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[New Settings] Getting started with Bookings
[New Settings] Getting started with Bookings

Learn how Waitwhile can help manage your appointments

Lindsey Gagnon avatar
Written by Lindsey Gagnon
Updated over a month ago

Whether you are a retailer, doctors office, DMV, or spa, Waitwhile can help you easily manage your bookings, allow your customers to schedule appointments ahead of time, making it easier to manage traffic and provide a seamless experience.

Step 1: Determine your Booking type:

Waitwhile offers two flexible booking options to suit different business needs.

  1. Automatic Bookings

  2. Booking Requests

With Automatic Bookings, appointments are instantly booked and blocked on the calendar based on available time slots, providing a quick and seamless booking experience for customers.

On the other hand, the Booking Requests & Approvals option gives businesses more control by allowing them to review and approve appointments before confirming.

Learn more about BOOKING TYPE

Step 2: Configure your Bookings

To begin configuring your booking settings go to Settings > Bookings and follow the basic steps below:

  1. Enable Bookings: This will turn on the booking module and expose the various configuration options

  2. Edit Booking hours: Set your booking availability hours and configure specialty dates where your booking hours may vary (e.g. Christmas Day)

  3. Customize General Booking settings: This includes settings for booking availability, scheduling window, geofencing requirements, max allowed booking per customer, the type of audience that can or cannot register for a booking, and much more.

  4. Configure your Display settings: These settings will determine what information is displayed to your customers when they are going through the booking process

Learn more about HOW TO CONFIGURE YOUR BOOKINGS

Step 3: Add Services

Offer a variety of Services by creating service options customers can choose from when booking. You can set:

  • Service Category: Organize your services into different categories & descriptions.

  • Service Duration: Specify how long each service takes.

  • Price: Add a fee for each service, if applicable.

Learn more about SERVICES

Step 4: Add Resources

Resources Refer to any assets or staff required to complete a service or appointment. This could include equipment, rooms, or personnel, depending on the type of business. By adding your Resources to Waitwhile, you can set:

  • Set Schedules: Add staff availability to determine the number of available spots per time slot. (e.g. we operate 5 counters during the week & 10 counters on the weekends)

  • Assign to specific Services: Tie resources to a specific service (e.g. Ashley specializes in massage therapy services)

  • Set serving limits: customize the number of customers a resource can handle at the same time.

Learn more about RESOURCES

Step 5: Customize the Booking Page

Enhance the booking experience by personalizing the booking registration process for your customers.

  • Branding: Add your logo, colors, and business information to ensure your page reflects your brand.

  • Custom Fields: Collect relevant information from customers when they book, such as special requests or contact details.

Learn more about CUSTOMIZING THE PUBLIC PAGES

Step 6: Configure Messages

Ensure an efficient booking experience for both your customers and staff by configuring your customer booking messages & your staff notifications.

  • Customer Messages: Are communications sent directly between your business and the customer before, during, and after their visit. These include customizable SMS and Email notifications which are automatically triggered or sent manually.

  • Staff Notifications: Are internal email and SMS communications sent to staff members (users) to help them manage operations efficiently and stay updated on customer activities.

Learn more about CONFIGURING MESSAGES

Step 7: Manage Bookings

With Waitwhile, managing appointments is straightforward:

  • Customer Actions: Allow customers to reschedule or cancel their booking if they need to make a change prior to arrival

  • Check-In: Allow customers to check-in when they arrive using Waitwhile and notify staff automatically.

  • Automations: Streamline your process with automations like prioritizing bookings over walk-ins, automatically marking customers that do not check-in as No-Shows, and much, much more.

Learn more about MANAGING BOOKINGS

Step 8: Analyze Booking Data

Monitor your booking performance with Waitwhile’s analytics. You can track:

  • Total Bookings: See how many appointments have been scheduled.

  • Peak Times: Understand your busiest hours or days.

  • No-Shows: Track customer attendance and reduce no-shows with reminder notifications.

Learn more about STATS & ANALYTICS


Have additional questions or need assistance? Reach out to us via chat or at support@waitwhile.com.

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