FAQ — General questions about Agendize

FAQ Agendize · General

This article answers the most frequently asked questions about configuring and using the Agendize platform.

Login & Access

I don't receive the password reset email: what should I do?

On the login page, click Forgot password and enter the exact email address of your account. If the email does not arrive:

1. Check your junk (spam) folder and any filters set up on your company mailbox.
2. Make sure the address you entered is the one used for your account: a similar address (other domain, old address) receives nothing.
3. If your account was just created and you have never set a password, it may not be finalized yet: ask your account administrator to resend the invitation (see the question on the invitation email).
4. If the login address no longer exists (colleague who left, mailbox change), the link cannot reach you: add a recovery email address as soon as you regain access.

For security reasons, you may also be asked to change your password after a long period without logging in. If nothing works, contact support and specify the login email address concerned.

My account is locked after several login attempts: what should I do?

After three incorrect password entries, access is automatically locked for two hours. This often happens when the same login is shared by several people or when a browser reuses an old saved password.

1. Wait two hours, then use Forgot password on the login page to set a new password instead of retrying the old one.
2. Update the password saved in your browser and share it with everyone who uses this login.
3. If you need access urgently, contact support and specify the locked login email address.

To prevent this from happening again, give each person their own login and add a recovery email address to the account.

A new user did not receive their invitation email or cannot create their password

When a user is added in Settings > Account > Security > Access Rights, they receive a first email to set their password, then a second one to confirm their address. The account can only be used once both steps are complete. If the user receives nothing or gets stuck:

1. Ask them to check their junk (spam) folder.
2. Check in the access rights list that the email address entered is correct (domain, spelling): the invitation and password creation are tied to this address.
3. Correct the address if needed, then ask the user to click Forgot password on the login page.
4. If the email still does not arrive, contact support and specify the address concerned and the date of the invitation.

More details: Managing access rights and roles.

I can't see the Settings, Staff Members or Reports menu: why?

The menus you see depend on your rights. The Reports menu and account administration depend on the user's global rights; the Establishments, Services and Staff Members menus depend on the role (Administrator, Scheduler or Reader) assigned on each establishment. By default, only administrators can access them.

1. Ask an account administrator to open your profile in Settings > Account > Security > Access Rights.
2. They enable the required global rights and check your role on each establishment concerned, then save.
3. Log out and log back in so that the new rights are applied.

If your login gives access to several organizations, also check that you are connected to the right organization using the account selector. More details: Managing access rights and roles.

How do I add a recovery email address to my account?

The recovery email address receives the password reset link instead of the login address. It is useful when the login address is generic, shared by several people, or may stop being read (colleague who left, mailbox change).

1. Log in to the console, click your avatar at the top right, then My personal data.
2. In the Security section, click Edit below the Recovery email field.
3. In the Edit recovery email window, enter the address and your password, then click Confirm.

The login address itself cannot be changed. If it no longer exists and you can no longer log in, ask an administrator to create a new access with the correct address in Settings > Account > Security > Access Rights, then remove the old one.

Services

How do I change the duration of a service?

Go to your establishment in the side menu, then navigate to Services. Click the name of the service you want to edit. In the General Information section, update the Duration (in minutes) field, then click Save.

How do I add a new service?

Go to your establishment, then in Services, click + New service. Enter the service name, duration, visibility and capacity, then click Confirm. You can then open the service profile to fill in all other settings (description, staff members, schedules, restrictions, etc.).

How do I temporarily disable a service?

In the services table (Services tab of your establishment), locate the service in the list. In the Visibility column, toggle the switch to the disabled position (grey). The service will no longer be visible or accessible anywhere. To re-enable it, toggle the switch back to the active position (blue).

How do I delete a service?

From the services table, click the ... icon at the end of the service row, then click Delete. A window will ask you to enter a confirmation code. You can also open the service profile and use the Danger Zone section at the bottom of the page.

How do I add buffer times before and after appointments?

Open the service profile. In the General Information section, enable the toggle Include preparation and follow-up times. Two fields appear: Preparation time (before the appointment) and Follow-up time (after the appointment), both entered in minutes. These times block the staff member's calendar but are not visible to your clients.

