Setmore New User Bootcamp #1

By Cassandra @ Setmore

Writer, editor and scheduling product expert at Setmore Appointments.

“You’ve taken your first step into a larger world.” – Obi-Wan Kenobi

Setmore is simple, but there’s a lot you can do with it

We’re not your secret weapon—your secret weapon is the amazing experience you deliver to your clients day in and day out. We’re simply here to enable you to do it better and more efficiently. We’ve been extremely nit-picky in building out the Setmore interface to make it super intuitive and usable, and all the important features are just a few clicks away. You can absolutely explore the app on your own, but for those of you with busy schedules, this bootcamp will equip you with the knowledge you’ll need to make the most of Setmore. Are you ready? Let’s get started.

Appointments surround us and flow through us. They bind the galaxy together.

Appointments surround us and flow through us. They bind the galaxy together.

Activate your Setmore booking page

The booking page enables your customers to self-schedule their own appointments online. This saves you time from manually taking appointments and phone calls, or playing phone tag with customers who call after hours.

To get started, navigate to Apps & Integrations and click “Configure” under “Your Booking Page.”

  1. In the Overview tab, click “Edit URL” to customize your Booking Page URL.
  2. Now go to the Company Details tab.
  3. Add your business name, upload your logo, and fill in your contact information.

To access your Setmore Booking Page's settings, navigate to Apps & Integrations, then click Configure.

To edit your Booking Page URL, click the "Edit URL" button from the Overview tab.

Helpful Hints:

  • Set your booking page URL to something short and memorable. Assume that some customers will Google it from memory.
  • It helps to include your company’s logo so that customers know they are booking with the right outfit.

Of course, the booking page is only effective if you have staff and services data to populate it…


Adding staff and services (if you haven’t already)

Staff and services represent what your organization does and who does it. Setmore pulls info from these categories when booking appointments from the dashboard or from the customer-facing booking page.

To add staff, navigate to Settings > Staff.

  1. Click the (+) at the top of the Staff column.
  2. Add the staff member’s name and email, click Add Staff.
  3. (Optional) In the Staff Details menu, scroll down and enable Staff Logins using the toggle switch. This will allow staff members to schedule appointments directly to their own calendars.

You can add new staff in Setmore by navigating to Settings > Staff and clicking the plus sign in top right of the 2nd column.

Hint: All staff members each have their own calendars. Tab through all of them on the “Calendar” page, from the top navigation menu.


To add services, navigate to Settings > Services.

  1. Click the (+) in the top-right.
  2. Add service name, cost, and duration.
  3. Select which staff member(s) can provide the service.
  4. Click Save when you’re finished.

You can add new services in Setmore by navigating to Settings > Services, and clicking "+New Service" in the top right corner.

Hint: Use service names to advertise additional information about the service, for example: specials, limited-time offers, or if the service is provided at a different location.

Ok, now it’s your turn

Add some staff and services to your Setmore account. Just a few to start, you can add the rest later once you get the hang of it. Next, set up your booking page. Once it’s in a functional state, log out of Setmore.

Now pretend you’re a customer and go to your business’s booking page. Can you remember the URL? Run through setting up a test-run appointment (you can delete it later).

The customer Booking Page is where your customers can schedule their appointments with you on their own.

See how easy it is? Understanding the customer’s journey is important to delivering a good experience, and also provides context about what kind of information you’ll need when booking an appointment.

That’s all for Bootcamp #1

We have a saying at Setmore – “Quality of life over quantity of things.” We believe people are happier when they have more life-enriching experiences, and it can be as simple as a snazzy new haircut, as reassuring as getting a broken thing fixed, or as aspirational as helping someone build their own business.

These are just the first steps, but you’re well on your way to becoming an appointment-setting master. Additional bootcamps are coming your way over the next few days, so keep an eye on your inbox. In the meantime, follow us on Twitter, like us on Facebook, and explore the app on your own to see what it can do.

Thank you!

– The Setmore Team

Can’t wait for the next bootcamp? Click here to get started on Bootcamp #2. – OR – Was there something you wanted to know that we didn’t cover in this tutorial? Let us know in the comments below!

