5 More Setmore Hacks to Nextlevel Your Appointment Scheduling

By Cassandra @ Setmore

Writer, editor and scheduling product expert at Setmore Appointments.

One of our aims with Setmore is to create an app that delivers more than just its list of features. We’ve spent many late nights, glued to our desks and lost in a sea of drained coffee cups, chiseling away at Setmore’s codebase to ensure that the app, above all, remains flexible. With a little duct tape and elbow grease (figuratively speaking), you can get Setmore to do virtually anything you need or want it to do. So without further ado, here’s five MORE hacks for taking your scheduling game to the next level.

A portrait of MacGyver, an 80's action hero and TV star.

“If I had some duct tape, I could fix that.” – MacGyver

p.s. In case you missed it, click here to check out the first five Setmore hacks.

Hack #1 – Link to your booking page in different languages

Currently Setmore allows you to change the default language on your booking page, and you can customize the title of your services to be in the language of your preference. But did you know – you can automatically link to your booking page in whichever language you want, regardless of what the default is? Here’s how it works:

  • Step 1 – You should have a custom booking page URL if you don’t already. To get one, navigate to Profile > Configure > Company Details and the first item will be Edit Booking Page URL.
  • Step 2 – Now append the following text (in red font) to your booking page URL, and swap out “spanish” for whichever language you want:

bizname.setmore.com/?lang=spanish

Note: You can do this as many times with as many languages as you want.

  • Step 3 – Post the URL across your social channels, business cards, email sigs, and in buttons on your website to give customers access to your booking page in the language of their preference.

Three versions of the Setmore booking page, each in a different language: spanish, german, and french.

The default page is English, but using this hack, I can link out in any language I want.

Hack #2 – Forward customers directly to class bookings

If you offer both appointments and class sessions, then Setmore by default will show appointment bookings when customers land on your booking page. Normally they’d have to click “book class” from the left-hand menu to access your class offerings. However, if you want give customers a direct link or button to your class offerings, there’s a way to do that.

  • Step 1 – You have to be offering a class with session dates already planned out. If you haven’t done this step, do so by navigating to Settings > Classes in your account.
  • Step 2 – Now retrieve your booking page URL (reference the previous hack for instructions) and append the following to it:

bizname.setmore.com/bookclass

  • Step 3 – Post the URL across your social channels, business cards, email sigs, and in buttons on your website. Easy peasy, right?

Hack #3 – Offer a discount for pre-booking the next appointment

In our last blog post we discussed the value of asking for pre-bookings at the end of an appointment, and how you can offer an instant discount if customers book on the spot. While Setmore allows you to apply discounts to services via the cash register, you can also pre-program in discounted services and hide them from your booking page to make pre-bookings even easier. Instructions below:

  • Step 1 – Create a duplicate service of one you already have, and add something to the effect of “Haircut: Prebooked” or “Haircut: 10% Off” to the service’s title.
  • Step 2 – Adjust the service cost to the discount rate. For a pre-booking, I’d recommend a 5% or 10% discount.
  • Step 3 – This is the important part. In the Service Details page, find the option for “Private” and click its switch to the “On” position. Now the service won’t appear on your booking page, so only your team can access and schedule it.

Menu options showing you how to set up a pre-booked service with the discount built into the service cost.

While customers wrap up their appointment, you can now offer to pre-book the next appointment at the discounted rate (rather than applying a discount after the fact, or forgetting to do so) in just a few clicks. This will save you time, hassle, and ensure customers are properly incentivized to keep coming back.

Hack #4 – Use the booking page to organize followers, volunteers, or events

Setmore is great for businesses, but nonprofits, teachers, volunteer efforts and community projects can all benefit from using Setmore as an organizational tool and personal planner. Even if you’re just scheduling the holiday office party and need to line-up co-workers to bring in foodstuffs, the booking page is a versatile catch-all that will get the job done.

