Easybooker Complete Guide

Learn how to create, manage, and share bookings, custom forms, and your profile. Step-by-step instructions for every feature.

Booking Management

Step 1: Create a New Booking

In your dashboard, navigate to the 'Booking Events' section and click the 'Add Event' button to start creating your first booking.

✨ This will open a configuration modal where you'll set up all the details for your booking service.

Step 2: Set Up Your Booking Details

Configure your booking to match your business needs.

📋 You'll set up these key sections :
• Event Information
• Time Slots & Schedule
• Advance Booking Settings
• Custom Fields

💡 Optional features (Employee & Service Booking) can be added later if needed.

Event Info (Required): Start by entering your Booking Name and Description.

📝 This information will be displayed to customers on your public booking page, so make it clear and professional.

Example: 'Schedule a Consultation' with description of what customers can expect.
Employee Booking (optional) (Optional): Toggle this ON to allow customers to choose and book specific employees.

⚠️ Note: We do NOT recommend enabling this for basic booking setups.

📝 If enabled, you'll need to first add employees in the Employee section before this feature works properly.
Service Booking (optional) (Optional): Toggle this ON to let customers book by service type (e.g., Haircut $40, Massage $60).

⚠️ Note: We do NOT recommend enabling this for basic booking setups.

💰 When enabled, prices and totals will automatically appear at the end of the booking process.
Time Slots Configuration (Required): Configure your booking availability:

📅 Advance Booking Time — How far ahead customers can book (e.g., 60 minutes, 24 hours)
⏱️ Duration — How long each appointment lasts (e.g., 30 minutes, 1 hour)
🌍 Timezone — Your business timezone
📆 Weekly Schedule — Working hours per day (up to 2 time periods per day)
Custom Fields (Optional): Add additional questions to collect more information from customers.

💡 Examples:
• 'What is the purpose of your visit?'
• 'Do you have any special requirements?'
• 'How did you hear about us?'

📋 Default fields (Name, Email, Phone) are always included automatically.

Step 3: Preview Your Booking Page

Before sharing with customers, always preview your booking page to see exactly what they'll experience.

👀 Click the 'Preview' button to view your booking page in a new tab.

✅ This helps you verify the layout, information display, and user experience before going live.

Step 4: Share Your Booking Link

Once your booking page looks perfect, it's time to share it with your customers!

🔗 Shareable Link — Copy and send via email, text, or social media
📱 QR Code — Download or print for physical display
📧 Email — Send directly to your contact list
💬 Social Media — Post on your business pages

✨ You're ready to start accepting bookings!

Advance Booking Settings

Step 1: Complete Your Basic Booking

Before setting up advanced options like employees and services, make sure you've finished creating your Basic Booking.

✅ This ensures your event is properly configured with time slots and availability before adding advanced features.

Step 2: Add Employees

Navigate to the 'Employees' section in your dashboard, then click 'Add Employee.'

Fill in the employee's name and contact details. Then, set up their weekly schedule — this defines the available dates and time slots that customers can book for that specific employee.

These time slots will automatically appear on your booking page when customers select this employee.

Employee Information (Required): Fill in the employee's name (required), and optionally add their contact details like email and phone number.

💡 You can also upload a photo or avatar to help customers identify the employee visually.
Weekly Schedule (Required): Select which days the employee works, and configure their available time slots for each day.

You can set up to 2 time slots per day — for example:
• Morning shift: 9 AM - 12 PM
• Afternoon shift: 2 PM - 6 PM

This determines exactly when customers can book appointments with this specific employee.
Active Status (Optional): Use the toggle to mark the employee as Active or Inactive.

✅ Active employees appear in booking options and are visible to customers.
❌ Inactive employees are hidden from customers, but their data remains safely stored in the system.

Step 3: Add Services

Navigate to the 'Services' section in your dashboard, then click 'Add Service.'

✨ This is where you'll define what services customers can book and their pricing.

Step 4: Set Up Service Details

For each service you create, enter the following information:

• Service Name and Description — What customers will see
• Service Duration and Price — How long it takes and the cost
• Currency — Choose your business currency (USD, CAD, EUR, etc.)

💡 Pro Tip: If your service duration matches your event time slot (e.g., both are 30 minutes), set them to be the same for simpler scheduling and automatic time slot generation.

Settings Guide

Step 1: Understanding Employee Count Settings

The Employee Count feature controls how many customers can book the same time slot simultaneously.

📊 This powerful setting helps you :
• Prevent overbooking
• Manage your business capacity
• Control peak hour availability

💡 When individual employees are configured, their personal schedules take precedence over default settings, giving you maximum flexibility.

Step 2: Setting Default Employee Count

In your booking event settings, locate the 'Default Employee Count' field.

This number represents how many parallel bookings are allowed at the same time slot.

