Practical guide: Create an appointment booking link with your generator

Welcome to your booking link generator! No need to be a tech expert—just follow these steps. In a few clicks, you will have a personalized link, ready to be shared by copy, email, SMS or QR code.

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Step 1: Open the generator

Where can you find it?

The generator is available from your dashboard. It brings link creation and link sharing together in a single window.

How to do it:

1. From your dashboard, click the "Generate a link" button.
2. The generation window opens: every field is gathered there, so you simply work your way down.

Pro tip: You can also start the generator directly from a contact record. See the "Generating a link from a contact record" section below.

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Step 2: Choose your location

What is a location?

A location is your point of service. If you have multiple branches or physical offices, you need to specify which one will be associated with the booking link.

How to do it:

1. Open the Location list and select the relevant one.
2. If you only have one location, it is already pre-selected for you.

Pro tip: Selecting the right location ensures your clients are directed to the right place!

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Step 3: Choose a staff member

What is a staff member?

A staff member is the person on your team who will handle the appointment (e.g., "Clément Lejeune", "Nassere Faroka").

How to do it:

1. The Staff member list unlocks as soon as a location is selected.
2. Leave "All staff members" so the client can choose, or select a specific person.
3. If you only have access to your own schedule, your name is already pre-selected.

Advantage: Assigning a staff member lets you personalize the client experience with a dedicated contact person.

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Step 4: Choose a service

What is a service?

The service is the appointment reason you offer to your clients (e.g., "Auto Insurance", "Full Health Check").

How to do it:

1. The Service list unlocks as soon as a staff member is selected.
2. Leave "All services", or click the service that fits.
3. The list only shows the services actually offered by the selected staff member.

Pro tip: Choosing a specific service makes your link clearer and avoids confusion! If you change the location, the Staff member and Service fields are reset to stay consistent.

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Step 5: Associate a contact (optional)

Why add a contact?

Associating a contact links the link, and then the appointment, to a specific person (client or prospect). It ensures you know who it is for, and it lets you send the link to them directly.

How to do it:

1. Type at least two characters in the Contact field to search your existing contacts (first name, last name, email).
2. Select the contact from the list of results.
3. If no result appears, click "+ Add a contact" and fill in the required fields:
   • First name
   • Last name
   • Email
   • Phone number

Pro tip: You can also leave this field empty and generate a link with no contact attached.

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Step 6: Configure the advanced options (optional)

Why these options?

They let you adapt the behaviour of the link to your context: validity period, single use, or source tracking.

How to do it:

1. Single-use link: enable the option so the link can only be used for one booking.
2. Automatic expiration: enable the option, then choose a validity period. Twelve durations are available, from 1 hour to 2 years: 1 hour, 6 hours, 12 hours, 1 day, 3 days, 7 days, 15 days, 1 month, 3 months, 6 months, 1 year, 2 years. The expiration date is calculated automatically.
3. Source (Tracking): enable the option and enter a free-text value to identify where the link comes from (e.g., "GMB", "Website").
4. Advanced URL parameters: unfold the "Advanced" section to add your own parameters to the link (e.g., company=ACME).

Pro tip: This step is optional. Left untouched, the link is created as multi-use and without expiration.

Step 7: Generate the link

This is the final step!

Once the information is filled in, click the "Generate the link" button. The link is created and the window moves to the sharing screen.

If a required field is empty, a message appears below that field: complete it, then validate again.

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Step 8: Share the link

What are the sharing options?

From the sharing screen, you have four possibilities, without leaving your workstation.

How to do it:

1. Copy the link: the link is copied to your clipboard, ready to be pasted wherever you need.
2. Send by email: enter one or more email addresses. If the associated contact already has an email, the recipient is pre-filled.
3. Send by SMS: enter a phone number. If the associated contact already has a number, it is pre-filled.
4. Generate a QR Code: display the QR code generated from the link, and download it as a PNG image using the “Download the QR Code” button, to print it or show it on screen.
5. The “Generate a new link” button lets you start another creation without going back to the dashboard.

Pro tip: The content of the email used to send the link can be customized from your account's email template management.

Generating a link from a contact record

Why start from the contact record?

It is the quickest route when you are already looking at a client's file: the contact is carried over automatically.

How to do it:

1. Open the relevant contact record.
2. Click the "…" menu, then "Generate an appointment link".
3. The generator opens with the contact already selected and locked.

Pro tip: Every generated link appears in the contact's activity history, labelled "New link generated", with the date and time. You can therefore track every action taken on a client.

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Tracking your generated links

What is tracking for?

All your links are kept together with their statistics, so you can measure what they actually produced and re-send a link without creating a new one.

How to do it:

1. Open the detailed links view from your dashboard.
2. Review the list showing, for each link: the location, the contact, the staff member, the service, the generation date, the expiration date, the number of visits and the number of appointments booked.
3. Filter by location, staff member, service, contact or period, then sort by date, visits or appointments.
4. Click the copy icon on a row to retrieve the link and send it again.

Pro tip: By default, the list shows links generated over the last 30 days. Depending on your rights, you see your own links or those of your whole team.

Conclusion

You are now ready to create, share and track appointment booking links, step by step. Remember, this tool is here to simplify your daily tasks and offer your clients a smooth, professional experience.

Need help? Contact our support team, we will be glad to assist you.