FAQ — General questions about Agendize

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

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.

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 does not manage public holidays automatically. To close bookings on a public holiday, add a manual unavailability for that date. Go to your establishment profile, Unavailabilities section, click + Add and enter the same date for both start and end.

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, enable the toggle Configure a maximum cancellation deadline in the Restrictions section, and enter the number of hours. 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.

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.

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.

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. For any further questions, contact the Agendize support team.

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.

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.

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.

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.

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.