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  • I have an existing appointment system. I want the online system to plug a few holes. I want only the appointment times I select to be available. How do I do this?

    • Hi Rod, when creating your staff members (Settings > Staff), set up their start/end times, and break times to block out any hours you don’t want to book appointments for. You can set up multiple break times for staff members across a range of days. Customers will only see the times that staff are available.

  • Hello Cassandra,
    My only concern is if I add the calendar on my website for my clients to book appointments, they will view all other appointments with names for other clients which goes against privacy protection. Is their a way where clients can book appointments through my website without viewing others’?

    thank you
    your response is appreciated.

    Manal

    • Hi Manal, your booking page won’t display other customer appointments. It will only show available timeslots. A new customer will pick their timeslot to book an appointment, and it will only show them details for their appointment.

      Within your account, your admin calendar will display all the appointments you have booked for a day, week, or month. But customers won’t be able to see this, only you and your team members will. I hope that helps!

  • Is there a way for me to re-add myself as a provider? I removed myself from that role as I am the admin, not a provider, but now I’m finding I still need to experiment with the system. I would rather use my e-mail, etc., for that so I’m not cluttering other people’s inboxes with test appointments, etc.

    Thank you!

  • It there a way for clients to get a reminder?

    • Hi Trudy, yes Setmore supports automated email reminders with a basic Setmore account, and Setmore Premium offers automated text/SMS reminders in addition to email reminders. You may enable customer reminders in your account by navigating to Settings > Notifications > Customer. You may further customize the signature field of email reminders, or customize the full text of an SMS reminder, by navigating to Settings > Notifications > Customization. I hope that helps!

  • Hi, does the premium app allow you to add in overheads?
    Thanks

  • Hello,

    We need a scheduler that will work across several time zones. I’ve set our business hours for 8 a.m. to 5 p.m. eastern time. Are available booking times converted to the receiver’s time zone when they see the booking page?

    Thanks in advance,
    Wanda

    • Hi Wanda, great question. Currently the times listed on your booking page will appear in your (the business’s) time zone, but when a customer mouses-over a timeslot, a tooltip will appear to show them their local time. See the screenshot below for an example (business is in EST while customer is in PST):

      Our development team is currently working on a better way to display local time so it’s less confusing for your customers. I anticipate the new changes will be rolled out within the next 2-3 months at the latest. I hope that helps!

  • Whats happend… Do we cant access to my.setmore.com?

    • Hi Vladimir, we’re currently experiencing some technical difficulties. You can follow updates on Setmore’s server status on our Twitter or Facebook. We usually also send out an email update.

      twitter.com/setmore
      facebook.com/setmoreappointments

  • One of my friends had a double bypasss surgery last Thursday.
    He will not be able to move for at least 1 month and I have volunteered to organize people bringing meals to him.
    What I would like to find is a way for people to go in and out of his system that goes to website where they could all see what days are needed and what days are booked for people to bring meals without me having to intervene literally avoiding peoples call or email to me and then changing their mind as they go along. Please let me know how can ‘Setmore’ help me with this.

    • Hi Arti, whoa that’s intense. I hope your friend gets better soon! Also, it’s amazing that you’re taking the initiative to look after them.

      As to your question, yes Setmore offers a few different tools to help you set this up:
      Appointment intake via the Booking Page – You can create a booking page and send it to all your volunteers to have them sign up for timeslots. To do this, set up a service for mealtime, and set the “business hours” where you want people to fill in the time slots.

      Appointment reminders – Setmore will notify your volunteers of their chosen timeslot by email, and you can set how soon before a timeslot the reminder goes out. Our premium version also supports sending out text reminders if that’s more convenient – if this would be helpful, let me know and I can set you up with a free premium account (I wouldn’t ask you to pay for this particular usage).

      Create a calendar everyone can see with our 2-way Google calendar sync – The next part would be to set up calendar syncing with a Google calendar, and then make the Google calendar public so that people can see it. To do this you’ll need a Gmail account (you can use your personal one, but I’d recommend making a brand new one for this purpose specifically.) To make the calendar public, in Google Calendar you’ll click the gear icon in the top right and select “Settings” from the drop-down menu. Then click the “Calendars” tab, and click the calendar you want to share. If it’s a fresh account, there should only be one calendar listed.