Example: If you set it to 3, up to 3 customers can book the 2:00 PM time slot.

⚠️ Note: This setting only applies when no individual employees are configured. Once you add employees, their individual schedules control availability.

Default Employee Count (Required): The number of simultaneous bookings allowed per time slot.

Common configurations:
• 1 — Exclusive one-on-one bookings (appointments, consultations)
• 3-5 — Multiple staff available (services, treatments)
• 10+ — Group services or classes
When It Applies (Required): This setting is active when the 'Employee Booking' feature is disabled.

✅ If Employee Booking is OFF → Default count controls availability
❌ If Employee Booking is ON → Each employee's schedule becomes the controlling factor
Impact on Availability (Required): The system tracks bookings in real-time.

As soon as the booking count reaches your limit, that time slot automatically becomes unavailable.

📉 This prevents double-booking and helps manage your workload efficiently.

Step 3: Using Override Settings

Override Settings give you the flexibility to adjust capacity for specific dates.

📅 Common Use Cases:
• Holidays — more staff available
• Special events — increased capacity
• Slow periods — reduced staffing

Navigate to 'Override Settings' → Select the date → Enter your custom employee count.

This only affects the selected dates, leaving your default settings unchanged for other days.

Date Selection (Required): Choose the specific date(s) when you want different capacity than your default.

✨ You can:
• Select individual dates (e.g., December 25)
• Choose date ranges (e.g., Dec 24-26)
• Set recurring patterns if needed
Override Count (Required): Enter how many employees should be available on the selected date(s).

📊 This overrides your default setting ONLY for those specific dates.

Examples:
• Regular day: 3 employees
• Holiday: 5 employees (override)
• Slow day: 2 employees (override)
Priority (Optional): Override settings always take priority!

🎯 Hierarchy:
1. Override setting → Applied first
2. Default count → Used if no override
3. Employee schedules → If employees configured

This ensures your special dates always get the right capacity.

Step 4: How the System Applies These Settings

The booking system follows this logic to determine availability:

Step 1: Check if there's an override for the specific date
Step 2: If yes → use the override count
Step 3: If no → use the default employee count
Step 4: If employees are configured → use individual employee schedules

This tiered approach ensures maximum flexibility while preventing double-bookings and managing your capacity efficiently. The system always prioritizes the most specific setting available.

Custom Form Management

Step 1: Create a New Form

Navigate to the 'Custom Forms' section in your dashboard and click 'Add Custom Form' to begin.

📝 Custom forms let you collect specific information from customers beyond basic booking details.

✨ Perfect for intake forms, consultation requests, or special service inquiries.

Step 2: Set Up Your Form Details

Define what information you want to collect from your customers.

📋 Configure these sections:
• Form Name & Description
• Display Settings (optional)
• Custom Fields & Questions

💡 Pro tip: Keep questions concise and relevant to improve completion rates.

📝 Form Information (Required): Enter your Form Name and Description.

📄 These will appear prominently on your form page, so make them clear and inviting to customers.

Examples:
• 'Request a Consultation'
• 'Contact Us Form'
• 'Service Inquiry Form'
🖼️ Display Header (optional) (Optional): Toggle this ON to add visual interest to your form.

✨ When enabled:
• Form description appears at the top
• Uploaded photo displays
• Creates a more branded experience

Great for making your form stand out!
📋 Custom Fields (Optional): Add your own custom questions to collect specific information.

💬 Example questions:
• 'Preferred date for your appointment'
• 'What type of service do you need?'
• 'Any special requirements or notes?'

📋 Default fields (Name, Email, Phone) are already included automatically.

Step 3: Preview Your Form

Always preview your custom form before sharing it with customers.

👀 Click the 'Preview' button to see exactly how your form looks and behaves.

✅ Test the form flow, check field validation, and ensure everything works as expected.

Step 4: Share Your Form

Once your form is ready, share it with your customers!

🔗 Shareable Link — Send via email, text, or messaging apps
📱 QR Code — Print for office display or business cards
📧 Email Campaign — Send to your customer list
💬 Social Media — Post on your business pages

✨ Start collecting form submissions and converting leads into bookings!

Profile & Settings

Step 1: Update Your Profile

Add your profile details to make it easier for customers to connect with you.

📝 Complete these sections:
• Business name and contact information
• Social media links (Facebook, Instagram, website)
• Professional bio or description
• Profile photo

💡 Make sure all URLs are correct and up-to-date — customers will use these links to reach you!

Step 2: Share Your Profile

Once your profile is complete, share it with customers!

📱 QR Code — Generate and print for:
• Physical business cards
• Office display
• Marketing materials
• Event booths

🔗 Public Link Format:
👉 easybooker.ca/yourcompanyname
Example: easybooker.ca/selenera

✨ When customers scan or visit your profile, they'll see all your booking options and can connect with you instantly!