Description: A complete system for managing appointments, viewing the internal calendar, and creating automatic booking interfaces for clients.
What is it for? (Practical Examples)
- Use it to centrally manage all your team's appointments and consultations, displaying real-time availability.
- Allow clients to independently book services, sessions, or resources directly from your website, respecting operators' time limits and availability.
- Automate sending reminders via email or SMS before an appointment starts to reduce no-show rates.
Main Features
1. Calendar Management (Reserved Area)
The calendar is the control center for your team and offers various viewing modes:
- Views: You can switch between Month, Week, Day, or Operator (resource) views.
- Quick Creation and Editing: By clicking or dragging on a free time slot, you can create a new appointment. Clicking on an existing event allows you to modify its details.
- Flexible Moving: Appointments can be dragged and resized directly on the calendar. If the time changes, the system will ask whether to send a date change notification to the client.
- Labels and Colors: Assign colored labels (configurable in settings) to appointments for quick categorization.
- Appointment Details: Each appointment includes title, date/time, notes, assigned operator, linked client, and specific notification settings.
2. Booking Forms (Offered Services)
Booking Forms define the services your clients can book:
- Duration and Intervals: Define the standard appointment duration (e.g., 30 minutes) and the time interval between bookable slots.
- Operator Assignment: Link the form to one or more available operators. You can specify if operators have separate working hours or if the client can choose the operator.
- Booking Limits: Set restrictions on availability:
- Maximum number of appointments per hour (hourly limit).
- Maximum number of appointments per day, week, or month.
- Total maximum bookings allowed for that service.
- Temporal Availability: Define a date range (start and end dates) during which the service is bookable.
- Integration with Form/Checkout: Specify which contact form or checkout process should be shown to the client after selecting date and time (required if the service has a cost).
3. Booking Interface (Frontend)
The booking block you insert on your site guides clients through a step-by-step process:
1. Service Selection: The client chooses the type of appointment (if multiple are configured).
2. Operator Selection: If enabled, the client selects an operator.
3. Date Selection: A calendar shows only days with availability.
4. Time Selection: Available precise time slots for the selected date are displayed.
5. Completion/Payment: The client completes booking via a contact form or makes payment through checkout.
How to Configure
| Configuration Section | Main Options | Purpose |
|---|---|---|
| General | Opening/Closing Hours | Defines global hourly availability of the calendar. |
| Display Format | Customizes how appointments appear in the internal calendar (e.g., [Operator] Title (Client)). | |
| Module Permalinks | Defines parent page for public URLs of booking forms. | |
| Labels | Label List | Create and manage colored labels to assign to appointments for better visual organization. |
| Client Area | Section Enablement | Makes "My Appointments" page visible in clients’ reserved area. |
| Introductory Text | Customize message shown to clients in the appointments section. |
Automatic Integrations
1. Marketing Automations (Pipeline)
The calendar integrates with automation platforms to trigger actions or respond to events:
| Trigger (Event) | Description |
|---|---|
| Appointment Booked | Triggers immediately after a client completes a booking. |
| Appointment Canceled | Triggers when an appointment is canceled (by client or operator). |
| Upcoming Appointment Start | Triggers when an appointment is near (configurable hours in advance; useful for reminders). |
| Appointment Started | Triggers at appointment start time (useful for post-service follow-up). |
Automatic Action:
- Create Appointment: Automatically add a new appointment in the calendar for a specific client using a fixed date, relative date (e.g., "+1 week"), or dynamic field (shortcode).
2. Client Area
- Clients can view lists of their upcoming and past appointments.
- If permitted by the Booking Form, clients can cancel future appointments themselves via a dedicated link.
3. Communication Tools and Reports
- Transactional Emails: Automatic summary, reminder, and cancellation emails are sent both to clients and assigned operators. Email content is fully customizable.
- Reporting: A dedicated data source is available for analytical reports on: number of appointments, average duration, distribution by booking form and operator.
- Chatbot and API: Dedicated functions allow external tools (like chatbots) to query availability and create appointments within the system.
4. Visual Blocks (Visual Builder)
In addition to the main booking block, there is also:
- Add to Calendar: Creates a button allowing users to add an event (with predefined title, description, and time) directly into their personal calendar (e.g., Google Calendar).
Key Differences
The Calendar and Bookings module is specifically designed to manage timed services (with defined duration and start/end times) and human resource availability (operators). It is not just a simple event list but a capacity management system.
