booking-questionnaire - Therapy Webgenie

Your Details

First Name

Last Name

Specify the website we are to implement the booking feature in

Company Name (does not have to be an official name)

Business Address that appears in the signature of the email notifications

Address Line 1

Address Line 2

City

Postcode

Phone number to appear in the signature of the email notifications

Your Email (so we can contact you)

Would you like booking notifications to go to the above email?

Specify the email address where you would like booking notifications to go to

Where are the mailboxes associated with your domain name managed?

As your emails are managed elsewhere, we will require an email address for sending emails via your domain. Please provide a sending email address (such as no-reply@) and the password for that mailbox.

Telephone

Your Availability & Location

What days and times are you available for bookings? (Please do NOT specify services in this field. You will be able to specify services later)

Where do you see clients? Add one line for each place, including your home if you work from there.

Name for this place (for example Clinic or Home)	Full address	Which days and times you are there

Are there any dates you already know you will be away? Please list them so we can block them out.

How much notice do you need before a client can book?

How far ahead can clients book?

How should appointment times be offered?

Can clients cancel or move their own appointment?

In a sentence or two, what is your cancellation and refund policy? Clients see this when they book.

Your Services

Optional: If you would like to categorise your services, please state the categories only that the services should be categorised into.

Add one line for every service you offer. Click the plus icon to add another. If a service is offered in more than one place, add it once for each place.

Your services. Add one line for each service you offer.

Service name	Category (leave blank if you are not grouping them)	How long it lasts (for example 60 minutes)	Price (for example 55, or free)	Taken when they book (full payment, deposit, or nothing)	Where it happens (in person, online or phone)

Do you run any sessions where more than one person books the same time slot?

Which sessions are group sessions, and how many people can book each one?

Do you sell blocks of sessions, such as six for the price of five?

Please describe each block: how many sessions, which service, and the price.

Do you run classes, workshops or events on set dates?

Please list each one: name, date and time, price, and how many places are available.

Would you like a short description under each service? Paste them here, or tell us to use the wording already on your website.

Photographs for each service

Specify if you require any buffer time between appointments and if so, by how long.

If you require any break times on any day(s), please specify start and end times and for which day(s)

Would you like appointments to be automatically approved after booking, or pending awaiting for your manual approval?

Do you want to offer Coupon codes for any discounts on your services?

Would you like clients to be able to book recurring appointments for any of your services?

Please specify those appointments

Payment options for recurring appointments

Before making a booking, clients must agree to your Terms & Conditions. Please specify the URL of this in your website, or enter the blurb you would like them to accept before making a booking.

If you would like any other information from customers beyond first name, surname, email and phone when booking, please specify those fields.

Integrations

How do you plan on facilitating online appointments?

How to configure your Zoom to work with the booking calendar:

1. Visit https://marketplace.zoom.us/ and click "Sign in" top right to login

2. After logging in, top right again click "Develop" then "Build App"

3. On "Server-to-Server OAuth" click "Create" and name the app "Booking Calendar" and click create again.

4. Copy the Account ID, Client ID and Client Secret and paste them into this form in the fields below.

5. Click "Information" and add in the Company Name, and Developer Name and Email (can be your own)

5. Click "Scopes" and "Add Scopes" and then you must tick the checkboxes under the following:

User > View all user information >	View Users
Meeting > View all user meetings >	View a user's Meetings
Meeting > View and manage all user meetings >	Delete a meeting Update a meeting Create a meeting for a user

...and then click done.

6. Now click Activation and click "Activate your app".

Zoom Account ID

Zoom Client ID

Zoom Client Secret Key

We will revert back to you on configuring Google Meet later in the setup.

Select if you use any of the below calendars and would like the booking system to work with them (optional)

Google Calendar

iCalendar (Apple)

Neither

We will revert back to you with instructions about integrating Google Calendar with the booking calendar.

iCal Key Points:

This integration will update your Apple Calendar with all your calendar bookings, marking those times as busy. As a result, the booking system will avoid accepting new reservations during these busy periods on your Apple Calendar.
The Apple Calendar app (iCal), which you may use on your MacBook or iPhone, is not a calendar service itself; rather, it acts as a calendar viewer. Since iCal/Apple Calendar serves only as an interface for displaying calendars, direct integration with the booking system is not possible. For example, if your primary calendar is Google Calendar but you access it through the iCal app, you should integrate your Google Calendar instead.
Full 2-way synchronization is not yet supported. This means that if you reschedule or delete an event in your Apple Calendar, it will not be updated in the booking system so you will need to update your calendar in the booking system.

Steps to take so we can integrate iCal with the booking system:

We will need your "iCloud Email Address" and "iCloud App-specific Password”. Carry out 3 easy steps to obtain these as follows:

On your Mac, load the Chrome browser (not Safari)
Ensure you have two-factor authentication (2FA) set up on your Apple account and an App-Specific Password. Here's how:
1. Log in to appleid.apple.com
2. Under Account Security, ensure that two-factor authentication is enabled (if you haven’t already done so)
3. After enabling 2FA, click on “App-Specific Passwords” and then click the “Generate an app-specific Password” button. You can choose any name for the password. On the next screen, enter a name (e.g., Bookings) and click “Create” to generate the App-Specific Password.
  You may be asked to enter your Apple ID password to verify your identity. Once confirmed, you will receive a password in the following format: xxxx-xxxx-xxxx-xxxx. Copy this password (including the hyphens) and store it in a secure location. You won’t be able to view this password again once you close the popup, so it’s important to save it. If you revoke the app-specific password, you will be automatically logged out of Apple Calendar in the booking system. In that case, you will need to generate a new app-specific password and repeat the process to restore the integration.
Enter your "iCloud Email Address" and "iCloud App-specific Password” in the fields below.

iCloud Email Address

iCloud App-specific Password

Which Google account should we connect your calendar to? Please give the email address.

Should clients get their own login, so they can see and change their bookings?

Your booking page and reminders

Which page should the booking calendar go on?

Which page? Please paste the address.

What should the booking button say? For example Book a session.

Where should the booking button appear?

Main menu

Homepage

Service pages

Footer

Which emails should clients get?

Booking confirmation

A reminder before the appointment

Confirmation when they cancel

A thank you after the appointment

When should the reminder go out?

Would you like text message reminders as well? These cost a few pence per text.

Does anyone else take bookings? Add one line each, or leave this blank if it is just you.

Name	Email address	Which services they offer

Are you moving from another booking system?

Which system are you moving from, and do you need your existing bookings or client list moved across?

Any comments before we implement the booking feature for you?

I consent to have this website store my submitted information

Signature

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Booking Calendar Questionnaire

Your Details

Your Availability & Location

Your Services

Integrations

Accepting Payments

Your booking page and reminders

Website Services

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