Staff Members & Teams

How do I add a staff member?

Go to your establishment, then navigate to Staff Members. Click + New staff member. Enter the last name (required), first name and email, then click Confirm. The staff member is created. Open their profile to assign services, configure schedules and access rights.

How do I disable or delete a staff member?

Disable: In the staff members table, toggle the Active column switch to the disabled position. The staff member will no longer appear in the widget but remains visible and configurable.

Delete: Click the ... icon at the end of the row, then click Delete. A confirmation with a code entry is required. You can also delete from the Danger Zone at the bottom of the staff member's profile.

How do I assign a service to a staff member?

You can do this in two ways:

• From the staff member's profile: In the Services section, click + Add a service and select the desired service(s).
• From the service profile: In the Staff Members section, click + Add a staff member and select the staff member.

Both methods produce the same result.

How do I manage a staff member's absence?

Go to the staff member's profile. In the Unavailabilities section, under Manual, click + Add and enter the start and end dates. No appointments will be offered to that person during this period. Click Save.

Why can't I create a new staff member or user anymore?

Creation is blocked when your account has reached its maximum number of user licenses. An error message is then displayed when saving (for example Error while saving staff member information). Licenses are counted per email address: each user with access to the account uses one, even if they are no longer active.

1. Open Settings > Account > Security > Access Rights and remove access for people who have left your organization.
2. Log out, log back in, and try the creation again.
3. If you need additional licenses, request a quote from accounting@agendize.com, stating the account and the number of licenses needed (or from your reseller if they manage your account).

Before deleting a staff member, note that their future appointments are deleted and their appointments no longer appear in the generic export: export them beforehand if needed.

How do I quickly find a staff member to add to an appointment?

In the staff selection windows (creating an appointment, adding an additional staff member, adding a calendar), the Team filter accepts several teams at once: the list shows staff members who belong to at least one of the checked teams.

On an existing appointment, the staff selection window also offers a Job title filter, next to the Team filter. It relies on the Job title field of the staff profile: fill it in to take advantage of it.

Schedules & Availability

How do I change opening hours?

Go to your establishment profile (Establishments menu, then click your establishment). In the Establishment Hours section, add, edit or delete time slots for each day of the week. Click Save to confirm. To apply these hours to all your staff members, click Apply hours to staff members.

How do I block slots for a staff member?

To block slots for a given period (absence, vacation, etc.), go to the staff member's profile, then scroll down to the Unavailabilities section. Click + Add and enter the start and end dates. Click Save.

How do I open slots for a staff member?

Go to the staff member's profile. In the Recurring Hours section, configure time slots day by day (start time, end time). To open slots for a specific period, use the Specific Hours section and add a period with the desired time slots. Specific hours take priority over recurring hours during the defined period.

How do I update a staff member's availability?

Go to the staff member's profile. In the Recurring Hours section, modify the time slots by day of the week. If the staff member inherits a team's hours, select None in the Use team work hours dropdown to switch to individually editable hours. For availability during a specific period, use the Specific Hours section.

How do I restrict bookings to certain time slots?

You can restrict a staff member's availability by configuring their Recurring Hours or by defining Specific Hours per service within each time slot.

To restrict a service's slots to certain hours, open the service profile, enable the toggle Apply specific hours to this service in the Hours section, then configure the allowed time slots.

How do I add a break in a schedule?

To block a slot during a staff member's day (lunch break, internal meeting, etc.), use the Planning view in the Appointments module. Click on the staff member's cell for the relevant day, then in the "Edit availability range" panel, adjust the time slots to exclude the break period. For example, instead of a single 09:00 → 18:00 slot, create two slots: 09:00 → 12:00 and 13:30 → 18:00.

You can also use this panel to delete an existing slot and add a new one via the + button.

How do I close bookings on a specific day?

To close bookings for an establishment on a specific day, go to the establishment profile, scroll to the Unavailabilities section and click + Add. Enter the date as both the start and end date. Click Save.

