TABLE 

• Introduction
• Requirements
• Add services
  • Categorization of services
  • Create and edit services
    • Service Name and description
    • Duration
    • Assign category
    • Price and VAT
    • Lead and follow-up time
    • Advanced settings
      • Overwrite lead time of the appointment booking
      • Booking name
      • Status and category for dynamic availabilities
      • Create skill for all bookable resources
      • Internal service
      • Indicate minimum price
      • Appointment status Function
    • Change order via drag & drop
    • Multilingual services and categories
• Deletion of services
• Summary

Introduction

Services are a central element for making appointments via Calenso. They describe what is offered for the agreed appointment and what it involves. In addition, services also define the duration and optionally the costs for an appointment.

In this article, you will learn how to add services to your Calenso profile, categorize them and record them in multiple languages as well as configure pre- and post-processing times.

Requirements

Services are a basic building block for offering appointments in Calenso. They are therefore available in every license model.

Add services

You can access the menu to create and edit services via Settings / Services.

Categorization of services

Before you create new services, check whether they can be assigned to one of the existing categories or whether a new category should be created.

Service categories provide a better overview and structure in the booking widget. You can add new categories as follows:

1. Click on Add category.

2. Enter a name for the category and click Save. Optionally, you can Enable multilanguage to create multilingual categories.

3. You can also edit categories later by clicking on the three dots at the top right and selecting Edit.

Create and edit services

Click on the "+" next to "Services" to enter a new service. A dialog box opens.

You can also edit services at a later date. To do this, click on the three dots on the right-hand side of the service you wish to edit.

Service Name and description

Give the service a name and a description.

Duration

Specify the duration of the service. This is necessary in order to be able to calculate the duration of the appointment and whether it can be accommodated during your availability.

Assign category

Assign the service to an appropriate category. Each service must be assigned to a category. If necessary, create a new category.

Price and VAT

If your service is subject to a charge, please indicate this by quoting a price. The price must include VAT (gross). Also select the applicable VAT rate.

If your service is free of charge and you want this to be displayed, enter "0" as the amount. If you enter "-1", nothing will be displayed.

Lead and follow-up time

If the preparation time and post-processing time function has previously been activated in the service overview, these can be individually stored in the processing of the service.

This ensures that your appointments will follow each other with breaks. You can create these individually for each service. A lead time will create an additional appointment entry for you before the appointment, which will prevent further appointment bookings during this time. The follow-up time will do the same after the appointment. Overall, the duration of the appointment plus preparation and follow-up time must now fit into your availability time in order to be offered. Your customers will still only receive the appointment entry for the appointment duration. The preparation and post-processing times are not communicated to your customers.

Once all the necessary entries have been made, the service can be saved.

Advanced settings

The advanced settings can be opened in the lower section of the menu.

Overwrite lead time of the appointment booking

If you want your customers to be able to book a service at shorter notice than defined in your global or branch-specific settings, this can be entered under Override global or branch lead time. The entry is made in hours.

Booking name

The booking name of your service will appear in the URL of the booking link if you limit it to this service. The booking name is automatically generated by Calenso based on the name of the service. However, you can redefine the booking name.

Status and category for dynamic availabilities

These settings are relevant if you do not define your availabilities in Calenso, but via your Microsoft Exchange or Microsoft Office365 calendar. We explain how this works and for which subscriptions this is reserved in the article: 

Dynamically create availabilities in external calendars

Create skill for all bookable resources

If the service is to be offered by all bookable resources and employees, this can be activated with the button Create skill for all bookable resources.

Internal service

If the service should not be visible on the public booking interface of Calenso, but only when using the internal booking widget, this can be activated with the switch Internal service (only bookable in the internal widget).

Indicate minimum price

If additional costs can arise in addition to the defined price when booking your service, the price can be marked with "Price from". To do this, activate the corresponding switch.

Appointment status Function

For our Enterprise customers, we also offer the option of the appointment status function. This means that appointments are not automatically confirmed by Calenso, but can go through a previously defined manual process before they are confirmed to the customer.

This function is described in detail in our article Appointment status: Appointment status: Manually manage and confirm appointments.

Change order via drag & drop

The order of the services created can be changed using drag & drop. To do this, click and hold on the corresponding service and drag it to the respective position until the desired sequence is created.

Multilingual services and categories

Services and categories can be recorded in several languages. This minimizes the risk of misunderstandings due to language barriers.

1. Click on the three dots in the top right-hand corner at the level of a category or service and select "Edit".

Activate the "Enable multilanguage" button.

Fill in the fields in the desired languages. The selected language is highlighted in light blue.

Deletion of services

If a service should no longer be offered and deleted, click on the three dots at the level of the service in question and select "Delete".

Confirm the deletion.

Summary

Adding, editing and categorizing services as well as configuring pre- and post-processing times are essential steps in designing your booking process with Calenso. Multilingual recording allows you to make your services accessible to a wider range of customers.