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Introduction and Basic Setup

Overview

Magenta Health

Veribook is an online scheduling and appointment booking system to help your organization or business better schedule appointments, take bookings, and accept registrations.

The most important step to getting started with Veribook is learning how to use our many diverse features to best meet your unique needs.

In addition to this overview, our other tutorials can help, as can these examples & case studies. You can also of course schedule a demo with us, or ask us questions, using the buttons below:

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Each Veribook account has three core building blocks:

Resources are what you need to schedule.

For many organizations, resources correspond to specific individuals who need to be scheduled. In other situations, resources can correspond to specific types of people, or rooms or equipment that needs to be booked out.

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Services are the types of appointments that you offer.

Many organizations need only one or two, some need a few more, and others create and use hundreds of different services specific to each of their own customers.

Two types of services are supported: services intended for individual appointments and bookings and services intended for groups such as classes, seminars, and workshops.

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Working hours are when resources are available to be scheduled for services.

Different resources can be available for different services are different times.

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These three building blocks can be configured in different ways to support many different types of individuals, organizations, and businesses.

Consider reviewing our examples to explore how Veribook can solve your own scheduling related problems:

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Once resources, services, and working hours have been added to your account, it’s important to configure the system to meet your specific needs.

Review our list of features and our tutorials for more details.

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After these building blocks have been created and configured, you're ready to take appointments and registrations. Your customers and clients can book with you in multiple ways such as the following:

  • A link to your booking form specific to a given service

  • An embedded form within your website

  • A customized landing page shared with your clients

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Use our administrative dashboard to view and manage bookings.

Create a Veribook Account

Magenta Health

Specifically creating a user account using the process detailed below is not required by most users. For example, most of your customers will book or register with you without specifically creating an account (they'll be able to proceed as a guest user instead).

This process will be instead used primarily by new businesses creating an account to start scheduling using Veribook, or by organizations using the share access feature to share access with employees and staff.

Instructions

1. From http://info.veribook.com, click on the Sign In option

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2. Select Create an Account, complete the form, and click the Register button.

Note that you will receive notification emails to the email address provided, and your selected Display Name will be visible to your customers.

In the future, login using either your Display Name or your email address.

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Create a New Service for Individual Appointments

Guest User

Services represent the appointments or bookings that are offered by your resources (i.e. your staff members or physical assets).

For example, a registered massage therapist may offer services such as Swedish massage or Deep Tissue massage; a counsellor may offer services such as an Initial Consultation or a Follow-up Session; and a virtual office may offer Small Office rentals and Boardroom rentals.

In general, it is preferable to keep your list of services as short as possible so that it is more manageable, both for yourself and your customers. In other words, use multiple services only if you need different appointment types to be configured differently in ways such as the following:

This tutorial is for creating services for individual appointments and bookings. Instructions for creating services offered to groups (e.g. classes, seminars, workshops) are available here.


Instructions

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1. Select the Setup Services button in the main navigation bar.

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2. Select the Services tab, then select the Create Service button.

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3. This tutorial is directed towards creating services involving individual appointments and bookings. Accordingly, select the option This service is offered to individuals (e.g. massage therapy).

Instructions for creating services offered to groups (e.g. classes, seminars, workshops) are available here.

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4. Complete the form that is presented:

  • Enter a title for this service. This title will be visible to customers.

  • Choose a currency and price for the service.

  • Provide a location for the service.

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5. Most users should specify at least one appointment type, if only to configure the length of a standard appointment.

If at least one appointment type is specified, Veribook will default to presenting your customers with a grid of available appointment times.

If multiple appointment types are specified, your customers will have the option of choosing between the various appointment types..

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6. After clicking the Create button, a confirmation dialog will be displayed. Click the OK button, or use the Working Hours shortcut to access your calendar.

Once a service has been created, you will still need to:

You may also need to:

Create a New Service for Group Events

Magenta Health

Group services are designed to help you take registrations for group events (e.g. classes, sessions, workshops, tours) that are offered by your resources (i.e. your staff members or physical assets).

For example, a massage therapist may offer group services such as a massage class; a therapist may offer a group therapy session; a fitness studio may offer yoga classes and group spinning workshops.

In general, it is preferable to keep your list of services as short as possible so that it is more manageable, both for yourself and your customers. In other words, use multiple services only if you need different types of events to be configured differently in ways such as the following:

This tutorial is for creating services offered to groups. Instructions for creating services offered as individual appointments are available here.

Instructions

1. Select the Setup Services button in the main navigation bar.

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2. Select the Services tab, then select the Create Service button.

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3. This tutorial is directed towards creating services for group events. Accordingly, select the option This service is offered to groups (e.g. classes, seminars).

Instructions for creating services offered to individuals (e.g. massage therapy) are available here.

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4. Complete the form that is presented:

  • Enter a title for this service. This title will be visible to customers.

  • Choose a currency and price for the service.

  • Provide a location for the service.

