M-Book is a highly flexible and fully featured Booking Management System, with a fast setup and easy usage.
This Quick guide will show you the simplest way to get your M-Book Clinic set up and ready for use. Please follow the sections in order, as what you enter in one area affects what drop down boxes you will get in other areas.
By the end of this guide, you will have the following things set up and you will be able to take Bookings:
The User Guide contains more details about all of the above and fully explores all the features of M-Book and how they might help you better manage your Clinic. This guide assumes you are logged in as the Clinic Admin user you created at the checkout.
To follow this guide, you need to be using a Desktop Computer or Tablet, not a Mobile Phone.
More detailed help and full explanations of all areas of M-Book can be found via the help buttons on screen and the full user guide.
Mobile Phones are supported for making and managing Bookings.
But to configure your Clinic, you must use a Desktop computer or a Tablet.
This is because the Administrative / Setup features of M-Book cannot be accessed from a Mobile Phone.
This Quickstart Guide assumes that you are using a Desktop Computer, Laptop or Tablet.
Please note that all names and addresses will appear in any email communications exactly as they are typed into the system so please ensure you take care to spell names correctly.
To update your Clinic Details, click on "My Clinic" from the menu at the top of the screen.
Your Clinic's name, that you entered when purchasing your M-Book subscription, will be on the left of the page. Click on it.
You will now see "Clinic Details", "Payment Methods" and "Upcoming Bookings".
Notice the "Pencil" icon beside "Clinic Details". Anywhere in M-Book where you see this pencil, you can click it to edit those details.
Click the pencil. A dialog box will pop up showing you all your Clinic details. Update the Name, Address and Postcode. Optionally, you can enter your Company Number and this will then be used on receipts to your Clients.
Your Clinic can work in £ or € and you choose this here and you can change it at any time. Please note that M-Book only supports one currency at a time.
Your "Main business email address" will be used for the "Reply To" address on emails sent to your Practitioners and Clients. We would expect you to set this to your Reception's email address. This means that your Clients can reply to emails from M-Book, and their replies will go to your Reception email address.
If you add in an "Email extra notifications to" then Booking Confirmations will also be sent to this address. This can be useful if you want a paper-trail of Bookings. The address can be the same as your main Clinic email address if you wish.
To start setting up Payment Methods, click the Pencil beside "Payment Methods".
A dialog box will appear showing you all current Payment Methods. You can have as many different payment methods as you like.
The Surcharges allows you to pass on any extra fees (e.g. credit card transaction fee), to your practitioners, as either a flat fee or a percentage of the total cost. These will be detailed on your End of Month Report.
If you do not want to pass any surcharges on to your practitioners, set all surcharges to 0.
Click "Add New" to add a new Payment Method. Enter the name of that method (e.g "Cash"), enter any surcharges and click Save. Enter all other payment methods you want for your clinic in the same way.
Booking Reminders are set to OFF by default.
If you would like your Clients to be emailed or sent text-messages (SMS) when they have a Booking due soon, please do the following:
You can choose to email your Clients three days before and one day before their Booking is due to start.
You can also choose to send a text message (SMS) the day before their Booking is due to start.
If you wish to send SMS, you will need to sign up for an account with one of our SMS providers, such as FastSMS. You are responsible for keeping your FastSMS account in credit, and FastSMS will email you when your credit is low.
To set up SMS, please first create an account with one of our supported SMS providers.
Then do this:
The Opening Times for your Clinic are set up via your Clinic's Calendar found on the main My Clinic screen. Click on My Clinic and click on your Clinic's name on the left of the screen.
You will now see Clinic Details and Payment Methods.
Above these are some tabs "Clinic Info & Config", "SMS Notifications" and others. Click on "Calendar".
The Calendar shows Availability for dates and times. "Available" times shown in White and "Not Available" times are Yellow or Grey. Please see the User Guide section on Calendars for more information.
Your Clinic will be initially set up to be open 8am-8pm every day of the week.
To update your Calendar and change the opening hours to be appropriate for your Clinic, please do the following:
Your Clinic Opening Times are now set and you will not be able to create Bookings outside these opening times.
Please note: If you have a situation where your Practitioners can take Bookings after your Clinic has closed, then you should set your Clinic Calendar to finish late in to the night, and create a Premises Calendar to finish at your Clinic's usual closing time.
M-Book allows you to have more than one Premises so that you can manage multiple locations. Each Premises can have an unlimited number of Rooms, which can be used for one-on-one treatments or as studios for multi-person Events/Classes.
Each Premises has its own address and switchboard phone number, and these will be shown on the Client's Booking Confirmation email, so that they know which Premises to visit for their Booking.
This section will take you through setting up one Premises with one treatment Room and one Studio. You can then repeat this process to match your personal set up.
Your main Premises is now set up. You can now add some Rooms to it.
To add a Room, make sure that your new Premises is highlighted - click on the Premises name if needed. The Button-Bar will be updated to include the "Add Room" button.
Click the "Add Room" button. Enter the Room Name (e.g. "Room 1") and click Save.
Now click "Add Room" again. Enter the Room Name (e.g. "Studio") and click Save.
You now have one Premises with two Rooms. You're ready to add Services.
You may have noticed that Premises and Rooms can each have their own Calendars. If you have multiple Premises with different Opening Times, or some Rooms which can only be used on certain days, then the Room and Premises calendars can be individually amended to reflect this.
You can add as many Services as you like and Practitioners can perform more than one service.
You need to add your Services before you add your Practitioners. You can have different Service Types within each service. For instance, your Clinic may offer two different types of Massage - Swedish and Deep Tissue.
To add a Service
You can now add as many different Services with any relevant Services Types as you need.
All of the Services you create in this way will have been automatically assigned to all Rooms. If you have services that cannot be done in any of your Rooms you now need to go to that Room to remove the service from it:
In this section we will set up your Practitioners.
While this section talks of adding Practitioners, please know that you, as a Clinic Administrator, can also be a Practitioner: You will find your user under Clinic Administrators and you can add Booking Templates to this user. Receptionists can also be Practitioners.
To add a new Practitioner, do this:
If you set a password for your Practitioner here, please let them know that they should change it at the earliest opportunity.
You will now have a new name under Practitioners.
Click on your new Practitioner and you can update their Basic Details by clicking the pencil and you can add in their address and any extra contact numbers.
The next two sections on Booking Templates and Event Templates will set up the Services they can perform. (You will not be able to book appointments for your practioners until you have setup their Templates.)
A Booking Template is used to make a Booking.
It holds all the information necessary to create a Booking, such as the Service, Service Type, Booking Duration, Cost and Room Rent.
When creating Bookings, the Booking Templates are used to create the New Booking Form. If your New Booking Form has a problem, such as a missing Service or Booking Duration, please check your Booking Templates.
There are three places in M-Book where you can view and update Booking Templates:
This guide will add Booking Templates via the Practitioner - but the process is very similar for adding Booking Templates from a Service or from the list of all Booking Templates.
Repeat the above process to add a Booking Template for each of the different Services which your Practitioners offer.
If you have a Service with many Service Types (e.g. Massage with Swedish, Deep Tissue and Pregnancy) and you want to make Booking Templates for all of them, then do not choose a Service Type in the Booking Template form.
When you click Save, you will have three Booking Templates, one for each of Swedish, Deep Tissue and Pregnancy. If you need different Service Costs on each of these, then click 'Edit' beside each one and update it as desired.
Event Templates are used to make Events / Classes.
You use an Event when you want a Practitioner to have use of a Room for one or more appointments.
The two most common types of Event are:
The second option is much less commonly used, because it can be easier to create a Reservation and make many standard Bookings in to it instead.
You would use an Event instead of a Reservation for a Private Doctor if you want the Doctor to automatically pay Room Rent for their whole Event, as opposed to only paying Room Rent for their Bookings. This would suit a situation where you are renting the Room directly to the Doctor at a flat rate.
In order to create an Event Template you will need to know: the name of the event, practitioner, service, event duration (and appointment length if more than one), class size, Gap time (if applicable), Price (Service Cost), Room rent, Room rent type, Room set up and clean down times and if it can be booked on line.
