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Setup, daily work and troubleshooting for owners and teams. Each guide tells you who it is for and what to check next.
35 guides
Start & sign in 7
Set up your business, step by step
Create a draft first. Add your services and hours, check one complete booking, then decide how to share your page.
Sign in to your business workspace
Owners and staff use an email sign-in link. Clients booking an appointment do not need a BookVaya account.
Understand owner and staff access
A bookable practitioner and a person with workspace access are different things. Add a practitioner for scheduling; invite staff to let them use the workspace.
Invite a team member or accept an invitation
An owner creates an invitation for a specific email. The invitee verifies that same email before joining.
Add a practitioner and make them bookable
Each practitioner needs the right services and hours. Creating their profile does not give them workspace sign-in access.
Check your first booking from both sides
Follow the complete client journey, then find the same visit in the business calendar. Check changes as carefully as the original booking.
Use the website setup planner
The planner is a preparation draft saved in this browser. It does not create a business, import settings or update your app account.
Your booking page 6
Add and organize your services
Give clients a clear service name, accurate duration and price, and an eligible practitioner. These details determine what can be booked.
Offer an add-on without confusing the booking
An add-on is an option attached to a service. Its price and supported extra time become part of the visit being reviewed.
Make your booking page feel like your business
Use your own name, logo, cover photograph, colours and heading/body fonts. The website gallery is inspiration; it does not transfer a template.
Choose and upload clear photographs
Use a clean logo and recognizable service photography. Keep important faces, hands and treatment details away from the edge of a cover image.
Preview, share and download your booking QR code
Draft is owner-only. Unlisted is for people with the link. Published allows indexing after public launch; it does not bypass this preview’s private access.
Explain your booking policies clearly
Tell clients what they can change themselves, when to contact you and what payment arrangements actually apply.
Hours & availability 7
Set regular working hours
Weekly hours repeat in the business time zone. Set them for each practitioner, including separate shifts when there is a break.
Change one day: holidays, blocks and special hours
Date availability changes a particular practitioner’s day without rewriting their normal week. Existing confirmed appointments remain.
Set notice, booking limits and change cutoffs
Booking rules control how soon and how far ahead clients can book, which start intervals are offered, and when clients can change a visit.
Why are no appointment times showing?
Start with one service, one practitioner and one date. A gap on the calendar is bookable only when the complete visit and every booking rule fit.
Pause new online bookings
Pausing stops new online bookings. It does not cancel existing appointments, and clients can still manage eligible existing visits.
Check dates, times and your time zone
Use the appointment record and its stated time zone as your reference. A device or personal calendar may display that same moment in another zone.
Allow for rooms, equipment and buffers
A practitioner may be free while a room, piece of equipment or preparation window is unavailable. Check every resource the service needs.
Appointments & waitlist 3
Find an appointment in your calendar
Use the day, week or month view, then narrow by practitioner or search for the client, service or reference.
Create, move or cancel an appointment
Open the appointment record before changing it. A change is complete only when the saved appointment shows the intended result.
Offer an opening to a waitlisted client
Staff select an eligible opening and offer it to one client with an expiring hold. A waitlist request is not a confirmed appointment.
Clients & forms 4
Manage client details, history and private notes
Use the client directory for contact details and visit history. Owner-only private notes are separate from information shown to the client.
Import or export client contacts
Contact imports use a preview before confirmation. Review flagged rows before adding the file to your directory.
Create intake questions and review answers
Attach a form to the services that need it. Submitted questions, answers and agreements are saved with that appointment’s version.
Review appointment reports and download CSV
Filter the report to the date range, status and practitioner you need. The on-screen list and CSV have different row limits.
Messages & calendars 4
Set up appointment email and aftercare
Email settings define sender details, reminders and aftercare. Saving these settings does not activate external delivery.
Troubleshoot missing confirmations or reminders
First separate a confirmed appointment from a delivered message. An appointment can exist even when an email has not arrived.
Understand text-message availability and consent
Live text messages are not active. The current preview can show local message behavior, but it does not send appointment texts to clients.
Understand connected calendars and calendar copies
A connected calendar can exchange scheduling information when configured and successfully synced. A client’s Google Calendar link or downloaded .ics file is only a copy.
Payments & plans 2
Understand appointment payments, deposits and refunds
Client service payments and your BookVaya subscription are separate. Live payment collection is not active; the private app supports pay later and restricted test payment flows.
BookVaya plans, pricing and student access
Prices and subscription checkout will be set later. This website does not collect card details or start a paid subscription.
Troubleshooting & privacy 2
Handle a privacy or client-data question
Keep personal information within the correct business. Use a minimal, redacted report when something looks wrong.
Recover from an error or a page that will not load
First find out whether your last action saved. Then troubleshoot the page without creating duplicate appointments or losing a draft.
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