      In the next screen, click the “Share Calendar” tab, and check the box “Share this calendar with others.” Then check the box, “Make this calendar public” and select “See all event details” from the adjacent drop-down menu. Click the Save button.

      Go back to Settings > Calendars and click your calendar again. In the Calendar Details tab, scroll down to the area titled “Calendar Address” and click the blue “HTML” button. This is open a pop-up window with the address for your public calendar. Copy and paste this URL into emails to share it (or embed it on your website). For the full google calendar sharing instructions here.

      OK – Still with me? There’s one step left, and that’s to enable Google 2-way syncing. Go into your Setmore account, and create a new staff member whose email address is that of your new Gmail account’s public calendar (Settings > Staff). Make sure this staff member can provide your mealtime service. Then, in the staff details menu, scroll down to the area “Google Sync” and click the switch to activate the sync. A menu will appear and ask you to log in and verify sharing permissions, so just click through to continue. Once the sync is set up, any appointments scheduled for this staff member will appear on the public calendar instantaneously. (Note that 2-way sync is also a premium feature.)

      Your volunteers will use your booking page to sign up for sessions, and they’ll use the public Google calendar to check for unfilled timeslots.

      Lastly, if you’d like to enable volunteers to manage their timeslots better, you can enable customer logins which will give each volunteer a sub-account that they can log into and see their scheduled appointments, reschedule, or cancel as necessary.

      Let me know if you would like some help setting up these features, and email me directly if you’d like me to set up free premium access for you. My email is cassandra.koehler@setmore.com. Best of luck and I hope your friend gets better soon.

  • Am I able to change currency to MYR (Malaysia) ?

    • Hi Jaz, yes we support this currency type. In your Setmore account, navigate to Profile > Configure > Company Details, scroll down to the section titled “Currency” and select “Malaysian ringgit” from the drop-down menu.

  • I am searching for an appointment setter. Does this app text clients of their appointment times?

    • Hi Lisa, the short answer is Yes! Setmore Premium ($25/month or $199/year) includes automated text reminders that will notify clients of their appointments in advance. You can customize the time period before an appointment when the reminder gets sent.

      Our basic and Premium plans both offer email reminders for free.

  • How do i transfer clients’ contacts directly from my contacts book on my phone? I dont have time to add individual one into the app

  • we offer a Skip Hire service and would like to use Facebook to allow customers to book. we have multi sized skips and specific numbers of each size so not sure the best way to set up. all advise appreciated

    Thanks
    Lee

    • Hi Lee, so first I’d recommend adding the Setmore plugin to your Facebook page. You can find instructions on how to do that by reviewing the support article.

      Next, you can use class appointments to book multiple customers for a single timeslot. Just treat each class as a skip. Customers will be able to book these skips from the Setmore plugin on your Facebook page as well.

  • Am I able to create an event for specific days for people to sign up for? In opposed to seeing every day available, I want to only show specific days throughout the year.

    • Hi Renee, you can make a class session for a specific day. In Setmore, you’ll create the class and then add a provider and a session for a specific day. This will appear on your booking page as only available during the day you set. Here’s a step-by-step guide that walks you through how to create classes. Hope that helps!

  • Hi, can we set order wordings in our booking confirmation email to customer, instead of your standard wordings?

    Customer will get an email and automatically will set a mail reply will be sent to admin email add, for example admin@wyz.com. How do we set that customer reply to other emails, maybe booking@xyz instead.

    • Hi Razak, for reminders you may customize the email sender name, and the email signature. You can do this by navigating to Settings > Notifications > Customization in your Setmore account. In the signature field, I would recommend adding something such as “Send a reply to booking@xyz” to give customers that option. Setmore may support customizing the sender email address in a future product update. I hope that helps!

  • I have SetMore on iPhone, any chance it will be available on iPad

  • I cant find the cash register on the app. How do i use it to cash a client out?