To close bookings for a specific staff member on a given day, follow the same steps from the Unavailabilities section of their profile.

How do I open extra slots on an exceptional basis?

For a staff member, go to their profile and in the Specific Hours section, click + Add a specific period. Set a name, start date, end date and the time slots to open. These specific hours replace recurring hours during the defined period.

For a service, the same logic applies via the Hours section of the service profile (enable the Apply specific hours to this service toggle).

How do I manage public holidays?

Agendize has a public holiday manager: once enabled, it automatically closes online booking on official public holidays, without you having to enter them. The setting is made for each establishment.

1. In the side menu, click Settings, then Establishments, and open the establishment.
2. In General, go to the Public holidays section and turn on Enable public holidays.
3. Select the establishment's Country.
4. If needed, select one or more Administrative subdivisions (department, region, Land, canton… depending on the country) to add their own public holidays.
5. Click Save at the bottom right of the page.

Why doesn't the widget offer the slots I see as free in the calendar?

Free areas in the calendar show staff members' opening hours across all services. The widget calculates bookable slots for a specific service. Check:

1. That the staff member is assigned to the service and that their recurring or specific hours are not reserved for other services (Service(s) field of each time range).
2. That the service duration, plus preparation and follow-up times, fits within the remaining time range.
3. The booking window (Workflow > Process): a minimum lead time excludes slots that are too close.
4. The staff member's unavailabilities and the appointments in their synced calendar, which block slots.
5. That the establishment's closures and hours have been applied to staff members: staff hours are independent, and the Apply hours to staff members button overwrites their recurring hours.

Offered slots start at the beginning of each time range, then follow one another based on the appointment duration. More details: Managing collaborators and Manage your online scheduling process.

Booking Rules

How do I set a minimum booking lead time?

Go to the Workflow > Process settings of your establishment. In the Booking restrictions section, find the Minimum lead time field in the Booking window area. Set the value and unit (minutes, hours, days, weeks, months), then click Save.

To apply this lead time to a specific service only, open the service profile, enable the toggle Configure a specific booking time interval in the Restrictions section, and set the minimum interval.

How do I limit last-minute bookings?

The Minimum booking lead time controls this. Go to Workflow > Process of your establishment. In the Booking restrictions section, set the Minimum lead time in the booking window. For example, if you enter "6 hours", no client can book a slot within the next 6 hours.

How do I set a cancellation deadline?

Go to the service profile, Appointment management section. In the Settings applied to this service selector, choose Use the settings specific to this service, then set the maximum cancellation deadline (and, if needed, the rescheduling deadline and the maximum number of reschedules). If you keep Use the establishment settings, the establishment's rules apply. Beyond this deadline before the appointment, the client will no longer see the cancellation button.

How do I prevent double bookings?

To prevent a client from booking multiple active appointments for the same service, open the service profile and enable the toggle Do not allow the client to book multiple appointments for this service in the Restrictions section.

To limit the number of appointments per client per day or per week, go to Workflow > Process and configure Maximum number of appointments per client per day and/or per week.

How do I limit the number of appointments per day for a service?

1. Open the service profile and go to the Restrictions section.
2. Turn on the toggle Set a maximum number of appointments per day.
3. In the Number of appointments list, choose a value from 1 to 10.
4. Click Save.

When the toggle is off (the default), no limit applies. This setting is separate from the Maximum number of appointments per client per day (Workflow > Process), which limits bookings by the same client.

Appointment Management

How do I move an appointment?

To move an appointment to a different date or time, use the Reschedule function. From the Appointments module, click the appointment in the Calendar or find it in the List view. In the detail panel, click Reschedule, select the new date on the mini-calendar, choose the new slot from the dropdown, then click Reschedule to confirm.

How do I cancel an appointment?

From the Appointments module, click the appointment in the Calendar or find it in the List view. In the detail panel, click the ... button (additional actions menu), then click Cancel appointment. A confirmation window appears. Click Confirm to permanently cancel the appointment.

How do I transfer an appointment to another staff member?

