Booking links
A booking link is a public page where customers book one or more of your services. Administrator Tools → Booking Links lists them. Only administrators can create and change booking links.
| Column | What it shows |
|---|---|
| Name | The link's name, which is also the page heading |
| URL | The page's address, such as /book/30-min-call |
| Services | How many services can be booked through it |
| Staff | How many staff it is limited to, or All service staff |
| Published | Whether customers can book through it |
| Created | When it was created |
Each link's actions menu has:
| Action | What it does |
|---|---|
| Open booking page | Opens the public page in a new tab. Only shown for a published link |
| Edit | Opens the booking link form |
| Archive | Unpublishes the link and removes it from the list. Its address is freed for other links to use |
Show Archived lists archived links instead. Restore in an archived link's actions menu brings it back, unpublished. It can only be restored if no other link has taken its address.
Open in Clockwork CRMEnter your Clockwork CRM address at the top of the page to open this in your Clockwork CRM.
Creating a booking link
- Click Add Booking Link.
- Fill in the tabs described below. The main ones are Details, Services & Staff and Messages.
- Turn on Published at the bottom of the form when the link is ready.
- Click Save.
You can save a link that is not finished and publish it later. The only fields required to Save are Page title and slug.
Publishing
You are not able to publish a booking link until you have specified at least one service.
The bottom of the form lists anything still missing. When the link is published, it shows Live at with the page's address and a copy button.
The details form is also checked when you save. Its first page cannot have a file upload. To publish, its first page must have fields for first name, last name and email address, so a contact can be created.
Details
| Field | What it does |
|---|---|
| Page title | The page heading, and the link's name. Required |
| Slug | The end of the page's address, after /book/. Lowercase letters, numbers and hyphens, up to 64 characters, and it cannot start or end with a hyphen. Each link needs a different slug. On a new link it is filled in from the page title until you change it. Required |
| Description | Shown to customers in the page's side panel. The editor's background matches the side panel, so you can see how the text will look |
| Details Form | The form customers fill in to book. Only its first page is used, and later pages, including the thank you page, are ignored. A default booking form is created for you |
When some of the description text would be hard to read on the side panel, a warning appears under the editor. Remove those colours removes the text colours from the description. If you save without removing them, you are asked to confirm.
Services & Staff
| Setting | What it does |
|---|---|
| Services | The services customers can book through the link. For a general appointment, such as a meeting with a member of staff, create a service for it and add it here |
| Group by categories | Shows the services under their categories on the booking page, useful if you provide lots of services |
| Staff override | Limits the link to the staff you choose. When it is empty, the staff set on each service are used |
A warning lists any staff member who is not assigned to the link's services, as customers cannot see them, and any service with no staff, as it cannot be booked.
What a service needs to be bookable, such as its duration and staff, is set on the service. See Products and services.
Scheduling
| Setting | What it does |
|---|---|
| Slot increment (minutes) | The time between each bookable start time. Default 30 |
| Booking horizon (days) | How many days ahead customers can book. At least 1. Default 60 |
| Minimum notice and Unit | The earliest a customer can book, counted from now, in minutes, hours or days. Default 1 day |
| Allow customers to cancel or reschedule | Lets customers cancel or move their own booking. On by default |
| Cancellation cutoff and Unit | How close to the start a customer can still cancel or reschedule. Default 1 day. Shown when cancelling is allowed |
| Cancellation policy | Text shown to customers beside the cancel and reschedule controls. Shown when cancelling is allowed |
| Mark appointments as complete automatically | On: an appointment is marked complete when its end time passes. Off: staff mark appointments complete themselves, from the bookings list, the calendar or the customer's record. On by default |
Anything you have set to happen when an appointment is over runs when the appointment is marked complete.
Availability live preview
The preview shows how many slots customers would be offered, using the chosen services and the scheduling settings. Working hours, holidays, existing appointments, the minimum notice and the booking horizon all apply.
- Enter the number of Days ahead to check. It starts at 14.
- Click Check availability.
Each service shows how many times are available, across how many days, and the first time. A service with nothing available, or a problem, is shown in red.
Payment
Payment on booking decides whether customers pay when they book:
| Option | What it does |
|---|---|
| No payment | Customers book for free |
| A deposit | Customers pay part of the price when they book. The rest is settled with you |
| The full amount | Customers pay the booking's whole price when they book |
A deposit and The full amount can only be chosen once payments are set up and Stripe has enabled charges on your account. See Payments.
A deposit is either A percentage of the price or A fixed amount:
| Field | What it does |
|---|---|
| Deposit | The percentage of the price. More than 0 and less than 100 |
| At least (optional) | The smallest deposit, for a percentage deposit. 0 for no minimum |
| At most (optional) | The largest deposit, for a percentage deposit. 0 for no maximum. It cannot be less than At least |
| Deposit amount | The amount taken on every booking, for a fixed deposit |
A deposit is never more than the booking's price.
