Welcome to the world of effortless scheduling with Zoho Bookings! Whether you’re a small business owner, a freelancer, or managing a bustling team, Zoho Bookings is here to simplify your appointment management. Let’s dive into this quick start guide and get you up and running in no time.
Set Up a Zoho Bookings Account
First things first—let’s get you signed up! Head over to the Zoho Bookings website and register with your email or Zoho account. Follow the straightforward prompts, and voila, you’re in!
Set Up the Booking Process
Now that you have your account, it’s time to set up your booking system to match your business needs. Here’s how:
General Business Settings
Start with the basics. Fill in your business details like name, address, and contact info. Don’t forget to set your working hours—this is crucial so your customers know when you’re available.
Add Staff
Time to introduce your team! In the ‘Staff’ section, add your team members with their names, contact details, and working hours. Assign them to the services they’ll be handling. This way, customers can choose the right person for their needs.
Sync Other Calendars with Zoho Bookings Calendar
Avoid scheduling conflicts by syncing your other calendars (Google, Outlook, etc.) with Zoho Bookings. This ensures all your appointments are in one place and up-to-date. Find this under ‘Integrations’ and follow the simple steps.
Add Services
Define what you offer. In the ‘Services’ section, add each service with details like duration and price. Assign these services to your staff. This gives your customers a clear picture of their options.
Add a Payment Gateway
If you charge for services, connect a payment gateway like PayPal or Stripe. This allows customers to pay online easily. Go to ‘Payment Gateways’ in settings to set this up.
Configure Notifications and Customize Their Content
Keep everyone in the loop with notifications. Customize email and SMS templates for confirmations, reminders, and cancellations. This keeps your customers informed and reduces no-shows.
Set Scheduling/Cancellation/Rescheduling Windows
Set the rules for booking changes. Define how far in advance customers can schedule, cancel, or reschedule appointments. This helps you manage your time better and minimizes disruptions.
Enable Customer Portal
Give your clients control with a customer portal. Here, they can log in, view their appointments, and book new ones. This self-service option enhances their experience and lightens your load.
Booking Page
Make your booking page shine! Customize it with your logo, colors, and layout to match your brand. Share this page via your website, social media, or emails.
Integrations
Enhance your Zoho Bookings experience with integrations. Connect with tools like Zoho CRM, Zoho Meeting, and Zoom to streamline operations. This makes managing appointments a breeze.
Appointment Booking by Customers
Now that everything’s set up, let’s see how customers can book appointments.
Book a Paid Appointment as a Guest
Guests can visit your booking page, select a service, choose a time, and pay online. They’ll get a confirmation email with all the details. Easy peasy!
Book a Free Appointment as a Customer Portal User
For registered users, booking is even simpler. They can log into the portal, pick a service, and schedule an appointment without payment if the service is free. They can also manage their bookings from here.
Manage Bookings
You’re all set up and customers are booking. Now, let’s manage those appointments efficiently.
View Bookings in Calendar
The calendar view gives you a visual overview of all appointments. Filter by staff, service, or date to focus on what’s important.
View Bookings as a List
Prefer a detailed look? The list view provides a comprehensive table of all bookings. Track appointment status, payments, and customer info easily.
Manage Customers
Keep your customer information organized. View profiles, booking history, and contact details to provide personalized service and build strong relationships.
Create Reports
Analyze your performance with detailed reports. Track metrics like total bookings, revenue, and staff productivity. Use these insights to make informed decisions and optimize your business.
By following this guide, you’ll have Zoho Bookings set up and running smoothly, transforming how you manage appointments. Happy scheduling, and enjoy the newfound efficiency!