From the appointment detail panel (accessible by clicking the appointment in the Calendar), click the Reassign button. In the window that opens, search for the new staff member by name or email, filter by team if needed, select them via the radio button, then click Reassign to confirm.

How do I create an appointment manually?

From the Appointments module (Calendar or List), click the + New appointment button (List view) or the floating + button at the bottom right (all sub-views), then select Create an appointment. You can also access this action from the dashboard via the Book an appointment link in the "Quick access" section.

The creation panel opens. Follow the steps: establishment, service category, service, staff member, slot (or free slot via the "Switch to free mode" toggle), existing or new contact, additional information, then summary and confirmation.

In free mode, how is the end time calculated?

As soon as you enter the start date and time, the end is pre-filled with the duration of the selected service. If you change the end manually, that duration becomes the reference: if you then move the start, the end follows and keeps it. Entering the end first never changes the start.

How do I find an appointment's history?

Go to the Contacts module in the side menu and search for the relevant contact. Click their row to open the side panel, then go to the History tab. This tab shows all events related to the contact, including their appointments.

How do I change an appointment's service, staff member or contact without canceling it?

1. Open the appointment and click Edit.
2. In the Appointment context block, click Edit next to the service, the main staff member or the main contact, then make your choice.
3. Click Save.

For the service, the window lists the establishment's services and their locations; the end time is recalculated based on the new service's duration. If the current staff member does not offer that service, a warning is shown but does not block the change. The change is recorded in the appointment history. To learn more, see View appointment details.

Why is the "Completed" status not offered for an appointment?

The Completed status is only offered once the appointment date is reached: for an upcoming appointment, it is hidden from the status list. Likewise, the No-show status is reserved for appointments whose start time has passed.

You can, however, set an appointment to In progress if the client arrives early, and cancel it directly from the status list with Canceled.

How do I accept or decline an appointment awaiting approval?

When manual approval is enabled (Workflow > Process, Appointment validation section), appointments booked online arrive with the Pending status. Open the appointment: the Accept and Decline buttons replace the quick actions.

• Accept confirms the appointment.
• Decline opens a confirmation window before declining.

These buttons are available to users whose role has the Accept or decline appointments right (see Managing access rights and roles). To configure approval, see Manage your online scheduling process.

Notifications & Templates

How do I send an appointment confirmation?

Confirmation emails are sent automatically after each appointment booking, based on your establishment's notification settings. To check or enable this, go to Workflow > Notifications. In the Contact section, make sure the Email toggle for the An appointment is booked via the widget row is enabled.

To customize the confirmation email content, go to Console > Templates > Email templates and edit the Appointment confirmation template.

How do I send a reminder email?

Go to Workflow > Notifications. In the Reminders section, enable the Email toggle for the first reminder (or second reminder) and choose the send delay from the dropdown (e.g. 1 day before, 2 hours before, the night before, etc.). Click Save.

How do I enable SMS reminders?

Go to Workflow > Notifications. In the Reminders section, enable the SMS toggle for the first and/or second reminder, then choose the delay from the dropdown. Click Save.

How do I edit notification content?

Go to your establishment's message templates via Console > Templates, then choose the type (email, SMS or ICS). Find the template to edit in the list and click its name to open the editor. Make your changes, then save.

How do I change the notification language?

Two independent language settings coexist in Agendize:

• Console interface language: Each user can choose the display language of the back-office console in their own profile. Click your avatar (initials) at the top right, go to the Preferences tab, Language and region section, and select your preferred language. This is a personal setting that only affects your own interface.
• Language of emails and SMS sent to clients: the language of notifications received by the client is linked to the language selected during the booking process. It corresponds to the Notification Language field of the contact's profile. For any further questions, contact the Agendize support team.

My clients no longer receive SMS messages: how do I top up my SMS credit?

Sending SMS messages (confirmations, reminders, campaigns) uses a prepaid SMS credit. When this credit runs out, SMS messages are no longer sent, even if SMS notifications are enabled. A low SMS credit alert email is sent to account users with billing rights before the credit runs out.