Card payments are processed by Stripe on your own account, and Stripe's fee is taken from each payment. Clockwork CRM's platform fee, shown on this tab, is added to your monthly Clockwork CRM invoice, on what you have taken less any refunds.
Messages
Sending reminders uses credits: each email uses an email credit, and each SMS reminder is charged at the standard rate.
| Setting | What it does |
|---|---|
| Send emails from | The sender address used for the confirmation, reminders and any cancellation or moved email. Required to publish. Addresses come from your verified sender domains. See Sender and tracking domains |
| Confirmation Email | The template sent to the customer when they book |
| Cancellation Email | The template sent to the customer when a booking is cancelled, by them or by you |
| Booking Moved Email | The template sent to the customer when their booking is moved to a new time |
Leave a template empty to send the built-in email. Any marketing template or stencil can be chosen. See Email templates and merge fields.
Reminders
Add Reminder adds a reminder sent before each booking. A link can have up to 10.
| Field | What it does |
|---|---|
| Send | Email or SMS |
| Value and Unit | How long before the booking it is sent, in minutes, hours or days |
| Template | For an email reminder, the template to send. Leave it empty to send the built-in reminder |
| SMS message | For an SMS reminder, the text to send. Merge Fields beside it inserts a merge field |
The cross button removes a reminder. When a link sends SMS reminders, Send texts from chooses the number customers see them come from. It is required to publish. Numbers are bought in Communication services.
Calendar invite
The calendar invite goes to both the customer and the staff member.
| Field | What it does |
|---|---|
| Title | The invite's title |
| Description | The invite's description |
| Location | The invite's location. Leave it empty for online services |
| Add an online meeting link | Adds a Teams or Google Meet link to the invite. The staff member must have a Microsoft or Google calendar connected |
Merge Fields beside each field inserts a merge field.
Appearance
The booking page's logo and colours. Anything left empty follows your Branding, and changes there show on the page straight away.
Logo:
| Option | What it does |
|---|---|
| Use my branding logo | Shows the logo set in Administrator Tools → Branding |
| Custom logo | Shows a logo of the link's own. Save the link first, then Choose image picks a PNG, JPG, GIF, WEBP or SVG from your files, up to 5MB. Remove removes it |
| Hide logo | Shows no logo |
Colours. Click a colour to change it. The reset button beside a colour returns it to your branding.
| Colour | What it colours |
|---|---|
| Page background | The background of the page |
| Heading text | The page heading |
| Text | The text on the page |
| Buttons & selected dates background | Buttons, and the selected date |
| Button text | The text on buttons |
| Side panel background | The background of the side panel |
| Side panel background wash | The colour the side panel background shades into. The pale tint on bookable days is also made from it |
| Side panel text | The text in the side panel |
| Accent | The marks on bookable days and the progress through the booking steps |
Sharing
| Setting | What it does |
|---|---|
| Public address | The page's address. The copy buttons copy the link, or the code to embed the page on a website |
| Allowed domains | The websites allowed to embed the page. Enter a domain, such as example.com, and click Add. Other websites cannot embed it |
| Also allow subdomains of these domains | Also allows subdomains, such as www.example.com. Shown once a domain is added |
| Return URL (optional) | Where the customer is sent once they have booked, and paid for a paid link. It must start with http:// or https://. Leave it empty to show the confirmation |
The embed code adds the page in a frame that resizes as the customer moves through the booking.
Bookings
Administrator Tools → Bookings lists everything booked through your booking links.
The following filters are available:
| Filter | What it does |
|---|---|
| Search bookings | Finds bookings by the customer's name, the services, the staff member or the booking link |
| When | All dates, Today, This week (Mon-Sun), Next 7 days, Next 30 days, Next 90 days or Custom range |
| Whose bookings | Anyone, or one staff member |
| Showing | Upcoming, Past, Completed or Cancelled |
The list of bookings shows the following columns:
| Column | What it shows |
|---|---|
| When | The date and time of the appointment |
| Customer | Who booked. Awaiting payment shows while a customer is still paying |
| Services | The services booked |
| With | The staff member delivering them |
| Booking link | The link the booking was made through |
| Price | What the booking costs, or Free, and what has been paid or refunded |
| Completed | When the booking was completed, and who by, or Automatically. Not yet for a past booking nobody has completed |
Each booking's actions menu has:
| Action | What it does |
|---|---|
| View booking | Shows the booking's details, prices and payments, and the customer's own booking page link |
| Open this day | Opens the Clockwork CRM calendar on the booking's day |
| Move booking | Moves the booking to a New day and New time. The customer is emailed their new time |
| Mark as complete | Records that the appointment happened, and runs anything set to happen when it is over. You are asked to confirm |
| Cancel booking | Cancels the booking, with an optional Reason. Only for a booking that has not happened yet |
Bookings are also listed in the Calendar app. See Bookings.
Related
- Products and services, the services a link offers
- Bookings
- Payments
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