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5. After clicking the Create button, a confirmation dialog will be displayed. Click the OK button, or use the Working Hours shortcut to access your calendar.

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Once a service has been created, you will still need to:

You may also need to:

Create a New Resource

Magenta Health

Resources represent staff members or physical assets that can be scheduled for services. By default, your Veribook account comes with a single resource pre-created . This default resource cannot be deleted, but it can be renamed.

If you have multiple staff members, assets, or locations that need to be scheduled separately, you may want to create a resource corresponding to each. If so, you may also want to group the resources together, once they have been created.

For example, a tutoring agency may create a resource for each tutor on staff so that each tutor can be separately scheduled, and then group the tutors together by the subject(s) each can teach.

As an alternative to creating multiple resources, it is also an option to configure a single resource to accept multiple bookings simultaneously.

Instructions

1. Select the Setup Services button in the main navigation bar.

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2. Select the Resources tab, then select the Create Resource button.

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3. Complete the form that is presented:

  • Enter a name for this resource. This name will be visible to customers.

  • Optionally, enter a description for the resource.

  • Configure how many simultaneous bookings this resource can accept. In most cases, the right value for this option is 1.

Remember to click the Create button

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Once a resource has been created, you will still need to:

You may also need to:

Setup your Working Hours for Individual Appointments

Magenta Health

After adding services and resources, the final step is to tell Veribook when a particular resource is available for a particular service.

Put another way, working hours enable Veribook to display your real time availability. When customers view a particular resource's availability for a particular service, they will only see times that are a) within the working hours that are configured and b) not otherwise busy or blocked off.

This tutorial is for creating working hours for services designed for individual appointments and bookings. Instructions for setting when you're available for group services (e.g. classes, seminars, workshops) are available here.

Instructions

1. Select the Calendar button in the main navigation bar.

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2. Select the Working Hours tab.

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3. Select one of the existing resources.

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4. Select the Add button.

You're also able to navigate to the right date and time on the calendar, and double-click on the calendar to open the same dialog.

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5. This tutorial is for creating working hours for services designed for individual appointments and bookings.

Accordingly, select the option Add working hours for services offered to individuals (e.g. massage therapy, individual consultations). If not applicable to you, you will not see this question.

Instructions for setting when you're available for group services (e.g. classes, seminars, workshops) are available here.

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6. Complete the form as appropriate to schedule, on a one-time or recurring basis, when the selected resource should be available for the selected services.

You only need to specify the overall start and end time (e.g. 9AM to 5PM); Veribook will automatically calculate the specific appointment timeslots to make available, taking into account your overall configuration.

One way to schedule breaks for a resource is to add working hours in a way that excludes breaks (e.g. 9AM to 12PM, and 1PM to 5PM, but not 12PM to 1PM).

It's also possible to block out time for breaks by manually adding events or placeholder bookings.

The times inputted will be in the time zone your computer is configured to be in. Use the calendar timezone feature to select a different time zone if necessary, before opening this dialog.

Remember to click the Save button.

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7. Repeat this process to configure the working hours applicable to each resource.

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Setup a Group Event

Magenta Health

After adding group services and resources, the final step is to schedule specific dates and times for when a particular resource will be offering a particular group service (e.g. a group massage class).

Put another way, this feature is what actually determines the dates and times of your events.

This tutorial is for configuring a group service (e.g. classes, workshops, seminars). Instructions for setting when you're available for individual services (e.g. massage therapy) are available here.

Instructions

1. Select the Calendar button in the main navigation bar.

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2. Select the Working Hours tab.

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3. Select one of the existing resources.

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4. Select the Add button.

You're also able to navigate to the right date and time on the calendar, and double-click on the calendar to open the same dialog.

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5. This tutorial is for configuring a group service (e.g. classes, workshops, seminars).

Accordingly, select the option Add a date and time for services offered to groups (e.g. a class or seminar, an event). If not applicable to you, you will not see this question.

Instructions for setting when you're available for individual services (e.g. massage therapy) are available here.

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6. Complete the form as appropriate to specify either a single date and time, or to schedule a series of events on a recurring basis.

You are able to specify a location, capacity, and additional details specific to these one-time or recurring events.

Optionally, use the start accepting registrations feature and the stop accepting registrations feature to control when to accept registrations.

The times inputted will be in the time zone your computer is configured to be in. Use the calendar timezone feature to select a different time zone if necessary, before opening this dialog.

Remember to click the Create button.

7. Repeat this process to add additional dates and times for this service and/or resource.

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8. Use the Overview of Registrations to view and manage all of your scheduled events.

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Requesting Additional Customizations

Magenta Health

In addition to features that can be configured via our administrative dashboard directly by following our tutorials, our team is able to deliver numerous customizations:

  • customized reports and internal tools

  • certain advanced features omitted from the administrative dashboard

  • highly customized booking pages

We highly recommend taking the time to speak with us to explore how best to use Veribook to meet your needs.