To top up your credit:

1. Request a quote from accounting@agendize.com, stating the account concerned and the credit amount you need.
2. Return the approved quote (or make the payment indicated).
3. The credit is added to your account upon receipt: SMS sending resumes automatically.

If your account is managed by a reseller or an internal contact, send your request to them. If your credit is positive and SMS messages are still not sent, check that the notification is enabled for SMS (Workflow > Notifications) and that the contact has a valid mobile number.

A staff member or client no longer receives any email from Agendize: why?

When other recipients receive emails normally, the issue usually comes from the address concerned. Check in this order:

1. The junk (spam) folder and the mailbox filtering rules.
2. The email address entered on the staff member's or contact's profile (typo, old domain).
3. Whether the notification is enabled in the establishment's Workflow > Notifications.
4. A block at our email provider: if the recipient unsubscribed, reported one of our emails as spam, or deliveries failed, the address is blocked and no longer receives anything (notifications, invitations, sync emails).

In that last case, only support can unblock the address. Send us the email address concerned and the date of a missing email: we will check the sending logs and restore delivery.

Can I turn off notifications for a single service?

Yes. Open the service profile and, in the Notifications section at the bottom of the profile, turn off the switch Enable notifications for this service, then click Save. No notification (email, SMS, watchers) is then sent for this service's appointments, for example for an internal service or test appointments.

Other services keep the notifications configured in Workflow > Notifications. Automations, however, still run for this service.

How do I add a link to the appointment details in a notification?

In the editor of an email or SMS template (Console > Templates), open the Select dynamic text list and choose, in the Appointment group:

• Appointment details URL: opens the appointment in the console;
• Appointment details full-screen URL: shows only the appointment page, without the console navigation.

This link is useful in notifications sent to staff members: they reach the appointment in one click. Signing in to Agendize is still required, and only users allowed to view the appointment can open it.

Booking Forms

How do I add fields to the booking form?

Go to your establishment, then navigate to Channels > Widget fields. Click the form to edit (default or specific). In the editing screen, navigate to page 2 or a subsequent page (fields cannot be added to page 1). Click + Add a field, choose the field type from the list, then click Save.

How do I make a field required?

Go to the form via Channels > Widget fields. On the page containing the field, click the pencil icon to the right of the field. In the window that opens, enable the Required property, then click Save.

How do I modify the information requested from clients?

Go to your establishment, then to Channels > Widget fields. Open the form to edit. You can:

• Edit the label of a field by clicking the pencil icon and changing the "Label" property.
• Hide a field by disabling the Visible during online booking property.
• Delete a field (pages 2 and beyond only) by clicking the cross icon.
• Reorder fields by dragging them with the move icon.

Remember to click Save to confirm your changes.

How do I restrict the phone country codes accepted in a form?

1. Open the form (Channels > Widget fields for the booking form).
2. Click the pencil icon of the Phone field.
3. In the Supported country codes setting, select the code or codes to accept.
4. Click Save.

By default, all country codes are accepted. Once the list is restricted, the field offers only those codes and rejects numbers that do not match. The same setting exists in the forms of the Forms and Events modules.

Widget & Integration

How do I share my booking link?

From the establishments list, click the ... icon at the end of your establishment's row, then click Share. Several options are available:

• Copy the link to share it directly.
• Send by email to one or more addresses.
• Send by SMS to a phone number.
• Generate a QR code to print or distribute.

How do I integrate Agendize into my website?

From the establishments list, click the ... icon at the end of your establishment's row, then click Share. Choose the iFrame integration option and copy the HTML code provided. Paste this code into the source code of the page on your website where you want the booking widget to appear.

Why does the booking widget display "The company is not configured"?

This message appears when the widget cannot find a valid configuration to offer appointment slots. Check the following points:

1. No service exists: your location must have at least one service created and visible. Go to your location > Services and verify that at least one service is present and its visibility toggle is enabled (blue).
2. No staff member exists: your location must have at least one staff member. Go to your location > Staff and verify that at least one staff member is present.
3. No staff member is assigned to the service: each service must have at least one assigned staff member. Open the service profile, "Staff" section, and verify that at least one staff member is checked.
4. No active staff member: the staff members assigned to the service must be active (not deactivated). Check in the staff list that their activation toggle is in the active position.
5. No schedule configured: the staff members assigned to the service must have availability schedules defined. Open the staff member profile and check the "Schedule" section.

