FAQ
 
Frequently Asked Questions

Tel:  0861 2665 63 (0861 BOOKME)

  1. What types of businesses can make use of the www.bookme.co.za online appointment scheduler?
  2. Why would I want to use the www.bookme.co.za online appointment scheduler instead of a simple reservation book?
  3. How do my clients make appointments?
  4. How will my clients see what times are available?
  5. Can others see the details of my appointments?
  6. What information do my clients see?
  7. I work at multiple addresses, how can I set this up?
  8. Can I use the www.bookme.co.za online appointment scheduler internally without exposing services to the public?
  9. What do I do with bookings I still receive over the phone?
  10. How do I block out time to prevent clients from booking during specific periods?
  11. Can I prevent clients from making bookings at short notice?
  12. Do all my clients now have to book me over the internet?
  13. How do I add or remove staff?
  14. I want to run a group event. How do I do this with the www.bookme.co.za online appointment scheduler?
  15. Can I customize my business schedules to suit my business hours, services and needs?
  16. Why should I offer online appointments? The phone works fine for my business.
  17. Why would I want to use the www.bookme.co.za online appointment scheduler instead of any offline internal scheduling software?
  18. How does the www.bookme.co.za online appointment scheduler software work with my web site?
  19. Can our data be exported out of the system?
  20. How can I prevent short notice cancellations?
  21. What are the recommended system requirements to use the www.bookme.co.za online appointment scheduler?
  22. How do you protect against the loss, missuse and alteration of customer data?
  23. Do you have a refund policy?
  24. How do I cancel my account?

What types of businesses can make use of the www.bookme.co.za online appointment scheduler?

www.bookme.co.za works for any business that sells time.

The www.bookme.co.za online appointment scheduler is a great tool for appointment scheduling and customer relationship management, as well as for employee and resource scheduling.


Why would I want to use the www.bookme.co.za online appointment scheduler instead of a simple reservation book?

A simple reservation book tends to always only be available at your office. With an online reservation system, you and your staff can see your customers' reservations and appointments even when you're away from the office. Just as important, your customers will have 24/7 access to scheduling appointments.


How do my clients make appointments?

When any of the www.bookme.co.za online appointment scheduler users reach your personalized home page, they will be able to select a timeslot off your public schedule as well as the service requested.

If there are sufficient time available on your schedule, the appointment will be made. Upon making an appointment, the registed contact for the schedule and your client will receive an e-mail confirmation of the appointment.


How will my clients see what times are available?

  • Your schedule will display available times based on the business hours that you have selected. It will also take into account times that you have made "unavailable" for bookings.
  • Clients will only be able to see closed, booked or available times. Clients will not be able to see whether you are in consultation or just unavailable. This allows for greater provider privacy.
  • You as a provider can also make certain time slots unavailable in order to make sure that appointments are clustered (preventing gaps between appointments) and to create a sense of demand.
  • Unavailable time slots are easily made available again through the click of a button.

Can others see the details of my appointments?

  • NO!
  • Access to your bookings is password protected and stored in a highly secure environment. No other person can see your appointments except members of your staff that are registered under your business.

What information do my clients see?

Your public view only shows available time slots for your services.


I work at multiple addresses, how can I set this up?

The www.bookme.co.za online appointment scheduler was specifically designed to accommodate multiple locations. It is an innovative way to consolidate administrative costs and to centralize these functions. Some of our existing clients have even registered a 086 number and then runs their multi-location practice through one central point.


Can I use the www.bookme.co.za online appointment scheduler internally without exposing services to the public?

Yes. You can configure this down to a service.

This allows your receptionist to use the schedules as a management tool and still keep complete control of all your appointments. This feature is usually used in specialist practices.

This feature also allows you to make use of internal schedules to coordinate staff or facilities.


What do I do with bookings I still receive over the phone?

You will have to capture these into the appropriate schedule in order to prevent double bookings.


How do I block out time to prevent clients from booking during specific periods?

You can create an unavailable time to prevent this. Any information captured will only be viewable by your business members.


Can I prevent clients from making bookings at short notice?

Yes. For each service offered you can specify the minimum lead time you will allow a client to make an online booking. The system will always respect minimum lead time settings when a client requests a service booking. These settings however only applies to clients, giving your staff the option to enter an appointment starting at any time.


Do all my clients now have to book me over the internet?

No. Clients are still able to make bookings telephonically. However, we recommend that you as the service provider enter these appointments onto your schedule in order to prevent double bookings.


How do I add or remove staff?

Business members added to your business has the ability to see all your appointments, create appointments and cancel appointments.

When you add a new business member, they will receive an email containing a link which they must click to activate their account. Once the new account is active, the person will be able to manage your schedules.


I want to run a group event. How do I do this with the www.bookme.co.za online appointment scheduler?