Please note that the "Service Cost" you enter is the amount which a Client will pay. If you are creating, say, a 10 person Yoga class with a Service Cost of £5, then each Client will pay £5 and your whole class is worth £50.
If you specify the Room Rent as "Fixed Amount", then this is the exact amount you will pay in Room Rent, however many people come to your Yoga Class. However, if you specify it as a percentage, then the percentage will apply to all your Clients. So if you specify Room Rent as 10% on your 10-person £5-each Yoga Class, then you will pay £5 Room Rent in total (10% of £50 is £5)
When creating an Event Template, you can click the "?" icon beside each item to get help on the kind of things to enter in to each box.
To create an Event Template, do this:
The Event Template will now be listed on the main Event Templates screen and will be available to add to the main Bookings Calendar.
Important: The Events which you create are independent of the Event Templates used to create them. Changes to the Event Template do not affect Events created from that Template. If you create a 10-person Yoga Event Template and then use it to add a Yoga Event to your Calendar, and then change the Event Template to be for only 5 people, the Events which you have created will continue to be for 10 people. To change the Events to be for 5 people, you need to click on each Event and choose 'Edit Event'.
You can easily set up repeating events/classes for your Practitioners.
This is done from the Bookings Calendar. Click on "Bookings" in the menu at the top of the page.
You will now be looking at the main Bookings Calendar. Find the date and time you would like for the first instance of the repeating event/class and click on it
In the New Booking pop-up box, you'll see a set of Booking Types along the top:
Click on Event.
Choose the Event Template to use for this Event.
Confirm the Room, time and date are correct and click "Create" to make the Event.
The Bookings Calendar will refresh and your Event will have been created.
It is not yet a repeating Event. To make it repeat, do this:
You now have a repeating Event. You can change the way an Event repeats by repeating the steps above at any time. You can adjust the end date or number of occurrences, or to stop the Event repeating and remove all future Events. When you do so, only future Events will be updated. Repeating Events from the past will not be changed.
There are a number of different types of Booking that you can create using M-Book and there are several ways to make Bookings via the Calendar and the side-bar menus. Here we will make a standard appointment using the main menus, for one of your services for a walk in or phone in Client.
This is done from the Bookings calendar.
When you start making a Booking, it will be for the date currently selected. If the date you have selected is incorrect, you can move the "Create Booking" popup box out of the way of the Date Picker and select a different date. Or you can close the Create Booking popup, change the date and start a new Booking again.
After clicking Create, the booking will be made. If there are any serious problems creating the Booking - such as the Practitioner having another Client at the time - then an error will be shown and the Booking will not be made.
If there are trivial problems creating the Booking - such as the Practitioner's calendar showing them as unavailable for part or all of this time, or the Room not being listed as suitable for this Service - then you will be shown the problems and asked if you wish to ignore the problems and make the Booking anyway.
Once you have made a Booking, you can click on it to see a small pop-up of information on the Booking and some buttons allowing you to view the full Booking Details, Cancel the booking or register the Client as a no-show.
All the buttons, as well as the other methods for making bookings ands reservations are explained and explored fully in the User Guide Managing Bookings Section.
Important: All of the Bookings dropdowns are interlinked. This means that when you select a Practitioner, the Service dropdown will be updated to show only Services which this Practitioner can perform. Sometimes, if you choose an incorrect Service or Practitioner, you might find it is hard to change all the dropdowns to select the correct items. In this case, you should click the "Clear Form" button to reset all the dropdowns at once.
Once you have an Event in your Calendar you can easily book people onto the Event.
Go to the Bookings Calendar (Click Bookings, then Calendar) and find the event you want to book people onto
Double-click anywhere in the Event. Because this is a "Class" style event with multiple people, all Bookings will start at the same time as the Event starts.
A pop-up box will appear for Create Booking. It will be already set to Event Booking.
All you need to do is Add Client or choose an existing one.
To choose an existing Client, simply type their name or email address in to the box. As you type, you will be offered choices of Clients to auto-complete. Click on one of them to choose them.
If you have multiple Clients of the same name, M-Book will show their Email Address beside their Name in the auto-complete list.
"Today's Events" will be -selected with the Event you double-clicked on.
To make the Booking, click "Create"
In M-Book, there are many places to make notes on things.
There are:
They are used for different kinds of information.
One thing they cannot be used for is private medical information. M-Book is not certified to securely store private medical information, so please be careful what kind of notes you make for your Clients.
These are notes which you can place on Rooms or Practitioners at certain times on your Booking Calendar.
They are intended to give quick info on Rooms or Practitioners for that day.
These are for notes which apply to the Client as a whole. Perhaps they have a disability and need special accomodations to be made.
These are notes which will be visible to a person making a Booking, and will help them to make the Booking as appropriate as possible without needing to ask too many questions.
These are notes which apply to only this Booking.
Perhaps the Client has a specific problem which the Practitioner will look at. This is where you need to be careful to describe what is needed without recording personal medical data.
These are notes which apply to this entry on the Waiting List.
You might use a Waiting List Note to detail that a Client can only do week-days between 4 and 6. M-Book does not directly support this level of granularity, but this Note will help your Receptionist when they make a Booking from this Waiting List entry.
When you add a Client to your Clinic, you will need to give their email address.
If your Client is already known to M-Book because they are a Client of another Clinic or they are one of your Practitioners, their existing account will be added to your Clinic but their existing details (Name, etc) will not be updated.
You will not be able to update their Name or other details, only their address.
For example, if you add a Client with name Bob Smith and email address BobSmith@aol.com to your Clinic and they are already on another Clinic as Robert Smith, then you new Client will be Robert Smith.
And only Robert Smith can update their name and other details.
However, if you add Bob Smith with email address bobsmith@aol.com to your Clinic and they do not exist on any Clinic in M-Book, then they will be added as Bob Smith.
Please see the User Guide for more information.
This user guide covers everything you need to know about running your Clinic with M-Book.
It provides a full explanation of how each section of M-Book works and how different part of the system interact. M-Book is a modular system that allows you to access and edit your data from various different places and what you enter in one area will affect the drop down boxes and functionality of other areas.
You can use M-Book on your mobile phone and a separate guide is provided with details of how this differs. Please remember you cannot access the Admin functions from your phone, and initial set-up of your Clinic will need to be done from a Desktop Computer, Laptop or Tablet.
When you first log in to M-Book you will always be presented with the main full calendar screen, with the date picker in the top left.
You have several option buttons along the top of the screen that are used to navigate different parts of the system. Depending on which part of the system you are in you will get different menu bars down the left hand side of the screen. This guide will take your through all the various screens and options in a process-driven order.
This section will discuss the Bookings Calendar and different kinds of appointments you can book into M-Book. For ease, throughout this guide, appointments will always be referred to as Bookings.
Bookings cannot be made until you have set up your Booking Templates, which are discussed in a later section of this guide.
You will normally be on the main calendar booking screen when you log on and you can get back to this screen at any time by clicking the "Bookings Calendar" that is found by selecting "Bookings" from the top menu and clicking on Calendar in the left.
It shows your Rooms or your Practitioners along the top, with Time going downwards to form a grid.
In the top section, above the Calendar, you will find a number of buttons that control what you can see on your calendar and to help you make the best use of it. Buttons such as "Show all Columns" will appear here.
You can hide columns in the Calendar by clicking the cross beside the column name. You can un-hide them by clicking the "Show all columns" button.
The Date being viewed on the Calendar is changed by clicking on dates in the Date Picker in the top-left of the screen.
You can change the view of the Calendar from Day to Week to Seven Day. The difference between Week and Seven Day is that Weeks start from Monday, whereas "Seven Day" starts from today.
The Calendar can have Rooms or Practitioners for columns, and this can be changed by clicking on "View By Practitioner" or "View By Room".
When the Calendar is in "View By Room" mode, you'll see your Rooms as columns in the Calendar Grid.
When the Calendar is in "View By Practitioner" mode, you'll see your Practitioners names heading up the columns, and the Practitioners Calendars will be shown. The grey areas of the calendar show the times where the Practitioner is not available, and white is where they are available.