Why is my booking widget displayed in another language?

The widget is displayed in the visitor's browser language, among the languages supported by the platform (French, English, German, Spanish, Italian, Dutch and Portuguese). Titles and category names are translated automatically; service names can have a specific label for each language.

• To force a language, add the lang parameter to the widget link, for example &lang=en (or ?lang=en if the link does not contain any parameter yet).
• The language chosen during booking determines the language of the notifications sent to the client (Notification language field of the contact profile).
• If an automatic translation is not appropriate, send support the label concerned, the language and the translation you want.

Full list of parameters: Scheduling widget: GET parameters & Javascript variables.

Can I redirect clients to my website after they book?

Yes, with widget V3. In the widget settings of the establishment (or of all your establishments), turn on the switch Redirect the client after booking, then fill in the required Redirect URL field and save.

Once the appointment is confirmed, the client is automatically redirected to that address after 5 seconds. Remember to mention it in the thank-you message. If the widget is embedded in an iFrame, the redirect happens inside the iFrame.

How do I choose the display order of services?

In the establishment's widget settings, services section, choose an Alphabetical sort (A-Z or Z-A) or a specific order that you define yourself, then save. With no sort defined, services and service groups are listed alphabetically.

The same order applies to the public widget and to booking from the console.

How do I find booking links generated for several staff members?

Open the detailed links view from your dashboard. The Location, Staff member and Service filters accept several values at once: for example, check the staff members of your team to show all their links. Then click Export to download the filtered list.

The full process is described in How to generate a link to share.

Calendar Integrations

How do I connect Agendize to Google Calendar?

Three connection modes are available:

• Simple export (ICS feed): Go to the staff member's profile, Sync section. Click Import to Google Calendar for a direct import, or copy the ICS link to import manually.
• Two-way sync (establishment level): Must first be enabled by an administrator in Workflow > Console (Calendar sync section, enable two-way sync, activate Google provider). Once enabled, each staff member can connect their Google account from their profile.
• Personal connection from profile: Click your avatar (initials) at the top right, go to the Integrations tab, then click Connect in the Google Calendar card.

How do I sync Agendize with Outlook?

Three connection modes are available, as with Google Calendar:

• Simple export (ICS feed): Go to the staff member's profile, Sync section. Click Import to Outlook for a direct import via ICS feed.
• Two-way sync (establishment level): An administrator must enable Outlook or Office365 providers in Workflow > Console (Calendar sync section).
• Personal connection from profile: Click your avatar (initials) at the top right, go to the Integrations tab, then click Connect in the Outlook card.

A staff member's Outlook or Google sync has stopped working: how do I restore it?

A sync can be interrupted after a mailbox password change, an expired authorization or a change of position. Each staff member's sync status is shown in the establishment's Staff Members list.

1. Open the staff member's profile (Settings > Establishments > [your establishment] > Staff Members).
2. In the Sync section, click Invite to sync and save.
3. The staff member opens the email received, clicks the button, selects Outlook or Google and follows the steps, accepting two-way sync.
4. Then check in the staff member list that the sync shows as active.

A simple subscription to an ICS link is not a two-way sync: appointments added in Outlook or Google do not block Agendize slots. If the invitation email does not arrive, see the question on emails not received. More details: Managing collaborators.

Why do my video appointments have a Jitsi link instead of a Teams link?

The Teams link is generated from the staff member's Outlook (Microsoft 365) sync. If this sync is not active when the appointment is booked, Agendize automatically generates a Jitsi link instead.

1. Check in the staff member list that the staff member's Outlook sync is active.
2. If it is interrupted, restore it from their profile using Invite to sync.
3. Appointments booked after the sync is restored will have a Teams link. Appointments already created keep their Jitsi link.