The bookme.co.za online scheduler has been designed to allow multiple clients per service. This feature is traditionally used for classes, group events, courses and workshops.

The bookme.co.za online appointment scheduler allows you to set up group class templates, making the recurring of these group events easy.

The bookme.co.za online appointment scheduler's group event functionality also allows you to book multiple attendees in to a group event and to book an attendee into multiple group events. The group event functionality is widely used by personal trainers, tennis coaches and Companies that run regular courses and or workshops.


Can I customize my business schedules to suit my business hours, services and needs?

Each business and each staff member within the business can set his business hours, services, and business location information, unavailable times etc. in order to meet his or her individual needs. Therefore, the schedules are completely customised to suit the individual needs of each business and its staff members. All business information and setups can be changed by the business owner in the Business Set up section of his business application.


Why should I offer online appointments? The phone works fine for my business.

Would you consider running your business without access to email or the Internet? Of course not. Online scheduling is quickly becoming a necessary way for clients to connect with the things they want and it's a necessary part of conducting business.

Did you realize the peak hours for South African adults (especially woman) to perform organizational tasks such as email and scheduling appointments occurs between 7pm and midnight? By offering your customers the convenience of scheduling with you online you can accept appointments when people would normally feel it might be too late or too inconvenient to call on the phone. In the fast and furious environment that we live in today, it is important to be available for appointment bookings when a client's thoughts are turned to making an appointment.


Why would I want to use the www.bookme.co.za online appointment scheduler instead of any offline internal scheduling software?

Because it is more efficient and more cost effective. Working with bookme.co.za online appointment scheduler allows you, your staff and your customers to schedule and view appointments 24/7 virtually anywhere. Moreover, you don't have to install any software on any of your computers. And of course no costly software maintenance or upgrades are ever needed. Another great advantage is that if your PC should crash or get stolen, you can merely log onto the internet from any computer anywhere and you will be up and running without any hassles or lost data.


How does the www.bookme.co.za online appointment scheduler software work with my web site?

If you already have a web site, you would simply add a link or a button to your site. The link is e-mailed to you when you register for the www.bookme.co.za online appointment scheduler.


Can our data be exported out of the system?

Yes, you can export both customer and appointment data at any time to any of our supported formats. We recommend that you create weekly backups of your data.


How can I prevent short notice cancellations?

The bookme.co.za online appointment scheduler cannot prevent clients from making short notice cancellations. However, each Service Provider can set up cancellation policies under his/her business settings. If and when a client cancels within the cancellation penalty period, the system will notify the client that there is a penalty. The client has to then enter a reason for cancellation and it is then up to the Service Provider whether he wants to enforce the penalty or not.


What are the recommended system requirements to use the www.bookme.co.za online appointment scheduler?

Any of the bookme.co.za online appointment scheduling portals looks and works best when viewed in the latest versions of your popular web browser.

We also recommend that you keep your web browser updated to ensure that there are no security threats for your information stored on your computer, since there are web sites on the internet that exploits these.


How do you protect against the loss, misuse and alteration of customer data?

SA Appointments Online places great importance on the security of all information associated with its customers and Service Providers. We have various security measures in place to protect against the loss, misuse and alteration of customer data.

  1. Customer data can only be altered by accredited Service Providers and or the customer himself.
  2. Once the customer is an active user of the bookme.co.za site he/she will be the only person able to alter his/her personal profile.
  3. Our security and privacy policies are periodically reviewed and enhanced as necessary and only authorised personnel have access to customer online appointment scheduling information.
  4. The bookme.co.za online appointment scheduling portals uses thawte SSL123 Certificates to offer secure communications by encrypting all data to and from the site. Thawte has checked and verified the site's registered domain name.

Do you have a refund policy?

SA Appointments Online offers a free 30-day trial on all new accounts.

  1. SA Appointmens Online's billing is completed month to month.
  2. Payments are to be made on the first of the month. Payments are made in advance. (For example, payment is due on the 1st of June for the month of June).
  3. Once payment has been made for the current billing cycle, this amount is non-refundable.
  4. Once you cancel you won't be charged again, but you are responsible for whatever charges have already been incurred for your current billing cycle. This is specifically aimed towards payment of any additional SMS charges incurred in your last month.

How do I cancel my account?

You can cancel your account at any time by:

  1. Sending us an email or fax stating the exact date on which you will terminate your subscription.
  2. There is a one month notice period.
  3. Your account will be suspended at the end of your current billing cycle. For example, if you have made payment on the 1st of the month, and you cancel on the 15th, your account will still be enabled until the 1st of the next month.
  4. You will receive an account at the end of the current billing cycle for any SMS costs that might have accrued during the billing cycle.
  5. Account Data: If you decide to cancel your account, data from your account will be kept securely for a period of 6 months in the event that you may decide to resume your subscription with us. All data and information can be deleted off the system after a period of 6 months.