Bookings · How-to
Book an appointment for a client
Book a visit from the desk: pick the client, the services, the person and a free time, and Setvos sends the client a confirmation.
Open the right place and day
On Bookings, choose the place and go to the day of the visit; the appointment is booked on the day the diary shows.
Start a new appointment
Press “New appointment”. If the place stops taking client bookings by that day, a warning says so, but you can still book it.
Choose the client
Open the “Client” list and type a name, a phone number or an email to search all your clients, then pick one. A new client has to be added on Contacts first. If the client's record notes contraindications, they show in red under the name. For someone who gives no name, pick “Walk-in” at the top of the list.
Add the services
Use “+ Add service” for each service in the visit; the dialog adds up the length and the total. A package is booked as the services it contains. A group class is in the list too: pick it alone, then a time — each shows the places left — and the client takes a seat; there is no person to choose. When a service is booked for a child, a pet or a vehicle, a list such as “Which child” offers the client’s own, and a button such as “Add a child” adds one on the spot.
Pick the person and the time
Under “Staff”, leave “Anyone” or pick a person who does every chosen service. “Time” lists the free times that day: inside a published shift, clear of other visits, and with any room the services need free. Once you pick a time, the total shows the price of the person doing the visit. A time in an off-peak window shows its discount beside it, such as −20% off-peak, and the visit is booked at that lower price.
Add the details
If you seat clients by chair, choose one under “Room / chair”; two visits cannot share a chair at the same time. Add “Notes” for anything the specialist should know.
Decide on a deposit
“Require deposit” starts on when deposits are switched on in Bookings › Settings, or when a chosen service asks for one, in which case a line under the total says so. It shows the amount, worked out on the discounted total; switch it off to book this visit without a deposit. If the client has an email address, the confirmation email carries a link to pay it. With no payment gateway connected there is no link: the visit stays “Deposit pending” and you take the whole amount at the till.
Book and confirm
Press “Book & send confirmation”. The client is sent a message on Telegram, WhatsApp, Viber or SMS, whichever reaches them, and, if they gave an email address, an email with the details, a calendar file and a link to change or cancel. The person doing the visit is notified, unless they booked it themselves. If the time no longer fits, you are told why.
Common questions
- Why is the time I want not in the list?
Only times that fit are offered: inside a published shift, with a person who does every chosen service, clear of other visits, and with a free room if one is needed. Publish the week on Bookings › Schedule or pick another person.
- Is the client asked for a card when I book at the desk?
No. At the desk only the deposit applies, when “Require deposit” is on. A card on file, and the rule that asks only clients who miss appointments, apply to clients who book online.
- Can I book a walk-in who gives no name?
Yes. Pick “Walk-in” at the top of the “Client” list. The visit shows as “Walk-in” in the diary, nobody is sent a confirmation, and “Make standing” and “Schedule recall” are not offered on it. A walk-in earns no loyalty points, and at the till it gets no tier discount or membership and cannot pay with points; a gift card still works. If a regular walks in, pick them instead, so the visit lands on their record.
- How do I take a walk-in on the phone?
In Setvos Business, press + in the diary and choose “Walk-in”. Choose the service and who takes the client: the list shows who is free now, such as “Free from 09:41”, who has a client in the chair and who is not on shift. “Start now” creates the visit at the salon’s own time, starts it and opens it.
Read next
Check in, finish, move or cancel an appointment
Open a visit to mark each stage of it, note what was done, move it, cancel it or mark a no-show, and know what the client is told.
Plan the staff rota and publish it
Set who works when at each place, a week or a month at a time, and publish it. Only published shifts can be booked, online or at the desk.
Cut no-shows with deposits and cards on file
Ask for a deposit on new bookings, ask clients who book online for a card on file, charge a fee when someone does not come, and know when a deposit is kept or refunded.
What clients see when they book online
How a client books from your page, which messages they get, how they change or cancel with their link, how they join your waitlist, and what can stop an online booking.
Add a client by hand
Create a client record with “New contact”, choose who looks after them, and know which details matter and why.
Work with a client’s card
Read a client’s history, log notes and calls, and keep their details, files and tasks up to date from one screen.
More in Bookings
- Bookings: your diary, staff rota and online booking page
- Find your way around the appointments diary
- Take payment for a visit at the till
- Set up your services, prices and categories
- Visits at the client’s address, and prices by size
- Offer group classes, packages and services that need more
- Keep a waitlist and offer freed slots
- Book standing appointments and recalls
- Run classes: a timetable, enrolment and the register
- Read and answer client reviews
- Review rules, and reporting a review
- Ask clients to agree to a consent form
Open in Setvos
Signed in? This article is also in the Help menu of the app.
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