price, duration, and buffer times.
  4. Assign staff members in the STAFF tab.
  5. Set a custom timesheet in the TIMESHEET tab.
  6. Add extras (e.g., additional services) in the EXTRAS tab.
  7. Click ADD SERVICE to save.

Pro Tip: Use the Recurring option for services that require multiple appointments (e.g., a 10-day treatment plan).

Watch Video Tutorihttps://youtu.be/tSHEqU7vhB8al

4. Customers

Manage your customer database with ease.

How to Add a New Customer:

  1. Go to the Customers menu and click ADD NEW.
  2. Enter the customer’s name, email, phone number, and other details.
  3. Click SAVE to add the customer to the list.

Note: You can import/export customer data via CSV files and allow customers to log in to manage their appointments.

5. Payments

Track and manage payments effortlessly.

How to Update Payment Status:

  1. Go to the Payments menu.
  2. Search for the payment using filters or search options.
  3. Click the three-dot icon and select Edit.
  4. Update the payment status (e.g., Paid or Pending).
  5. Click SAVE.

6. Workflow Module

Automate your business processes with the Workflow module.

Key Features:

  • Send emails, SMS, or WhatsApp messages.
  • Change appointment statuses.
  • Trigger actions based on specific conditions (e.g., send a reminder 10 minutes before an appointment).

Example: Set up a workflow to send an email reminder 10 minutes before an appointment starts.

7. Reminders

Reduce no-shows by sending automated reminders.

How to Set Up a Reminder:

  1. Go to the Workflow module.
  2. Create a new workflow and select Send Email as the action.
  3. Set the reminder time (e.g., 10 minutes before the appointment).
  4. Configure the email template and click Save.

8. Appearance

Customize the look and feel of your booking panel.

How to Change the Style:

  1. Go to the Appearance settings.
  2. Choose from pre-designed styles or create a custom one.
  3. Adjust colors and preview the changes in real time.
  4. Click SAVE to apply the new style.

9. Calendar Module

Manage appointments with an intuitive calendar view.

Key Features:

  • View appointments by day, week, or month.
  • Sync with Google Calendar.
  • Filter appointments by location, service, or staff.

10. Appointments Menu

View, edit, or delete appointments with ease.

How to Add a New Appointment:

  1. Go to the Appointments menu and click NEW APPOINTMENT.
  2. Select the date, time, service, and customer.
  3. Add extras or coupons if needed.
  4. Click SAVE to confirm the appointment.

Note: You can edit or delete appointments individually or in bulk.

Need More Help?

Check out our video tutorials or contact our support team for assistance. Happy booking!