As a healer on Heallist, effectively managing your client bookings is crucial for providing a seamless experience. This guide will walk you through the steps to manage bookings, including setting availability, confirming appointments, and handling cancellations or rescheduling.
Setting Your Availability
Setting your availability needs to be done on each service you add on your profile to avoid any schedule conflicts or incorrectly booked appointments.
- Login to Your Heallist Account: Access your profile dashboard by logging in with your credentials.
- Navigate to the Add Service button: From your profile, this should be located right under your profile details.
- Set Your Hours: In Step 3, indicate the days of the week and time slots you are available to take bookings. Ensure your availability is up to date to avoid conflicts. You can also connect your Google Calendar to ensure that your availability takes into consideration other calendar events.
- Time Zones: Make sure your availability reflects the correct time zone, especially if you work with clients from different regions.
Receiving Booking Requests
- Booking Notifications: When a client requests a session, you’ll receive a notification via email. You can also view the request by visiting your Bookings page. All new requests are placed under the Pending tab. If you have the Heallist profile page open in your browser and you are logged in, you will get the browser notification as well.
- Review Request Details: Click on the session details to check the time, session type, and any special notes on the booking.
- Accept or Decline: Based on your availability and the client’s needs, you can accept or decline the booking. If you decline, consider offering alternative times.
You can also refer to our Demo Video on managing your bookings and messages.
Confirming Appointments
- Confirmation Process: Once you accept a booking, it moves into Confirmed tab on your Booking page.
- Reminders: An email reminder is automatically sent to your client 24 hours before the session. You will also receive an automated email reminder an hour before the session starts. Separate reminders are also sent to clients if they have calendar integrations of their own based on their settings.
Rescheduling or Cancelling Appointments
- Client Requests: Clients can request to reschedule or cancel their appointments by clicking on the Cancel button on the Booking detail screen. You’ll receive a notification via email if this occurs.
- Rescheduling: If you wish to reschedule the appointment, you can propose new times based on your updated availability. To do so, click Reschedule from your session detail screen.
- Cancellations: If a client cancels 24 hours before the appointment, the session is automatically removed from your calendar and there will be no cancellation fee. If cancelled less than 24 hours, the client will be charged the full session fee. In both cases, you will receive a notification via email. You can refer to our Cancellation Policy for more details.
Syncing with External Calendars
- Calendar Integration: Heallist allows you to sync your booking calendar with external calendars (you can connect your Google Calendar) to avoid double bookings.
- Automatic Updates: Once synced, any changes made to your Heallist availability will automatically update in your external calendar. Your availability will also take into account any other events scheduled in your Google Calendar.
Tracking Client Sessions
- Session History: The Bookings page can help in providing as history on clients and session. To view the full client history, visit Connections page and click on My Clients tab. Each client name will bring up all of their past appointments.
Handling Payments
- Payment Tracking: Monitor your earnings in the Billing page of your account. You can also review your payments by visiting your Stripe Express dashboard and/or Paypal Business accounts to view payment transactions.
- Refunds: If you wish to process a refund to a client that was charged the full session fee for a session cancelled less than 24 hours prior to start time, please reach out to our Support team.
Client Communication
- In-Platform Messaging: Use Heallist’s messaging feature to communicate with clients before and after sessions. This keeps all communication in one place. Simple click on the Message button from the Booking detail screen.
- Email Notifications: Get email notifications for important updates, like booking confirmations or cancellations.
The Heallist platform was built to automate all of your bookings management and communication.