  • Step 1 –  Create a new Setmore account, and here you’ll pretend that “staff members” are actually the names of your projects. So, staff = projects. As time goes on, you can add new “staff members” to represent new projects.
  • Step 2 – Create new services, but treat “services” as tasks within each project. So, services = tasks. Tasks can be re-used across multiple projects, and you can specify which projects include which tasks.
  • Step 3 – Use the booking page as your sign-up sheet. Have your colleagues or volunteers pick and choose their “projects” from the services tab, and their “tasks” from the staff provider tab.

Because a basic Setmore account is free, you have an unlimited amount of time to play around with the settings to make the calendar and booking page do exactly what you want it to. This hack also works really well with the next one…

Hack #5 – Create a public calendar that shows your appointments

Your Setmore account comes with an admin calendar that displays all your appointments for the week, but you can’t share this view externally, such as with customers or on your website. At least not yet. However, if you want to give customers an “at-a-glance” view of your availability, you can set up a separate Google calendar and use Setmore’s 2-way syncing ability** to automatically display booked appointments. And, cherry on top, Google lets you embed this calendar anywhere online.

**Note: Because this uses the Google 2-way sync ability, you need Setmore Premium to do this hack.

  • Step 1 – Get a free Gmail account and link it with a staff member in your Setmore account.
  • Step 2 – Enable Google 2-way calendar sync for this staff member. You can do this by accessing staff details under Settings > Staff, and then scrolling down to the section “Google Sync” in the staff details menu.
  • Step 3 – Make the Google calendar public. Go into the Google Calendar and click the gear in the top-right corner, and select “Settings” from the dropdown menu. Next, click the “Calendars” tab and select your calendar, then click the “Share this Calendar” tab. Finally, check the box for “Make this calendar public” and click Save.

Menu options showing you how to make your Google calendar public.

  • Step 4 – Share the calendar! Go back to the Calendar Details menu (Gear > Settings > Calendars > Your Calendar). Google provides an option to embed the calendar code on your website, or you can simply get the URL by clicking the blue “HTML” box, located mid-way down the page.

A menu option showing you how to embed your Google calendar.

And that’s it! Now you can open this URL in a separate tab to see your lovely calendar. With the 2-way sync enabled, appointments will show up in real-time. This is perfect if you’re a contractor or salon specialist who wants to advertise immediate openings in your schedule. It’s also great if you’re doing Hack #4 and want to share a calendar with a birdseye view of all the tasks in a project.

Don’t you just love it when a plan comes together?

I hope you found these hacks useful, insightful or inspiring! Most of these came from users like you trying to do something a little quirky or unusual with the app, and then we charted a path to make it work. So if you encounter some strange new way of doing things, don’t be shy – share it with us here, or on Facebook or Twitter!

 

Thank you,
-The Setmore Team

Know any Setmore hacks of your own, or think you’ve got a problem that could be a candidate for a good hack? Share what you’ve got in a comment below!

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38 Responses

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  • I noticed that in the Facebook integration, the Book Now button for the Featured Service goes directly to the relevant service’s appointment calendar.

    Is there a way for us to obtain the unique URL for each listed service so that we can hard code the booking button to the relevant individual service on other channels?

    Thanks.

  • Is there a Paid Hack-Like we take deposits, leaving a remainder amount due.

  • I would love to be able to share a calendar with my clients to show an “at a glace” availability, but I have tried following the guidelines above and i’m clearly doing something wrong?

    I’m the only “staff member” and i just cant get a calendar view that doesn’t show clients details?

    I changed the settings to hide/show availability but when I copy the link and go to it it shows all my clients details

    • Hi Lindsey, does it show client details in the name or description for the calendar event? In the Google Calendar settings for a specific calendar tab, you can set the viewing options to “Show/Hide event details.” If toggled, all events will show with the title “Busy” on your calendar.

  • Hi, I was just wondering if we change the labels of the particular appointment, will it reflect on the Google Calendar in real time?

    Appreciate you feedback for this.

    Thanks!

  • Hi Cassandra,

    Just wanted to chime in that being able to set an irregular work schedule would be helpful for our purposes too — e.g. we have one DMV office that is only open the last Saturday of the month. (Even if I had to enter each Saturday manually since the date is unpredictable a la Thanksgiving, that would be just fine!)

