Summary for Admin Configuration

Overview

The Admin section is the central hub for configuring your booking system. Administrators can manage organizational settings, user accounts, billing, roles, and system integrations. It provides full control over the system's functionality and appearance.

Key Features:

  • Organization settings & branding
  • General setup & booking configurations
  • Time blocking for availability management
  • Location management
  • User & team administration
  • Billing & subscription management
  • Role-based access control
  • System integrations
  • Notification settings


How to Access & Navigate

Accessing the Admin Section

  1. Log in to your admin account.
  2. Click Admin in the main navigation menu.
  3. The Admin dashboard loads with the Organization tab selected by default.

Navigating Admin Tabs

The Admin section is divided into these tabs:

  • Organization
  • General Setup
  • Time Block
  • Location
  • Users
  • Billing/Subscription
  • Roles
  • Integrations
  • Notification

Click a tab to manage its specific settings.


System & Client Impact

System Impact

Changes in the Admin section affect the entire system:

  • Organization Settings: Updates branding and business info system-wide.
  • General Setup: Modifies booking behavior and client experience.
  • Time Blocks: Affects availability for all services and team members.
  • Locations: Updates location options in booking forms & reports.
  • User Management: Controls team member access and permissions.
  • Billing: Manages subscription features and capabilities.
  • Roles: Defines feature access for different user types.
  • Notifications: Controls client communication timing and content.

Client-Facing Impact

Changes also affect what clients see:

  • Updated business info on booking pages
  • Modified availability based on time blocks
  • Changes to booking flow from General Setup
  • Updated location options
  • Adjusted notification timing and content


Example Use Cases

1. Setting Up a New Business

  • Organization Tab: Enter business name, logo, working hours, timezone, currency, and booking URL.
  • General Setup: Configure slot duration, booking window, rescheduling policy, appointment ID format, welcome message.
  • Locations: Add main location & mobile service options.
  • Time Blocks: Add lunch breaks and staff training days.
  • Notifications: Enable appointment reminders and configure email templates.

2. Expanding Team and Services

  • Add new team members in Users tab.
  • Create roles (e.g., Personal Trainers, Group Class Instructors, Front Desk Staff).
  • Update locations and configure time blocks for maintenance.
  • Adjust general setup for new class types and notifications.

3. Seasonal Business Changes

  • Update working hours and add seasonal locations.
  • Create time blocks for off-season closures.
  • Adjust booking settings for seasonal demand.
  • Update notifications and add seasonal staff with appropriate roles.


FAQs

Q: Who can access the Admin section?

A: Only users with Admin roles. Others have limited access based on permissions.

Q: How often should Admin settings be reviewed?

A: Organization settings quarterly, booking configurations monthly, and time blocks/locations whenever operations change.

Q: Can I revert changes?

A: Some can be reverted easily; others may require manual adjustment. Record settings before major changes.

Q: What happens if a location is deleted?

A: The location is removed from booking options; historical data remains.

Q: How do time blocks affect bookings?

A: They prevent new bookings during specified periods on all calendars.


Best Practices

  1. Regularly audit Admin settings.
  2. Backup configurations before major changes.
  3. Use consistent naming conventions.
  4. Assign minimum necessary permissions.
  5. Maintain documentation of custom configurations.
  6. Test booking flows after significant changes.
  7. Update time blocks and availability seasonally.
  8. Remove access for departed team members.
  9. Notify team members of significant changes.
  10. Verify data accuracy before saving settings.


Security Considerations

  • Limit Admin access to trusted personnel.
  • Use strong, unique passwords.
  • Keep system software and dependencies updated.
  • Monitor activity via audit logs.
  • Regularly backup system configurations and data.


Performance Tips

  • Use specific time blocks instead of broad restrictions.
  • Archive outdated locations or configurations.
  • Align roles with actual job functions.
  • Configure notifications to avoid overwhelming clients.
  • Consolidate similar locations to keep the list manageable.


Troubleshooting

Issue: Changes not reflecting on booking pages

  • Solution: Clear browser cache and verify settings.

Issue: Time blocks not affecting availability

  • Solution: Confirm correct dates and times.

Issue: Users can't access features

  • Solution: Check roles and permissions.

Issue: Notification emails not sending

  • Solution: Review notification settings and email configuration.

Issue: Location not appearing in booking forms

  • Solution: Ensure location is active and properly configured.


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