☰ Contents Page 11 of 27 · Bookings & money

1-1 calendars (1-to-1 bookings)

From the organiser's Help guide. This is the page an organiser reads inside their own admin, exactly as they see it. On the demo you can read it but not open the admin behind it.

Bookings → 1-to-1 bookings · switched on under Site settings → Features

As well as classes, people can book a 1-to-1 session with you from your website. It works like Calendly or Acuity, but it's part of your own site, in your own name, and your classes are kept out of the way automatically. To see it from your guest's side, read What a 1-to-1 guest sees.

Setting up

1. Switch it on under Site settings → Features → 1-to-1 bookings. Until then you can set everything up, but guests can't see any of it, and a yellow note at the top of each 1-to-1 page reminds you.
2. Set up a booking page (the button on the 1-to-1 bookings page). Your name, email and the venue of your latest event are filled in to start you off. The name is what guests see, so use your own name if that's how people know you for 1-to-1s. Saving takes you to:
3. Weekly hours: tick each day you're open and give the times. Then:
4. Session types: what people can book (see below). Fill in one and press Save, or Save and add another to carry straight on with the next. Nothing is kept until you press one of them.
5. Calendar: connect Google Calendar or another calendar (see below). Optional, but it stops people booking a time you're busy elsewhere.

Until a page has weekly hours, a session type and a calendar, its card on the 1-to-1 bookings page lists what's left under To finish setting up.

Once a page is set up, your sessions appear on your website. Under Site settings → Home page → Where 1-to-1 sessions show choose a Book a 1-to-1 link in your menu, a 1-to-1 sessions section on your What's on page (each session with a Pick a time button), or both (the starting choice). If you have no upcoming events, your 1-to-1 sessions become your home page and the empty What's on link leaves your menu; it comes back by itself when you add an event. (With the Front page home page, your sessions sit under your intro instead.) In a partnership, each person can have their own page with their own name, hours and calendar: press Add another booking page. With more than one page, guests choose whose diary first.

A private diary (only people with the link)

Tick Private when you set up a page, or later under All settings, for sessions you only offer to people you choose: existing clients, a course group, a mentoring programme. A private diary is left off your website's menu and your 1-to-1 list, and its ordinary address shows “page not found”. Its card on the 1-to-1 bookings page shows a private link: send that to the people who may book. Anyone who opens it can book, so share it the way you'd share a phone number. If everyone's diaries are private, Book a 1-to-1 doesn't appear on your website at all.

The 1-to-1 bookings page

• A yellow box at the top shows how many requests are waiting for you to confirm.
• One card per booking page, with how many session types it has, whether a calendar is connected (synced … ago, or needs attention if it couldn't be read), and its buttons: Diary, Weekly hours, Session types, Calendar and All settings. The card also shows the address guests book at. A page you've hidden is marked hidden.
• Upcoming sessions: the next 30, with who, what, the price (paid or not) and the status. Press Open to look after one. All appointments, including past and cancelled opens the full list.

Session types

Each one is something people can book, e.g. 1-to-1 movement session, 60 min, £45 or Free intro call, 20 min:

• Name and Description: what guests see.
• Length in minutes.
• Price in £. Blank or 0 makes it free. Paid sessions are paid by card through your own Stripe account, with the usual platform fee.
• Where: in person, online (video call) or phone. For in person, Location is the place; blank uses the page's default place. For an online session, put your video-call link (Zoom, Meet and so on) in Location; for phone, leave it blank if you'll ring them, or put the number they should ring. Your website only says Online or Phone; the link or number goes to booked guests only, in their confirmation, reminder and calendar entry.
• Needs my approval: off, and it's booked straight away. On, and each booking is a request until you confirm it, e.g. so you can talk to someone before their first session. A paid session with approval on is paid for when they ask; if you then say no, cancel it with a refund.

The list shows each type's length, price, place and approval. Press Edit to change one, or to untick Active to stop offering it without deleting it (it shows as hidden). Order sets the order guests see them in, lowest first.

Weekly hours and days off

Weekly hours is a simple grid: a tick for each open day, with From and To times. For a day off, a holiday, or a day with different hours, use All settings → Dates that differ: add the date, and leave Available unticked to close all day, or tick it and give the hours you're open that day instead.

Your events close the diary automatically

• Nothing to set up: while any event on your site is on, nobody can book a 1-to-1. Your event prep & travel time before and post-event travel after are kept free too (an hour before and half an hour after to start with; change them in All settings).
• Courses with several dates are busy on those dates only, not for the whole run. Cancelled events don't count.
• Partnerships only: if each person has their own diary and teaches different events, choose Only the events I tick under Which events make this diary busy and tick the events that diary's person teaches, so a partner's events don't close it. None means events never close this diary.