To make it easier to find a certain Practitioner's bookings, you can use the "Highlight Practitioner" drop-down list. This will add a green shadow to all of the selected practitioner's bookings, making them easy to find on a busy Calendar. It will also show this Practitioner's Calendar on the Bookings Calendar, putting Grey on the Bookings Calendar in all the places where this Practitioner is not available.
If you have a lot of Practitioners and a lot of Services, you can use "Filter by Service" to help you find a Practitioner to select for Highlight Practitioner. If you choose a Service from this drop-down the "Highlight Practitioner" drop-down will be updated to show you only Practitioners who can do that Service.
Bookings on the Calendar are coloured according to their current state:
When a Booking is marked as "Arrived" it will not necessarily be highlighted.
"Arrived" highlighting is to give you an idea of how many people are potentially on your premises, to help you in case of emergency.
A Booking will be highlighted as "Arrived" if:
So if you have two Bookings on a Room and you set both of them as "Arrived" then only the Booking which starts closest to "now" will be highlighted as Arrived.
This highlighting is only for your guidance: M-Book cannot tell you exactly who is on your premises, it can only guess.
To make a booking, you can either:
When using the "Create Booking" button, the New Booking form will be empty. If you use the double-click/double-tap method, the New Booking Form will have the Room and Time set to where you clicked. You can adjust these if needed.
Before you can make any Bookings, you need to have set up your Rooms, Booking Templates, Services and Practitioners. This is described in the Quickstart guide above, and in more detail below.
After double-clicking on the Bookings Calendar or using the Create Booking button, the New Booking Form will appear in a pop-up.
It will state the date this booking is being made for at the top. To change the date, simply use the Date Picker in the top-left corner of the screen. You might need to move the New Booking pop-up to see it.
Along the top of the pop-up you will see a number of options that allow you can to select the type of Booking to add to the Calendar, which will be explained below:
A Standard Booking is an appointment which is based on a Booking Template. It is for a Client to see a Practitioner for a Service in a one-on-one setting in a Room which is suitable for this Service.
To start making a Standard Booking you select 'Standard Booking' at the top of the Booking Form, then choose a Client or add a new one.
To choose a Client, simply start typing their name or their email address. A list of possible Clients will appear, simply click on the correct name in the list. If you have multiple Clients with the same name, their Email Address will be shown beside their name.
If the appointment is for a new client, you click "Add Client" and fill in the Client's details in the add new client pop-up that appears.
Next you need to choose a Service from the drop-down. If you have a lot of Services, you can type the first few letters of Service name in to the box to see an Auto-complete list of Services, then click on the service you want.
The Service Type, Duration, Practitioner and Room boxes will refresh so that they are appropriate for the Service chosen.
Next you need to choose a Service Type. The other boxes will refresh again.
Next choose a Duration and a Practitioner.
The Rooms list will have updated when you selected a Service. Rooms which are suitable for the selected Service will be black, and Rooms which are not suitable will be grey. You can still book in to a Room which is not suitable, but you will be warned and asked to confirm. This is so that you can, say, put a temporary Massage couch in to a Room which normally does not have one just for today, and then make Massage Bookings in that Room - without reconfiguring the Room in M-Book.
You can also add Notes for this Booking. You might want to specify any special requirements this Client has. Please do not enter any confidential information - such as medical notes - as these notes can be read by others.
If you un-tick "Send confirmation to the Client" then no email confirmation will be sent.
Finally click "Create". M-Book will check and create your Booking.
When checking the Booking, M-Book will make sure that the Practitioner and the Client do not have other overlapping Bookings, and that the Clinic is open at that time. If there are problems here then M-Book will tell you that you cannot make the Booking and will explain why. You can adjust the Booking and try again.
M-Book will also check other things:
If any of these tests fail, you will be shown a warning box containing a list of the problems. You will be asked if you still want to make the Booking, and you can click "Yes" if you want to ignore the problems and make the Booking anyway.
While you are making a Booking and making your selections , the Preview Area at the bottom of the Create Booking pop-up box will update and give you information about the Booking you are creating:
Please keep an eye on the Preview area as it will help you communicate with the Client during the Booking process, giving you a heads-up on any warnings you might get once you click Create.
You can reserve a Room for either a Service or a Practitioner or both.
Once you have created a Reservation for a Service or a Practitioner, you will only be able to make Bookings inside (or overlapping) that Reservation which are for the same Service or Practitioner.
To make a Reservation, double-click somewhere in the Bookings Calendar, or use the Create Booking button.
Choose "Reservation" from the options at the top of the Create Booking pop-up box.
Choose or change the Room if needed. Update the Start and End time as appropriate.
If you are reserving the Room for a Service, choose a Service. Once you have chosen a Service, you can choose a Service Type. You don't need to choose a Service Type and if you don't choose one then the Reservation will be for ANY or the Service Types included within this Service.
In this way, you can reserve a Room for, say, any kind of Massage. Or you can reserve the Room for, say, Deep Tissue Massage only.
If you are reserving the Room for a Practitioner, simply leave the Service blank and choose a Practitioner.
Once you are happy with your selections, click the "Create" button and your Reservation will be created.
You can add a Note anywhere on the Bookings Calendar. These are for information only and are not to be used for any medical, booking or any other kind of personal information.
To add a Note, double-click in the Bookings Calendar or use Create Booking.
In the Create Booking pop-up box, switch to "Note" at the top.
Choose or update the Room as needed and complete the "Place at time" and "Ends at Time" as needed.
Type your Note in to the Note box and click Create.
Once you have created a Note, you can drag it to move it to a new Time or Room.
An Event is usually a Class or other group activity. Sometimes it is for a series of one-to-one appointments where you need to charge your Practitioner a fixed Room Rent - think of this as a kind of charged Reservation.
You will need to create an Event Template before you can create an Event from it. This will be described later, in the section on Event Templates.
To create an Event, double-click in the Bookings Calendar or use the Create Booking button.
Choose an Event Template to base this Event on. The drop-down list of Event Templates contains the Name you gave to each Template, so they should be easy to choose.
Update the Room and "Starts At" time, and click Create.
An Event Booking is a Booking in to an Event.
To book a Client in to an Event, double-click anywhere in the Bookings Calendar or use the Create Booking button.
In the Create Booking pop-up box, choose "Event Booking". Choose a Client or add a new one, and choose the Event from the list of available Events. To make the Booking, click Create.
If the Event is for a Class - if it is a Group Event where everyone starts at the same time - then you do not need to pick a Time and no Time Picker will be shown. A Yoga Class is a good example of this kind of Event.
Whereas if the Event is such that people can be booked in to the Event one after the other and each Client sees the Practitioner one-to-one, then you need to pick a Time, and the Time Picker will be shown on screen. A Private Doctor seeing a series of people is a good example if this kind of Event.
You can also make an Event Booking by double-clicking on an Event in the Bookings Calendar. If you do this, then the "Create Booking" pop-up box will automatically be set to Event Booking mode and the Event you double-clicked on will be pre-selected in the "Today's Events" drop-down list.
You can quickly view the full details of any booking on the Calendar by hovering over it or clicking/tapping on it.
When you click on it, a "Popover" will appear containing a summary of the Booking and some buttons you can use to manipulate it.
The Summary will show you both the appointment times and the "Room Booked" times, as well as the Practitioner, the Client and whether the booking has been paid for.
The buttons will be covered in detail later. They are:
You can also access some of these buttons and more from the Booking Details page for a Booking.
To see all details for this Booking, click on the Booking in the Calendar and then click on the "Details" button.
From Booking Details, you can see everything about this Booking - where it is, what it will cost, whether it has been paid for, and any notes.
You can take Payments for this Booking here.
You can access Booking Details in any of the following different ways:
Anywhere you see a Booking Code on screen underlined, you can click it to get to Booking Details.
To take Payments for a Booking, you need to visit the Booking Details page for the Booking and your Clinic needs to have at least one Payment Method set up. You should have done this using the Quickstart Guide.
The most logical way to take a Payment for a Booking is by using the "Unpaid Bookings" view, found in the left-hand menu on the main Bookings screen. Click on this and it will show you a list of all Unpaid Bookings, ordered with the oldest at the top.