    Also wanted to suggest that being able to add Time Off for all staff at once would be great — I just went through each “staff member” (as we use them, they are actually DMV locations) and added all of our holidays for 2018, thank goodness we only have 3 locations but I imagine for folks using Setmore with many, many staff members this is an even bigger issue!

    By the way our customers love, love, love, Setmore and are very happy with the appointment making process!

    Cheers,
    Tom

    Assistant Deputy Clerk
    Monroe County Auto License Bureau

    • Hi Tom, that’s great feedback! We are presently aware of these needs and our dev team is prioritizing their workload. I’m just not certain that enough users are impacted by these issues for the features to rise to the top of our list. But the more you and other users speak out, the more it helps, so thank you!

  • Hi there, the practitioner at our clinic would like to allow for bookings to occur on an upcoming Monday as a ONE OFF date – she typically doesn’t work on Mondays.

    What is the best course of action in organising this?

    Many thanks,

    Ema

    • Hi Ema, the only way to do this is to add Mondays to the practitioner’s working hours under Settings > Staff > Working Hours. Then set up a recurring Time-off for all future Mondays under Settings > Staff > Time-off. We don’t yet have an official feature that will allow you to set up one-off work days.

  • Hi

    We are running a service only available for “premium” customers to book an appointment with an expert but currently anyone can just find our setmore URL and book an appointment even if they are not a “premium” customer.

    Is there a hack for this scenario? Perhaps creating a login code – AMLAPREMIUM1 etc. that we can give to “premium” customers and then they get into the login page to create their account? This would be great as the rest of the services can be provided in the setmore account.

    We could pay to get this feature built if not on the roadmap…!

  • Hi Let Setmore keep track of outgoing costs. Use separate email called expenses. each expense is a customer eg lease bank phone. easy to keep track. At end of tax year deduct expenses from income. .Book keeping done. A floating year start date would help.

  • Is there a hack to keep track of my club members and when their membership payments are due? And also charge them for recurring monthly memberships?

    • Hi Noreen, I’m racking my brain trying to figure out a way to do this. We don’t currently have an official designation between different types of customers. I’ll let you know if my team comes up with anything. Thanks for posting!

  • Hi Cassandra,

    I need a hack for booking a specific service. Please see the following link: https://hellomaids.com/boca-raton/ I would like for a customer to pick one of the three cleaning services, click on the Book Now, and be directed to the booking calendar rather than a booking page to finish their booking and pay.

  • I would like for staff receive text reminders too. Can this feature be added?

    • Hi Racquel, that’s a great idea! Unfortunately it’s not currently on our roadmap for 2017. I always post updates and new feature announcements on the blog, however, so keep an eye out. Thanks!

  • Is there any type of feature to mark an appointment “missed”, without just deleting the appt?

  • Is there a way to send people from the booking to a questionnaire, so that i can bet information before the appotintment?

    • Hi Mark, depending on how much information you need to gather from your customers, there’s a few different ways to approach this. You can customize the data fields that customers fill out when booking an appointment by going to Profile > Configure > Booking Policies and scrolling to the section “Contact Fields.” This will allow you to add more form fields to the appointment intake process.

      If you have a longer questionnaire that needs filling out, you can attach a link at the end of the booking process on the confirmation page. This is called the “Callback URL,” and you can access it by going to Profile > Configure > Booking Policies and scrolling all the way down to “Call Back URL.” You can specify the text of the hyperlink and then enter the hyperlink itself (Support article here: https://support.setmore.com/booking-page/confirmation-page-booking-id-book-another-and-return-to-website).

      Lastly, you can also insert a link to the questionnaire in the signature field for booking confirmation emails and reminder emails, which customers receive after they book an appointment. You can customize these options by navigating to Settings > Notifications > Customer to activate the notifications, and then Settings > Notifications > Customization to add a link to the email signature field.

      I hope that helps!

  • Hi
    We have Warrant of Fitness appointments that recur every 6 months or 1 year depending on the age of the vehicle. Is there a way to send email & or txt messages to these people reminding them to book in?

