Scheduling process

Accessing Process Settings

Menu Settings > Processes

Processes – Overview

This page defines the business rules for online bookings: booking mode, workload distribution, restrictions, validation, and advanced options.

Online Booking Mode

• Service: the client first selects a service, then a time slot.
• Service + Staff: the client selects a service, then a specific staff member.
• Staff + Service: the client chooses a staff member first, then a service.

Workload Distribution

• Smart distribution (recommended): automatically assigns the most relevant staff based on workload history.
• Workload history: reference period used for the distribution algorithm (e.g., Since the beginning).
• Fair distribution: strictly balances assignments equally across staff.

Booking Restrictions

Who can book?

• Everyone: open to all visitors.
• Existing clients: restricted to known contacts.
• Match with client information: validates against known data (e.g., email/phone).
• None: no online booking allowed (closed mode).

Booking limits

• Maximum bookings per client per day: e.g., 5 appointments.
• Maximum bookings per client per week: e.g., No limit or a defined number.

Booking window

• From: minimum delay before an appointment (e.g., 6 hours).
• Up to: maximum booking horizon (e.g., 6 months).
• Consider company closures: automatically excludes closed days/hours.

Appointment Validation

• No: new bookings are confirmed automatically.
• Yes, by manager: requires approval by a manager.
• Yes, by staff: requires approval by the staff member concerned.

Advanced Options

• Notification when an earlier slot becomes available: allows clients to be alerted if a similar appointment opens up sooner (smart waitlist).

Saving Your Settings

After making changes, click “Save” to apply the new process rules.

Best Practices

• Use smart distribution with a sufficient workload history to optimize staff allocation.
• Set a clear booking window (minimum delay & maximum horizon) to avoid last-minute no-shows and overly distant bookings.
• Enable validation when availability changes frequently or when quality control is needed.
• Enable the earlier slot notification to improve conversion and reduce waiting times.