Unpaid Bookings in this list are Bookings which have not yet been paid for and which started in the past. Future Bookings are not shown in this list.
Ideally, Unpaid Bookings will be a very short list, and the Booking you wish to take payment for will be very near the top of the list because the Client has just finished their Booking, and all other Clients are up to date with their payments.
If you need to quickly find a Booking in this list, type the Client's name in to the Search box you'll see near the top right. This will filter the list and make the Booking very easy to find.
Now, click on the Booking Code to visit Booking Details.
Taking a payment is very easy.
Click 'Add Payment'. A pop-up box will appear to take the payment.
Choose whether the Clinic is taking the payment, or the Practitioner.
M-Book is designed to allow maximum flexibility, so practitioners can take their own payments direct from Clients, or the Client can pay your Clinic.
This is to allow for situations where your Clinic's till is not always available.
You can change the Practitioners Rights so that they cannot take payments if you prefer - please see the later section on Rights which explains how to do this.
The Payment Methods set up earlier (During the Quickstart), along with Room Rent, will be pulled through to your End of Month and they affect what you owe your Practitioners and what they owe you. Please see later sections on "End Of Month Reporting" and "Rights" which explain in more detail how these Payments work and how to restrict your Practitioners from taking Payments to themselves instead of your till.
Choose the Payment Method ("Paid With") from the list. This list will match the Payment Methods you created for your Clinic.
Enter the amount, or leave it with the pre-filled full amount.
Enter an optional payment reference.
Click Save.
You can add multiple payments for a single booking if the Client wants to pay, say, partly with cash and partly with a voucher. Simply click "Add Payment" again to make a second payment.
If you make a mistake with a Payment, then you can click the cross beside it to delete it. You can only delete Payments which are up to a few hours old. If you have overcharged on an old Payment and cannot delete the Payment, you can instead add a Refund.
Once all Payments have been made, the "Print Receipt" and "Add Refund" buttons will be shown.
To make a Refund, when you are in the "Booking Details" section click Add Refund, and a pop-up box will appear.
Select the Payment Method you used for the Refund - Card, Cash, Voucher etc. Give it a reference. Then choose whether it is a Full or Partial Refund.
When you are making a Partial Refund, you'll need to choose how much to Refund from the Practitioner and from the Room Rent. M-Book has the flexibility for you decide on a case by case basis who should pay for the Refund: your Clinic, via the Room Rent, or your Practitioner.
If the Refund is due to bad performance from the Practitioner, you may wish to base the Refund mainly on the Practitioner's portion of the Booking Cost. Whereas if the Room was dirty, you might want the Refund to be mainly based on the Room Rent.
Adjust the numbers in the two Amount boxes and click Save.
Please note once a Booking has been reconciled and added to an end of month statement you cannot amend it and so it can no longer be refunded via M-Book.
After one or more Payments have been made, the Print Receipt button will be available. Simply click Print Receipt and follow the usual process when the Print box appears.
If you need to print all receipts for a Client, you'll need to visit the Client's page.
You'll see on the Booking Details page that the Client's name is underlined. Click it and you'll be taken to the Client Details page.
Near the top of the Client Details page is the Print All Receipts button. This will print all their receipts in reverse date order, one receipt per page.
It can be important for some Clinics to know if/when a Client has arrived. This may be just for information, or it may be for safety - knowing how many people are on the premises.
To mark a Client as Arrived, find their Booking and click the Arrived button. You can find the Booking in several ways:
Once a Client has been marked as Arrived, they will appear on the list of "Arrivals". You can then use the Arrivals list to locate a Booking easily, as it should be quite a short list.
If you made a mistake in clicking Arrived, simply click Arrived again to un-arrive it.
You'll notice the Arrived button will change colour depending on whether the Client is Arrived or not.
If a Client does not arrive for a Booking and does not contact you, you may wish to mark the Booking as a No-Show.
This can be a good idea because M-Book will warn you next time you make a Booking for this Client that they have been a No-Show in the past.
To mark a Booking as a No-Show, locate the Booking on the Calendar and click on it to make the popover appear. Click on No-Show.
You can also use the No-Show button from the Booking Details screen. You can locate the Booking from Today's Bookings, Recent or Unpaid. You can also use "Find Bookings and Clients", which will be described later.
You may sometimes need to Cancel a Booking.
This can be done from Bookings Calendar by clicking on a Booking to reveal the details, or from the Booking Details screen.
You will be asked to confirm if you wish to Cancel the Booking.
Please choose carefully, as there is no way to "un-Cancel" a Booking.
You can Edit a Booking from the Bookings Calendar by clicking on the Booking to view the details popover and choosing Edit.
This will allow you to update the main parameters of the Booking - Service, Service Type, Practitioner, Notes and so on, as well as the time.
If you need to move the Booking to a new date, edit the Booking and then use the calendar near the top-left of the screen to choose a new Date. When you are happy, click Save.
A new email Booking confirmation containing the updated details will be sent to the Client if "Send confirmation to the Client" is ticked.
You can only Edit a Booking from the Bookings Calendar. This is because to properly edit a Booking and update its Time and/or Date, you need to be able to see the whole Calendar while editing.
You may sometimes need to update the costs of a Booking. This might be because, for example, your Clinic doesn't charge Room Rent for treating a family member and you want to remove the Room Rent element of a Booking.
To assist with your audit trail, you should first consider adding a Refund to a Booking instead of adjusting its costs, as a Refund allows you to enter a reference/reason/note - although this Refund will appear on the Client's receipt and on the End Of Month Report for the Practitioner.
To edit a Booking's costs, locate the Booking and go to Booking Details. Click Edit Booking Costs, and update the Total and the Room Rent as required. Click Save.
When a Client has finished their Booking and is paying, you will probably want to book their next appointment.
To assist with this, you can use the "Re-book this Client" button, which you'll find on Booking Details.
When you click this, the view will switch back to the Bookings Calendar and a Booking Slot Search will appear. It will be pre-filled with details for this Booking - Service, Service Type and so on - and it will do a Search for a date one month from this Booking.
You can click through the Search Results to help you find some availability on your Bookings Calendar. As you click around the Search Results, the Bookings Calendar will update to different dates and highlighting. Once you have found a good place to make a Booking, you can close the Search and make the Booking.
"Search and Book" will be fully described in detail later on.
When viewing Booking Details, you can jump straight to the Bookings Calendar by clicking "View in Calendar".
The Bookings Calendar will be set to view the date of the Booking.
This section explains all about adding and managing Clients.
There are two ways to add a Client in M-Book:
Whichever way you are adding a new client you will need to complete their name, email address and a telephone number. You cannot add a client without these details and each client needs their own email as this is one of the identifying factors.
When adding a Client during the Booking process, the Client will be paired to the chosen Practitioner and will become their Client.
This means that the Practitioner will be able to view this Client. They will also be able to make Bookings for this Client.
M-Book does not, by default, allow a Practitioner to make bookings for other Practitioners or their Clients. This can be changed by granting a Practitioner (or all Practitioners) additional "Rights". "Rights" will be explained later.
When you have added a Client, they will be able to log in.
But, initially, they do not have a password.
To solve this, please tell you Clients to use the "Forgot Password" link on the Login page to set a password for their account.
Once they have set/reset their password like this, they will be able to log in and view their Bookings.
If your Clinic is configured to take Online Bookings, then your Clients will also be able to book online.
There are several ways to view a Client:
When you are on one of the "Booking Views" (Arrivals, Today's Bookings, Recent Bookings and others) you will see a list of Bookings which includes the Client's name. You can click this name and it will take you to the Client Record.
When you are using the Bookings Calendar, you will see a button near the top of the page called "Find Bookings and Clients". You can use this to search for a Client name, email address, booking code and others. Once you have found a Booking or a Client in this way, click on their name to go to the Client Record.
Lastly, you can click on Clients in the left of the page. This will show you a largely blank page with a Client Search box. Type in part of their name or email address and select their name from the drop-down list which will appear. You will now see their Client Record.
