Bookings · How-to
Add and manage your places
Add each branch you take bookings at, set its hours and chairs, say who works there, and know what happens when a place closes at renewal or is deleted.
Add a place
Open Bookings › Places and press “Add place”. Fill in the “Name”, the “Address” and the “Town or city”; the town is shown to search engines on your booking page, which helps local searches find you.
Put it on the map
Saving an address places the place on the map, so clients near it find it under “Near me”. Under “Location” in the place’s window you can drag the pin to the door, press “Place from the address” to set it again, or “Remove the pin”. A pin you set by hand, or one set on site from the staff app, never moves on its own: if you later change the address to somewhere far from it, Setvos asks “Move the pin?” and moves it only if you say so. A geofenced clock-in works where the pin is.
Set its hours and chairs
Tick the “Open days” and set “Opens” and “Closes”, which apply to every open day. The hours show on your booking page and let the rota warn about open days with nobody on; bookable times come from the published rota. “Rooms / chairs” is how many chairs visits can be seated at.
Save it
Press “Create”. Each place has its own diary, rota and booking page. If your plan's places are used up, Setvos says so: add an extra place on Plan & billing or move to a larger plan.
Say who works here
On the place's card, press “Who works here”, tick the members who work at this place and press “Save”; the button is there if your role may change bookings settings. They make up its rota, and a role with the “Own place” scope sees only the places its holder is ticked at.
Edit it
Click the place's card, change its name, address, town, “Status”, chairs or hours, and press “Save”. Under “Booking page link” in the same window, “Link slug” changes the place's link and “Copy link” copies it. Saving the place never changes its booking page: the page's look, logo, links and promo are edited in the studio, which “Open the page studio” opens on Bookings › Public page. “Phone for clients” and “Email for clients” print at the foot of the emails clients get from this place, under its name and address, and a client’s reply goes to that email. Without one, the emails say replies are not read and give the phone.
Close a place at renewal
To stop paying for an extra place, press “Cancel at renewal” on it on Plan & billing and choose which place closes. From the renewal date clients cannot book it; staff who book a visit there for a day from then on see a warning in “New appointment”, but are not stopped. Visits booked there from that date are cancelled and refunded 14 days before the closing, or at once if fewer days are left, and each client is told and offered your other place.
Know what closing takes
At renewal the place closes: it leaves every list, and its booking link opens the place that stays. Cash records and visits that were paid for are kept. Keeping the extra place before the renewal calls the closing off, but cancelled bookings do not come back.
Delete a place
“Delete” in the place's window asks you to type the place's name, and it is refused while the place has upcoming appointments. The place then closes for good: its booking page goes, and its shifts, reviews, photos and past visits are erased. The cash book, invoices and visits money was taken for are kept. It cannot be undone.
Common questions
- Does each place have its own booking page?
Yes. Each place has its own page and link, which you design on Bookings › Public page.
- Can I change the page address I chose in the setup?
Yes. Under “Booking link” on Bookings › Public page, type a new address and press “Save link”. The old address keeps sending clients to the new one.
- Can I close a promoted place?
Yes, on the web. Closing asks you to type the place’s name and says how many paid days of its promotion are given up; they are not refunded. The phone app does not close a promoted place.
- How do I set up a place on the phone?
In Setvos Business, More → Bookings → Places shows each place as a card with its address, status, chairs, staff and whether it is on the map. The form has Details, Opening hours for each weekday with a Closed switch, Photos from the camera or the library, Location and “Who works here”. A place beyond your plan’s allowance says how many places the plan includes and, to anyone but the owner, “Ask the workspace owner.”; nothing is bought on the phone. To close a place, type its name; it is refused while visits are ahead. A promoted place is closed on the web, which shows the promoted days left unused.
- How do I put a place on the map from where I stand?
In the place’s Location, press “I’m at the place now”. Only then does the phone ask to use your location. It takes one precise reading, and if the phone is unsure — worse than 100 m — it asks you to step outside or wait. You see the address found and the accuracy; “Check on the map” opens Google Maps, and “Use this location” sets it. The place then reads, for example, “Set on site 3 Oct, ±12 m”. Saving a new address far from a pinned place asks “Move the pin?”. The pin is also where a geofenced clock-in works.
- Can I manage rooms and equipment on the phone?
Yes, under More → Bookings → Rooms and equipment: add or edit one, turn it off, or delete it. Deleting is refused while bookings hold it; turn it off instead.
- Can clients find my place by distance in the app?
Yes, once the place’s spot is set on its map. “Near me” in the Setvos app asks for the client’s location only then, sorts places by distance and shows them on a Google map, on iPhone and Android alike; directions open the phone’s own maps app. A place without a spot is still listed, marked as not on the map yet. The client’s location is neither stored nor sent to you.
- What do clients see when a place is closing?
The place’s page in the app gives the date it closes and says visits can be booked until then. Once it has closed, a link to it says the location has closed and offers the place that stays, if there is one.
- Can a place ask members for a waiver before they come in?
Yes. Write the form on Bookings › Consent forms, then choose it under “Waiver before the door” in the place’s window and save. From then on a member is checked in at the door only once they have agreed to the form’s current wording, at the desk or online, and a child’s is signed by the parent. “None” stops asking.
Read next
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.
Design and publish your booking page
Give each place a booking page in your colours, with a hero, photos, team profiles, your links, a promo and the sections you choose, preview it, and publish when it is ready.
Buy or cancel extras: credit packs, module groups and an extra place
Raise a monthly allowance or add a module group in the middle of your term. Extras are paid for by the day to the end of the term, renew with your licence, and one you cancel stays until the renewal.
What happens at renewal, and what a cancelled extra takes with it
Your licence and the extras you keep renew together — in hryvnia on one invoice, in euros or dollars in one charge. What you cancelled leaves at the renewal, and some of it takes data with it — Setvos tells you well before.
Set up roles and permissions
Use the four ready-made roles or build your own: choose what each role may do in every module and whose records it sees.
More in Bookings
- Bookings: your diary, staff rota and online booking page
- Find your way around the appointments diary
- Book an appointment for a client
- Check in, finish, move or cancel an appointment
- 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
- Cut no-shows with deposits and cards on file
- Keep a waitlist and offer freed slots
- Book standing appointments and recalls
- Run classes: a timetable, enrolment and the register
Open in Setvos
Signed in? This article is also in the Help menu of the app.
Still stuck?
Tell us what you were trying to do — we answer in chat, in six languages. Write to us
Move your bookings off paper, WhatsApp and three spreadsheets.
Bring your clients, services and past visits in from a spreadsheet or your old system’s export, with a preview before anything is written — and help in chat, in six languages, whenever you want it. Most studios are live the same day.