    • Hi Angie, you can activate the cash register system by navigating to Settings > Payments > Configure in your account. Click the “Cash” area and then click “Activate Cash Register.” To log a payment, go to your Setmore calendar and click on an appointment to open the Details window, then click “Edit Appointment.” In the following menu, there will now be a tab labeled “Payment,” where you can enter a payment and generate a receipt. Hope that helps! Be sure to check out the support article for step-by-step instructions and pictures.

  • Hi there,

    We are interested in using this service for booking meeting times at a conference with one of our clients. Does the premium account allow us to whitelabel everything? We will want to use our client’s logo on all landing pages for the customer interface. Also, is there a way to remove the monetary value in the bookings page? The meetings do not cost those who are invited, but we don’t want it to show up anywhere.

    Thanks!

    • Hi Danielle, yes the Premium account will allow you to whitelabel your Setmore booking page, which is the primary page that online customers will interface with. You may remove monetary values for services by navigating to Profile > Configure > Booking Policies, then scroll down to the option “Show Service/Class Prices” and toggle the switch to “off”. Hope that helps! Let me know if I can help set up some more features.

  • Is there away that a customer could request an appointment but I won’t be approved until I confirm it?

    • Once the customer books or reschedules an appointment, it will show up on your calendar and there’s no confirmation process. You may, however, set up an appointment lead time that requires customers to schedule an appointment however many days in advance of the chosen timeslot. Doing this will give you the opportunity to confirm the time or service by reaching out directly to customers. You can set this up by going to Profile > Configure > Booking policies

  • I was wondering if a customer looking at my page could see the names of other customers and the times of their appointments. Or if it just a shows that I am not available at that time.

  • Hi my name is Phys. I’m new to your website. I have an account with you and I have questions. Where do I go to ask my.questions?

  • Im create the calendar for my salon online. Now I just remembered I have family vacation for a week. But I don’t know how to add that week on my calendar so my clients can see and don’t book their appointments on those days.
    Thanks

  • Hi,
    I have a business with no business hours, meaning that i do my appointments after school and work. Is there any way, that I can make sure customers only book appointments when it fits me instead of just 9-5 everyday? A way to change the schedule every day.
    I hope you understand what I mean.

    • Hi Trine, I’d recommend that you set your business hours to 24/7 and then update your staff working hours to the time periods you wish to take appointments. Setmore only permits customers to book appointments for services that are tagged to specific staff members, during the staff member’s business hours. You can also update your staff hours each week to coincide with any changes in your weekly schedule. See this support article for more information on the distinction between business hours and staff hours
      hope that helps!

  • Hi,
    Is there a way to book more than one service per client without having to do each separately? Thanks

    • Hi Rebecca, you may allow your customers to book more than one service by enabling the multiple services feature on your booking page. Note, this doesn’t work when booking appointments through the admin calendar – for that you’ll have to schedule services back-to-back. Alternatively, you can use the customer-facing booking page to book appointments for your customers, as a workaround. See the setup guide here

  • I am trying to set up a booking system for piano lessons. Is there a feature I can activate to make an appointment recurring weekly? I would never ask a customer to enter their time for every week of the year!

  • Just getting started, but we’d like our scheduler to be able to see all 3 staff members’ availability for booking appointment on the same screen. Is that option available? It’s not convenient to have to pull up each staff member individually when you’re just trying to find who has the most convenient open spot for a customer…

    • Hi Amy, on your calendar dashboard, in the top-right corner there should be an option for “Daily,” “Weekly,” or “Monthly” view. If you select “Daily” from this drop-down menu, it will show all staff member’s schedules for that day, side-by-side. Setmore does not currently support consolidated listings in weekly/monthly view, but daily view will at least provide what you’re looking for on a day-to-day basis.

  • We require a professional system and we find that Setmore can be the one we are looking for scheduling our customer appointments. Need someone with whom we can talk about commercials and how quickly we can start using setmore as per our requirements.

  • Thank you! Those were great instructions and I am almost ready to launch!

  • Have my appt book ready but how do you cancel appts

    • Hi Rebecca – Open your Setmore calendar and then click on the appointment in question. A popup menu titled “Appointment Details” will appear. In the bottom-left hand corner of this menu, there will be an option to delete the appointment. Also see the support article here for a step-by-step guide.