When you are viewing a Client, you can see all of this information:
The Basic Details of a Client can be viewed and updated in the usual way. Clients do not initially have a password when they are created. You can give them a password here, or they can use "Forgot Password" to create their own password when they first log in. Client logins will be explained fully later on in the section on Online Bookings.
If this Client visits other clinics which also use M-Book, then you will not be able to edit their Basic Details. Please see the later section of this guide which discusses multi-Clinic use.
These include Date of Birth and their Marketing opt-in status. You can freely edit all of these.
This section lists all the Practitioners who have access to this Client and can make Bookings for them.
By default, a Practitioner can only make Bookings for Clients they have previously seen. If you need another Practitioner to be able to book a Client, you will need to add the Practitioner to the Client here.
You can give a Practitioner (or all Practitioners) the CanViewAllClients and/or the CanCreateStandardBookingsForOthers Rights, and then they will be able to view all Clients whether they are their Practitioner or not, or create Bookings for any Clients, respectively. By default, these Rights are only given to Clinic Admins and Receptionists, but you can change this easily.
Please see the later section on Rights for more information.
This section shows information about all the Client's "No-Shows"
A No-Show is where a Client does not arrive for a Booking and gives no advance warning that they cannot attend.
Your Clinic may charge for No-Shows, or it may decide to not accept future Bookings for No-Show Clients. This is entirely up to you, and M-Book will help you manage these No-Shows.
This section collects some stats on No-Shows so that you can decide whether to accept a Booking. A Client may be a serial No-Show-er, or they may have had an emergency a year ago but many "good" Bookings since then. These stats will hopefully give you enough information to make a good decision for your Clinic.
This section simply lists all the Client's historical Bookings. You can click on the Booking Codes to visit the Bookings if you need to.
You can use the "Search" to filter the Booking History table to help find a certain Booking.
GDPR law is also known as "The Right To Be Forgotten".
Your Clients have the right to ask you to remove all their personal data from your system, and you have to comply. They can report you to the Information Commissioner if you don't comply.
If you need to "Forget" a Client, use the GDPR button to do so. It will ask for confirmation. This operation cannot be undone, so please be careful.
When you use the GDPR button, all personal identifying information in this Client's record will be removed or replaced by randomised data, and the record will be marked as forgotten under GDPR. You won't be able to view the Client's record again.
If the Client has unpaid Bookings, you will not be able to forget the Client.
If you find yourself in a position where you need to forget a Client but they have unpaid Bookings for which you cannot get payment, then use the Client's Booking History to find their unpaid Booking(s) and then cancel each one.
More information on UK GDPR Law is here: https://ico.org.uk/
Events and Reservations can be made to be repeating, so that you can easily set up (say) a weekly Yoga class for the next year or two.
To make a repeating Event or Reservation, click on it in the Bookings Calendar. The Pop-up will give you information on it and you'll see an Edit button.
Click Edit and a pop-up box will appear allowing you to change the Event or Reservation. Please note, that editing an Event will change only THIS Event. No other Events will be changed.
You'll see a button marked "Edit Repeat Info". Click it.
Another pop-up box will appear which will allow you to configure how it repeats.
First, change the Repeat option at the top to "Event repeats".
You will now be able set up the Repeat Info. You only need to enter two pieces of information: How often it should repeat and when the repeat should end.
You can choose to make it repeat by
Simply enter a number and choose the unit. To make an Event or Reservation repeat every week at the same time, enter either "7 days" or "1 week". Or to make it every two weeks, enter either "14 days" or "2 weeks".
For example, if your Event or Reservation is for the second Tuesday of the month, first make an Event or Reservation for this month's "second Tuesday", and then choose "of the month" in the Repeat settings.
Once you are done, click "Save".
You will be shown a list of all the Events or Reservations which will be added to your Bookings Calendar and asked to confirm. Once confirmed, these items will be created. If there are problems (such as a Booking already existing where one of these Repeats is intended to be), you will be shown this in the confirmation. You might elect to save the Repeat Info anyway, or you might prefer to not confirm yet and to find and move the Booking which is in the way.
You can edit the Repeat Info by clicking on any of the Events or Reservations which are a part of the Repeat. So if you have an Event which is weekly, you can edit this week's or next week's to change the Repeat.
When you edit a Repeat, only future Events/Reservations will be changed. Items which are in the past will not be updated.
If you have booked people in to a future Event and you then edit the Repeat Info and change it, the Events containing Bookings will not be removed. You will need to edit or cancel these Bookings manually.
Waiting Lists in M-Book are very easy to use and they aim to be self-managing.
To add a Client to the Waiting List, simply start making a Booking for them in the usual way.
Then, instead of clicking the "Create" button, click the "Add to Waiting List" button.
A new pop-up will appear to ask you a few things about this.
Leave the "Start waiting from" date set to today, and choose how long the Client wants to wait. It will default to 2 months, but you can change this to a few days, a week or a couple of weeks.
Check with the Client about when they might be available during the average week, and un-tick any time periods which are not good for them.
Add some notes if you wish, and click "Add to Waiting List". They will now be added.
You can inspect the Waiting List by clicking on Waiting List in the left of the screen. From here, you can book a Client in from the Waiting List by clicking the "Book" button. When you click the "Book" button, the screen will switch to the Bookings Calendar and will start a new Booking for this Client with all details pre-filled. You will want to adjust the Room and Time.
If you cancel a Booking and it matches an item in the Waiting List (if it has the same Service, Service Type and Practitioner), then you will be told after confirming the Cancel that there are items on the Waiting List which match this Booking. This is to help you by reminding you if people are waiting.
If a Client is on the Waiting List and you make a Booking for them for the same Service and Practitioner, they will be automatically removed from the Waiting List.
Bookings are created from Booking Templates and no appointments can be made until a relevant booking template is in place. You may already have set up some booking templates using the quick start guide. The information in the booking template is used to create the booking and your month end statements.
A Booking Template describes everything needed to make a Booking. It contains:
An Online Booking is one made directly by a Client for themselves. Please see the "Online Bookings" section later in this guide.
Booking Templates can be added and edited from several places in M-Book, all under "My Clinic".
Click on My Clinic and choose "Booking Templates" from the menu on the left. From here, you can see ALL Booking Templates for your Clinic.
If you do not have the "CanViewRoomRent" Right, then the Room Rent value will be hidden. If you are logged in as the main Clinic Admin, you will be able to see Room Rent.
You can add a new Booking Template with the Add New button. You can edit existing ones by clicking the Pencil beside the template you wish to edit.
There are three places in M-Book where you can view and update Booking Templates:
This guide will add Booking Templates via the Practitioner - but the process is very similar for adding Booking Templates from a Service or from the list of all Booking Templates.
Go to My Clinic. Click on "People", then "Practitioners", then click on the name of the person you are setting up the template for. On this page, you will see "Booking Templates for this Practitioner", click the Add New button. A Pop-Up box appears for you to complete all the relevant details starting with service type Complete all the sections of the Pop-Up Click Save Repeat the above process to add a separate booking template for all the different services your practitioners offer.
When you are making Bookings from this Template, the Setup and Cleanup times will affect how long the Room gets booked for, and it affects the warnings you will get if these overlap those on another Booking.
You can delete a Booking Template by clicking the "stop sign". You will be asked for confirmation. If you have made items on your Waiting List which match this Bookings Template, you will not be allowed to delete it. You will first need to remove these items from your Waiting List.
You can also add and edit Booking Templates from the Services screen and from a Practitioner. In My Clinic, click on Services. You'll see a section on Booking Templates which shows Booking Templates for this Service, which you can use the same as the main Booking Templates screen.
Likewise, you can click on a Practitioner (or Receptionist or Clinic Administrator) and view just their Booking Templates.
Events are made from Event Templates. Event Templates store all the information about what an Event will be like.
There are two kinds of Event in M-Book:
This guide will take you through creating both kinds of Event Templates and will explain all the options.
Go to My Clinic and choose Event Templates from the menu on the left. You will see a list of your Event Templates and you can Edit, Delete or add a new one.
To add an Event Template, click Add New.