The diary

Press Diary on a page's card to see a week at a time (‹ Earlier, Later ›, This week). Each day shows, in colour: your open hours, bookings (blue), requests (yellow), your events with their prep and travel (grey), blocked time (orange) and anything busy in your calendar (purple). Click a booking to open it.

Block some time, under the week, is for anything else that should keep people out: pick the date, times and kind (class prep, travel, personal or other), add a note if you like, and set Repeat weekly for to repeat it, e.g. 51 more weeks for every week of the year. To remove one, press remove on it in the diary. All blocked time is also listed under Bookings → Blocked time.

Calendar

It works both ways: anything busy in your calendar is kept out of the diary, and each booking is put into your calendar.

• Google Calendar: press Connect Google Calendar and sign in once. Then choose which of your calendars count as busy and which one to put bookings into, and press Save. Busy times are read every 15 minutes; Refresh now reads them straight away. Confirmed bookings are added, moved and removed in Google as they change.
• Any other calendar (Apple, Outlook, …): paste its private address (ICS / webcal) and press Connect feed. Its busy times are kept out of the diary the same way.
• See your bookings in any calendar: subscribe to the private address shown at the bottom of the page in your calendar app. It lists this page's bookings and keeps itself up to date.
• Disconnect stops reading your calendar and clears the busy times it gave.

If a calendar can't be read, the card on the 1-to-1 bookings page says needs attention and the Calendar page shows why. Reconnecting usually fixes it.

All settings

The All settings button opens everything about a page in one form:

• Name, web address (the end of the link guests use), a short intro shown above the sessions, Active (untick to hide the page so nobody can book) and Private (only people with the private link can book; see above).
• Contact & place: the email booking notices go to (blank uses your contact email), a phone number shown to guests, the default place for in-person sessions, and the timezone (blank uses your site's).
• How bookings work:
  • Slot interval minutes: start times are offered every so many minutes (30 to start with).
  • Buffer before and Buffer after minutes: a gap kept free before and after each session (15 minutes after, to start with).
  • Min notice hours: nobody can book closer to the time than this (24 hours to start with). It's also how close to the time guests can still move or cancel online.
  • Max days ahead: how far ahead the diary opens (60 days to start with).
  • Daily cap: the most sessions in one day (0 for no limit).
• When your events are on, this diary is closed: the prep and travel times, and which events count (see above).
• Session types, Weekly hours and Dates that differ, as tables you can edit in one go.

When someone books

• A free session is booked straight away, or becomes a request if it needs your approval.
• A paid session holds its time for 30 minutes while they pay by card. Once paid it's booked (or a request, with approval on). If nobody pays in time, the time is freed again and it shows as Lapsed unpaid.
• You get an email for each new booking or request, with a calendar file. They get a confirmation (or Request received) email with a calendar file and their private link to move or cancel.
• Confirmed sessions get a reminder email the day before.
• If they move or cancel it themselves, you get an email. A guest cancelling doesn't refund them automatically: your email says so, and you can refund with one button (see below).

All these emails come from your usual sender address and are listed in your Email log. Their wording is set for you and can't be changed under Your emails.

Looking after a session

Open a session (from Upcoming sessions or the diary) to see when, what, its status, the price and whether it's paid, and the guest's details and anything they told you when booking.

• Confirm this session: accepts a request. They get their confirmation email, and it goes into your Google Calendar.
• Cancel this session: give a reason if you like (it goes in their email). For a paid session, Refund … to their card is ticked; untick it to cancel without a refund.
• They didn't turn up (no-show): for your records; it doesn't refund or email anyone.
• Edit details or add notes: opens the full record, where you can correct their details and keep your own notes (the guest never sees those).

All appointments

Bookings → Appointments lists every session, past and future, including cancelled ones. Filter by status, page or paid, search by name, email or reference, or jump to a date at the top. The status is one of:

Awaiting payment	They've chosen a time and are paying; it's held for 30 minutes.
Requested	Waiting for you to confirm.
Confirmed	Booked.
Cancelled	By them or by you; the session shows who and why.
No show	You marked that they didn't turn up.
Lapsed unpaid	Not paid in time, so the time was freed.

Your team

A second full admin on your team can do everything here. A check-in-only login can't open the 1-to-1 pages.

Open 1-1 calendars (1-to-1 bookings) in the admin