  • We should be able to add multiple services at a time (eg: Add appt > Service checklist with total time and cost(default) > Time/Client

    And if there were a more time efficient way of seeing how long ago a client’s last appointment was, that would be super helpful.

    Looking forward to your mobile calendar view, and thanks for the tips!

  • Is there anyways when a client books an appointment I can set up SetMore where They can only book 30 minutes from current time rather than say they decide at 3:45 they want a 4:00 massage, that only gives me 15 minutes heads up. How can I make it allow me 30 minutes???

  • Honestly a public calender would be pretty cool. Not google calabder but a very elegant looking setmore calendar

  • A method of restricting a service so that it can only be booked within a set time period eg a special offer that is only available in November or a Christmas special offer. The service can be set to be booked from it is listed as a publicly bookable service, but can only be availed of during the restricted period (eg 1 – 24 December).

  • I agree, a way to send invoices would be great, instead of having to go thru paypal separately and retyping in all the info again. In addition, when an appt is booked, it would be ideal to send a paypal link for payment at the same time when sending appt confirmation. As a customer may not always pay immediately (when booking) and if at the time of appt wifi is not available they will have link info such as a paypal.me link.

  • Hi Guys,
    It will be convenient if you have “SERVICE working time” setting, working time not only for practitioners (staff) but also for each service.

    Thus, in the same one room, one practitioner can work in the morning and early afternoon, the other practitioner may work early afternoon and in the evening, a patient will be able to book the first practitioner only in the morning and early afternoon for example and when practitioners have to work together there will be no overlap in the same time in the only treatment room. (The settings can be skip the practitioner but show the service).

    This is the only way a Practitioner can have his own working time and not overlap the appointments with another Practitioner working in the same room in (partially or fully) overlapping times.

    The only thing missing in your settings is that there is no working time for the “service”.

    There is working time for the “business” and working time for every practitioner (staff member), but must be working time for every service, maybe instead of working time for the business as a whole. Then everything will be okay.

    Thank you very much!

    • Yes – a business with one treatment room but multiple staff needs a way to ensure the staff are available within the same hours but not booked at the same time (once a booking comes in the other staff cannot be booked at that time)

  • How about a hack for this scenario. A company calls me for services at their event, for example they want a DJ and photographer on a certain date. So I scheduled them up on setmore but since they are corporate, they need an invoice so they can run it with their accounting department and then a check will be made to me. Can there be a button where instead of clicking pay now it says send invoice. That way they can print out the PDF or pay online on their end? Similar idea to Pay Pal or striped by sending invoices, maybe a nice integration feature automatically creates an invoice for you.

    • Hi Sheila, I was playing around in the app to figure out a solution for this, and while we do offer a means to catalogue invoices, this only applies to services where a payment has been logged. Not super useful, but for anyone who needs to track payments for record-keeping purposes, you may do so by navigating to Settings > Payment > History in your Setmore account. Then, select the date range in the table provided to generate a list of invoices from that payment period. The support article illustrating how to do this can be found here: https://support.setmore.com/payments/track-payment-history-and-refund-deleted-appointments

      Alternatively, you may look up payment history for a specific client from the “Customers” tab in the top navigation menu. See the article here for more information: https://support.setmore.com/payments/discounts-receipts-and-refunds

      I’ll speak to our billing team so that they’re aware of this recommendation, because it’s a good one :). Hopefully we’ll have a feature release down the road that makes invoicing easier and more automatic. Thanks for commenting!

      • Hi Cassandra,

        I need a hack for booking a specific service. Please see the following link: https://hellomaids.com/boca-raton/ I would like for a customer to pick one of the three cleaning services, click on the Book Now, and be directed to the booking calendar rather than a booking page to finish their booking and pay.

  • Hey guys! Wanna win a free Setmore t-shirt? We’re giving them away all through the month of November! All you have to do is follow & retweet Setmore on Twitter to enter for a chance to win – be sure to read up on all the details and rules here: https://www.setmore.com/blog/retweet-setmore-win-tshirt/