If this is to be a "Class-style" Event Template, you must set the Class Size to a number greater than 1, and set the Event Duration to be the same as the Appt Length.
To make this a "one-on-one" Event Template, set the Event Duration to be the total amount of time the Event should take up, and set the Appt Length to be the length of each Client's Booking. For instance, a Private Doctor Event might be 3 hours long and each Client will have a 20 minute appointment. In this case, set the Event Duration to 3 hours and the Appt Length to 20 minutes. You'll also want to set the Gap Time so that the Doctor get a few minutes break/prep time between appointments.
Let's go through all the Event Template options:
This can be anything you like. When you are adding an Event to your Bookings Calendar, the drop-down list of Event Templates will show this Name.
This is the Practitioner who will take the Class
This is the kind of Class it is with the service type option used if further description is needed e.g. there are many types of Yoga so you might have Yoga as service with Bikram as service type.
This is how long the Class is
This is how long a Client's Booking will be in the Event. For a Class, this will be the same as the Event Duration. For a one-on-one Event, this can be anything you like, up to the Event Duration.
This is not used for Classes, only for one-on-one Events. Set this to 0 when making a "Class" style Event Template. For One-on-One Events, the Gap Time is how long must be left between Bookings in to the Event.
This is how much each Client will pay to attend
The Room Rent Type can be Percentage or Fixed as with all other areas of the system.
This is how much extra time will be added to the start and end of this Event to allow you to set up the Room and clean it afterwards.
This will confirm if the event is available for Clients to book online. Online Bookings are explained later in this guide.
You can deactivate Event Templates at any time by setting this to "No". An inactive Event Template will not be shown on the list of Event Templates available to add to your Bookings Calendar, but will still be available for use again later via the All event templates section.
There are two kinds of searches in M-Book:
Both will be explained here.
To locate an existing Booking or a Client, go to the Bookings Calendar and click on "Find Bookings and Clients". The pop-up box for searching will appear.
Enter something into the search box. You can enter a name or part of a name, an email address, a booking reference or a phone number.
Underneath the search box you have the option to either search all areas of the system by leaving all the boxes ticked or you can un-tick the areas you don't want to search.
Click Search.
The results of your search will appear below the option boxes, showing you any Clients or Bookings that were found.
You can click on the Booking Codes, the Client Name or the Practitioner Name to be taken to Booking, Client or Practitioner areas respectively.
This allows you to easily find spaces in your calendar to make new appointments and bookings for your clients. It is designed to be easy enough to use in front of clients or over the phone. It allows you to search for a specific date and time as well as allowing you to search within specified date and time ranges.
From the Bookings Calendar, click Search and Book.
This will open the Search Options in the left of the screen, above your Date Picker and Menu. It contains two tabs - "Booking Slot Search" for searching for places to make a standard Booking, and "Event/Class Search" to search for Events and Classes
Ensure the "Booking Slot Search" tab is selected and set the Search Date to be the day you want to look at. By default, the "Search to" box will be set to +/-3 days, you can amend this to whatever date range you want.
The Start Time and End Time are optional and you can either complete specified time ranges that your client has given you or you can leave them empty to be shown all times that are available.
Next you need to select which Service to search for. You don't need to select a Service Type, Practitioner or Duration, if the client has not specified these but completing them will narrow down your search results and mean fewer options to choose from.
Choose whether to Search Everywhere or to Search Only Inside Reservations.
Click Search.
Underneath the option boxes, M-Book will present you with a list of all the Available Slots that match your search criteria.
The Search Results are sorted by date. When you click on the date it will expand to show you who is available. It will also update the Bookings Calendar in the background to show you the Calendar for this date.
It will also update the Bookings Calendar to highlight this Practitioner's Bookings.
Next expand a Practitioner, by clicking on their name and it will show you a list of Rooms and Times which are available.
If you have now found the right appointment for your client you can close the Search Options using the "cross" and make your Booking in the usual way.
The second tab of "Search and Book" is for finding available slots in any future Events/Classes. (You can also use "Upcoming Events" from the left hand menu bar of the main calendar screen.)
Click on Search and Book and click the Event/Class Search tab.
Choose a Search Date and Search To, and then choose a Service to search for. Click Search.
M-Book will then present you with a list of any Events/Classes of that service type within your date range, listed in date order.
As with search and book for standards bookings you click on the date you want to expand it and be shown further details of the event that is available. Again M-Book will have updated the Calendar in the background to take you to the date of the selected event.
Close the Search Options by clicking the cross and you will be on the correct day in the calendar to book your client onto the event in the normal way.
In order to help you efficiently manage your clinic M-Book also allows you to see which practitioners are available on any given day.
To do this, you can use the "View Practitioner Availability" button above the Bookings Calendar. It will show you Availability for the currently selected date. You can choose another date from the calendar in the top-left in the usual way.
The Availability pop-up will show you a list of all of your Practitioners.
If a Practitioner has any availability for the selected date, it will be shown beside their name. If they have lots of available periods, there will be a small arrow beside their name which you can click to show you all their available periods.
If they have no Availability, you will be told "Not Available"
If you have many Practitioners, you can use the "Service" drop-down to filter the Practitioner List to only those who can perform the selected Service.
Calendars in M-Book are very flexible and can represent any kind of Working Week you can imagine.
Individual Calendars are available for your:
Each calendar can they can be individually tailored allowing each Clinic, Premises, Practitioner, and Room to have their own operating hours. You do not have to make full use of this functionality and can just set your Clinic hours if you wish.
When you are looking at the main Bookings Calendar, the Calendars for your Clinic, Premises and Rooms are combined. The "grey areas" show where Bookings cannot or should not be made.
Bookings CANNOT be made in places where the main Clinic Calendar shows the Clinic is "Unavailable".
Bookings CAN be made in places where the Clinic's Calendar is "Available" but where the Premises and Room calendars are "Unavailable". You will be shown a warning letting you know the main clinic is closed and it is up to you to decide if you want to continue to make the booking. This feature allows you the flexibility to let your Practitioners use your premises outside of your normal working hours.
You have the option to view your main Calendar by Room or Practitioner. By default this will always be set to "View by Room" and you change it by selecting the "View By Practitioner" tab found in the middle of top area of the Calendar.
When you are in "View by Practitioner" mode, your individual Practitioner Calendars will be combined and you will see their availability and no longer see your rooms. When you are in this mode you can filter your calendar via either service or Practitioner by selecting from the drop downs to the right of the tabs.
When you are using "View by Room" and you have the option to filer via Service or highlight Practitioner. When you have selected a Practitioner to highlight it will bring through their calendar.
As a Clinic Administrator, you can update all the Calendars. Practitioners are only able to update their own Calendars/Availability. You can give the "Right" to other users of the system to update all Calendars. This will be discussed in the "Rights" section.
You access Calendars via the blue tab at the top of the Clinic, Premises or Practitioners main area. The following sections give you a full description of what a Calendar is on M-Book and how best to use it
When you enter your Calendar M-Book will show you a view of your Calendar for the current week, from Sunday to Saturday.
The week you are viewing can be changed by using the "Date Picker" calendar in the top-left of your screen.
Areas of the Calendar will be different colours:
The difference between Yellow and Grey is important:
"Yellow" means "This Calendar is not available at this time"
"Grey" means "Another Calendar which affects this one is not available at this time".
Calendars take precedence over each other in the following order:
The first Calendar you will set up is your Clinic's Calendar. You will only ever see Yellow or White on this Calendar.
When you set up a Premises Calendar, you are also viewing the Clinic Calendar. You will see that areas where the Clinic Calendar is "Not Available" will be GREY and areas where the Premises Calendar is "Not Available" will be YELLOW.
Similar happens with a Room Calendar: You are also viewing the Premises and Clinic Calendars. Areas which are GREY are "Not Available" due to the Premises or Clinic Calendars being "Not Available". Areas which are YELLOW are due to the Room Calendar being "Not Available".
"Yellow" means "THIS Calendar says this time is unavailable"
"Grey" means "The Calendar underneath this one says this time is unavailable"
"White" means "When all Calendars are combined, this time is available"
A full example of this will be described later.