For staff members, the video link is an organizer link: it requires logging in to the console and opens from the appointment details. The client receives a guest link that does not require logging in. Also make sure the browser is allowed to use the microphone and camera.

My unavailabilities and personal appointments don't appear in the calendar subscribed to the ICS link: why?

By default, a staff member's ICS link (staff member profile, Sync section) only contains appointments booked in Agendize. To also include reserved slots and external events, add the externalAppointments=true parameter at the end of the link:

https://…/staff/…/….ics?externalAppointments=true

• Copy the full link without changing anything else, then subscribe to this link again in Outlook, Google Calendar or your phone.
• Subscribed calendars refresh at the frequency set by the tool reading them (often several hours).

Conversely, for events from an external calendar to block slots in Agendize, add it to the staff member's profile using + Add an external calendar.

What happens if a staff member's calendar sync stops working?

You can automatically close online booking for a staff member whose external calendar sync has failed. Their slots are then no longer offered to clients, which prevents bookings on slots that are already taken in their external calendar.

1. In the side menu, click Settings, then, under Workflow, click Console.
2. In the Calendar sync section, turn on the switch Automatically close online booking when a sync fails (off by default).
3. Click Save.

As soon as the sync is restored, the staff member is automatically reopened. Appointments already booked are kept, and booking from the console in free mode remains possible.

To spot a broken sync, check the Sync status column in the establishment's staff list: Synced, Error or Not synced. This column appears as soon as at least one calendar sync is allowed for the establishment. For a staff member in error, you can resend an invitation with the Invite to sync button on their profile (see Managing collaborators).

Reports & Exports

How do I export the list of appointments?

Go to the Reports menu in the navigation bar, then click the Generic export tab. Check the fields to include in your export, define the period (maximum 3 months) and select establishments if needed. Click Export data. A notification appears in the top bar (bell icon) as soon as the CSV file is ready to download.

How do I view appointment statistics?

Go to the Reports menu. The Report tab opens automatically and shows statistics for the last 30 days. Click Filter to refine the period, establishments or staff members. Charts and indicators update in real time.

How do I view appointments by staff member?

In the Reports module (Report tab), click Filter and select the desired staff member(s) in the Staff members filter. The charts update to show only data for those staff members. The Distribution by staff member chart also shows each staff member's share of appointments for the filtered period.

How do I prevent some users from exporting the calendar?

The Export calendars right can be set per role in Settings > Account > Security > Roles. Open the tab of the role concerned (Administrator, Scheduler or Reader), turn off this right, then click Save.

Users with this role no longer see the Export option in the calendar's ... menu, and export through the API is not possible either. The right is on by default for all three roles. See Managing access rights and roles.

Settings

How do I change the time zone?

Two independent time zones can be configured:

• Establishment time zone (affects slots offered to clients): Go to your establishment profile. In the Establishment Hours section, change the Main time zone field by selecting the desired value from the dropdown. Click Save.
• Personal time zone (only affects how appointments are displayed in your console): Click your avatar (initials) at the top right, go to the Preferences tab, Language and region section, and change the Time zone. This is a personal setting.

How do I update establishment contact details?

Go to your establishment profile. In the Contact details section, update the email address and/or phone number. In the Establishment address section, update the physical address. Click Save to confirm.

How do I enable video conferencing?

Video conferencing is available as an appointment location for each service. To enable it on a service, open the service profile, in the General Information section, check the Video conference box in the Locations field. Click Save.

Your client will then be able to choose this appointment mode when booking online.

Can I show a different consent text when a staff member books on the client's behalf?

Yes. In Settings, under Account, open Data Policy. The GDPR consent and the marketing consent are each entered in two fields: For the public widget and For the console. The "For the console" text is shown when a member of your team books the appointment on the client's behalf.

Details are in Managing personal data policy.

Can I invite a user without sending them an email?

Yes. In Settings > Account > Security > Access Rights, open the Invite a user screen. Below the Email address field, turn off the toggle Send a notification to the user (on by default) before confirming.

The same toggle applies when you change an existing user's rights. To learn more, see Managing access rights and roles.