In this section a "Calendar Item" defines a date, start time and end time and whether the Calendar Item is to be "available" or "unavailable".
If a Calendar Item is "available", then Bookings will be allowed between the Start Time and End Time. If it is "unavailable", then Bookings will not be allowed here.
Calendar Items can repeat Daily, Weekly, Monthly, Yearly or on a certain day of the Month.
Calendar Items can overlap and are merged together and combined:
If you make a Calendar Item which is "unavailable" between 09:00 and 12:00 every day, and you add another one which is "available" between 10:00 and 11:00, then the result will be "unavailable" from 09:00 to 10:00, "available" from 10:00-11:00, and "unavailable" from 11:00 to 12:00.
You will see GREY from 09:00 to 10:00, WHITE from 10:00 to 11:00 and GREY from 11:00 to 12:00.
Calendar Items need to be ordered properly. If we take the example above and change it to put the "available between 10:00 and 11:00" Calendar Item FIRST, then the Calendar which is "unavailable between 09:00 and 12:00" will take precedence and the result will be that your Calendar is "unavailable between 09:00 and 12:00". Your Calendar will show GREY from 09:00 to 12:00.
If you find your Calendar Items do not "combine" correctly, it may be that they are not in the correct order. Use the "Reorder" button described later to fix this.
This will be explained fully below in the section "Re-ordering Calendars".
When you add a Calendar Item, you will see the result on screen. White areas are places where a Booking can be made.
Adding a new Calendar Item is very easy.
Click the "Create Calendar Item" button. The Create Calendar Item pop-up will appear.
Set the "Availability" drop-down to "Available" or "Not Available" as required.
Select "All Day" or "Not All Day". If you select "Not all day" then you need to set a Start Time and an End Time for this Calendar Item.
You can change the Date this Calendar Item is for by clicking in the Date Picker in the left of the pop-up.
If this is a one-off Calendar Item - such as a holiday - you can just click Save at this point.
If it is supposed to be a Repeating Calendar Item, then choose "Repeat" and set up the Repeat info.
This is very much like the Repeat you can set on an Event or Reservation: Set how many and type of the repeat, such as "Repeats every 7 days" for a weekly Calendar Item. Click in the "End Repeat at end of" and set an End Date if needed. If this Calendar Item should repeat forever, then leave the "End Repeat at end of" box empty. Click Save.
Here, we will describe how to manage Calendar Items:
As described in the "Understanding the Calendar View" above, when you have selected a Date to view from the Date Picker in the top-left, the Calendar view will update to show you the selected week.
The Calendars which apply to this week will be shown to the right of the Calendar. You can click on each one to highlight it in the Calendar and to see where it applies. You can also click on an area of the Calendar to highlight it.
To remove the highlighting, click "(No highlighting)".
The Calendars list to the right is in the order the Calendars will be applied: from TOP to BOTTOM. You should hopefully see at a glance if they are in the correct order. The "Calendar Items" section above describes how they are merged.
To edit a Calendar, you can double-click one of the Calendar Items in the list on the Right. You can also double click on an Calendar Item in the Calendar if you can see which one you want to edit.
When you double-click, the Calendar Item pop-up will appear. Adjust the Calendar Item as needed and click Save.
If you don't want/need this Calendar Item any more, double-click on the Calendar Item to edit it and then click "Delete".
The order of Calendar Items is important.
Calendar Items are checked one after another in the order they appear in the right of the screen, from top to bottom. The top Calendar Item will be examined first and the bottom one last.
You can change the ordering of the Calendar Items to make sure they are applied in the correct order.
If you make a Calendar Item to say you were unavailable at lunchtime everyday from 12:00 to 13:00 but then made another Calendar Item for your main working hours of 9:00 to 17:00 the second Calendar Item would take precedence and your lunch break would not be shown on your main Calendar.
This however is easily fixed if you have input them in the wrong order via the "Re-order Calendars" button found at the top of the screen.
Click the "Re-order Calendars" button and a pop-up box will appear.
You will see all your Calendar Items which apply to this week in the order they will be applied to the calendar. You can click and drag these to ensure they are in the correct order you want.
If we re-examine the example above: Click the Reorder button and then drag the "09:00 - 17:00" Calendar Entry to above the "12:00 - 13:00" Calendar Entry. Your Calendar will now correctly show WHITE from 09:00 - 12:00, GREY for 12:00 - 13:00 and WHITE for 13:00 - 17:00.
If you have a problem where your Calendar doesn't allow Bookings at a time when you are sure you have made an "Available" Calendar Item, the first thing to check is whether the Calendar shows White, Yellow or Grey at that time. If it isn't White but it should be, then check that your Calendars are in the correct order.
To save you from having to manually add Calendar Items for each day of your working week, you can use the Working Week Wizard.
The Working Week Wizard Calendar Items will always be at the TOP of your Calendar List and will be applied first. They cannot be reordered.
The Working Week Wizard will ask for your Working Hours for each day of the week, and will create the Calendar Items for you.
To use the Working Week Wizard, do this:
Go to My Clinic and click on your Clinic. Click on the Calendar tab.
This is the main Calendar for your Clinic and it defines your Clinic's opening times.
Click the "Working Week Wizard" button.
A pop-up will appear asking you to enter Available times for Sunday. If you don't enter any times, then Sunday will be entirely "Not Available".
Click Next.
The pop-up will briefly disappear and appear again to ask for times for Monday. Enter Start and End times for Monday, or leave these blank if your Clinic is not open on a Monday. Click Next, and then continue to set Start and End times for each day of the week. When you reach Saturday, the Next button will be replaced by Done. Click Done.
The Working Week Wizard is now finished and your Calendar will update to show you what a week will look like. You should see yellow everywhere except for the times you selected to be Available, which will be white.
You will also see a list of your Working Week Calendar Items to the right. You cannot edit or delete these like normal Calendar Items. If you need to update them, use the Working Week Wizard.
When you use the Working Week Wizard a second time, each day will be pre-filled with your previous time selections. You can update the times or remove them and click "next" until the Wizard is finished.
You can add multiple Start/End times for each Working Week Wizard day. Use the Add Availability button to do this. You would use this if your days typically consist of a Morning shift and an Afternoon shift, with a lunch break in between.
When you are using the Working Week Wizard, you can add many "working periods" to a single day.
This allows you to easily set up lunch and other breaks.
Let's say that you work from 9am to 5pm with 12pm until 1pm for lunch, Monday to Friday, with Saturday and Sunday off.
Launch the Working Week Wizard. The first day will be Sunday. You do not work on Sunday, so leave the boxes blank and click "Next".
You work on Monday from 9am until 12pm. So put 9am in the Start Time box and 12pm in the End Time box.
Then click "Add Availability". Two more boxes will appear for the next Start Time and End Time.
In the Start Time enter 1pm and in the End Time enter 5pm
Click Next and repeat this for the next day and then the next. When you reach Saturday, leave the boxes empty and click Finish.
You will only use this button if you work at multiple Clinics. It is designed as a convenience to you and is most likely to be used by Practitioners: You only need to set up your calendar once, and you can use it for all your clinics.
It is only available on Practitioners' Calendars, not on Clinic, Premises or Room Calendars.
On one of your Clinics, set up your Calendar as appropriate: Set up your Working Week, add in any holidays or other days off, add any other Calendar Items as needed.
Once you are happy with your Calendar, click "Copy all my calendars to all my other Clinics". You'll be asked to confirm that you are sure - because this cannot be undone.
All your Calendars on your other Clinics will be deleted. Your Calendars for your current Clinic will be copied to all your other Clinics.
When a Practitioner logs in, two major tools are available to help them plan their time: My Agenda and My Availability.
These are both available from the Tools menu in the top-right of the screen, along with My Settings.
"My Agenda" is a list of all of the Practitioner's upcoming Bookings. Days without Bookings will not be shown, so that all future Bookings can be viewed at a glance. For each Booking, it will show the Date, Time, Service, Client and Room.
"My Agenda" shows all of a Practitioner's Bookings, even those at other Clinics. The Room column will also show the Premises, so it is clear where each Booking is to be done.
"My Availability" shows the Practitioner's Calendar. This works in exactly the same way as other Calendars - please see the previous section on Calendars for more information. From here, a Practitioner can set up their Working Week, and also add holidays and other "Not Available" or "Available" days and times.
"My Availability" also shows one function not available on other Calendars: "Copy all my Calendars to all my other Clinics". This is a feature which is only available to Practitioners who work at multiple M-Book Clinics, and will be described later in the "Multi-Clinic use and Private Bookings" section.
"My Settings" will be described below.
From the "Tools" menu in the top-right of the screen, you can choose My Settings.
My Settings allows you to update your name, email address and your password. Please note that if you update your Email Address, then your new Email Address will become your login. Please type carefully, as you could lock yourself out of M-Book if you mistype your email address here.
If you are a Practitioner, you will also be able to change:
Please note, Clients will only be able to make Online Bookings for you if you set these items to "yes" AND if you have Booking Templates which are set to allow Online Bookings.
Under the main settings you may see an additional "Private Booking Settings" option. This will only be shown if you work at multiple M-Book Clinics. It allows you to make your Bookings partially visible on other Clinic's Calendars, although the other Clinics will only see that you are busy, they won't see your Client name or the Service being performed.
Private Bookings will be described fully in a later section on "Multi-Clinic use and Private Bookings".
M-Book supports you having multiple Clinics under a single login. It also supports your Practitioners working for multiple Clinics.
If you need to set up a new Clinic, simply go through our checkout process again to purchase a second M-Book subscription.
Each of your M-Book Clinics is invoiced separately, and you can view your invoices at each of your Clinics by switching to a Clinic and visiting My Account, under My Clinic.
When you configure your Product at the checkout, make sure you use the same email address for "Clinic Administrator Email Address". M-Book will create your new Clinic and will add it to this existing Email Address. When you log in with this Email Address, you will be able to select either Clinic and change which Clinic you are using at any time, without logging out.
After paying for your Product and finishing the Checkout, you can log in to M-Book with your Clinic Admin Email Address. You'll notice that you now have a new option on screen near the top: the Clinic Selector, "My Clinic".
The My Clinic drop-down shows a list of your Clinics with your current Clinic selected. You can select a different Clinic and your screen will refresh to the new Clinic.
The first Clinic alphabetically will be auto-selected when you log in. Simply select whichever Clinic you need from the drop down and continue as normal.
A "Private Booking" is a Booking which is not for your Clinic but is for one of the Practitioners at your Clinic. They appear as dark-coloured "Bookings" on your Calendar, but they do not show any private information.
Private Bookings are used by Practitioners to show you when they have an appointment somewhere else and cannot work for you. This avoids the need for any extra paperwork to confirm when Practitioners are available and can save you time.
They are not are not switched on by default, and a Practitioner needs to configure their own Private Booking settings to allow you to see their Private Bookings. As a Clinic Administrator, you have no control over this: This data is "owned" by your Practitioner and it is up to them to allow or disallow access to it.
If Private Bookings are switched on, then you will see Practitioner Private Bookings on your Calendar in two situations:
Additionally, if Private Bookings are on for a Practitioner and you try to make a Booking for them at a time when they have a Private Booking, then you will receive an error and you won't be able to create the Booking.
When Private Bookings are on, "Practitioner Availability" will take Private Bookings in to account and will show a Practitioner as "Not Available" for times where they have Private Bookings.
As a Practitioner, in order to allow their Private Bookings to be seen by to their other Clinics, click on "Tools" in the top-right of the screen. Then click on "My Settings"
In "My Settings" you will see a section called "Private Booking Settings" and a list of all your Clinics.
For each Clinic, it says "Your Bookings at (Clinic Name) can be seen by" and then a list of all your other Clinics. Set each one to "Yes" as needed and click Save. Repeat this for each Clinic as needed.
You Clinic may work with self employed Practitioners rather than salaried and full time employees. If this is the case, our End Of Month facility will help you manage your payments to your Practitioners.
An End of Month will show you all payments and refunds made on all Bookings within your chosen time-period, including surcharges applied for different payment methods. It will show you this on a per-practitioner basis, and you can print statements out, one per practitioner.
This facility is not available on our Starter Product.
You can create an "End of Month" at any time. It does not have to be literally at the End of Month - you can choose any time period.
In order for this to work correctly you must have correctly completed your "Payment Methods" found in My Clinic section, and have one or more fully paid Bookings.
Each End of Month Practitioner Statement will show Bookings, Payments, Refunds and Surcharges, and will split out the Room Rent and draw these numbers down to a total.
The "total" is how much you owe a Practitioner for this time period. It is the sum of all Booking Payments made to the Clinic, with the Refunds, Surcharges, Room Rent and Bookings Payments made to the Practitioner subtracted.
"Surcharges" are always paid to the Clinic, as it is assumed that the Clinic owns the Card Machine and pays any card fees. If you do not want to pass these charges on to your Practitioners, then simply set the Surcharges for all your Payment Methods to 0.
If all Booking Payments were "to the Clinic", then the "total" will be a positive number and is how much you owe to the Practitioner for their Bookings.
If some of the Booking Payments were "to the Practitioner", then the "total" might be a negative number. This indicates that the Practitioner owes you this amount of money for the total of their Room Rent and Payment Surcharges.
To create a new End of Month:
From My Clinic, click on End of Month, then click on "Unreconciled Bookings".
"Unreconciled Bookings" are Bookings which are fully paid but which are not yet in an End of Month.
You can "Show all Unreconciled Bookings" or "Show only Unreconciled in range". This will update the list of Bookings shown below.
It is best to "Show all Unreconciled" first and check the list to see if any might fall outside of the Date Range you are about to set and help you confirm the correct Date Range to use. Then set it to "Show only Unreconciled in range" and set the Date Range you have decided on.
If you are happy with the Date Range you want to use, click "Show only Unreconciled in range" and then set the Range Start Date and Range End Date as required.
Check the list of Bookings again and the Totals at the top. If you are happy, click the "Create Statement" button near the top to make the End of Month Statement.
Only Fully Paid Bookings will appear in the Unreconciled Bookings list. If a Booking is missing, please check if it has been paid for using the Unpaid Bookings screen.
Please note you can only create a statement if there are fully paid Bookings within the set time range. If there are no fully paid booking within the selected range then you will get an error and will need to amend your Date Range.
Once you have created an End of Month Statement you can view it by clicking on Statements under End of Month in the left menu.
You will see a list of all Statements you have already created. The "Search:" box can be used to filter these.
The first column of this list is the "Statement #". Click on this number to view the full Statement.
The Statement will show you each Practitioner and the Bookings they have done. For each Booking, you will see how much was paid to the Clinic, how much was paid to the Practitioner, the Payment Reference and any Surcharges.
You will see that these are totalled down to the Totals line. The Totals line is then totalled to the right to arrive at a final figure which is the amount owed to the Practitioner. If this is a negative number, then the Practitioner owes your Clinic some money.
You can print the Statement, and it will print one-page-per-practitioner, so that you can give these to your Practitioners with their payments.
You can also download the Statement as a CSV file to help with your book-keeping.
If you need to, you can delete a Statement. This will return the Bookings to their "Unreconciled" state, and you can later create a new Statement to include them.
Bookings which have been included in an End of Month Statement cannot be changed - they cannot be edited and they cannot have new payments or refunds added.
If you need to edit a Booking which is in an End of Month Statement, you must first delete the Statement which it is in. Note down first the Statement's Date Range so that you can easily make a new Statement. Then edit the Booking, and lastly create a new Statement for the same Date Range.
This is obviously not an ideal situation, and we recommend leaving a week's grace before creating an End Of Month Statement so that this situation is unlikely to occur.
You can configure M-Book so that it is integrated with your Clinic's website, and your Clients will be able to log in to make their own Bookings. "Online Bookings" are Bookings made directly by Clients via your website.
They will pay in person in the usual way after their Booking.
To use online bookings, you must:
These are easy to do and will take only a few minutes to achieve.
M-Book is set up by default, to not allow online bookings.
If you do not want your Clients to be able to book themselves in online then you can ignore this section.
To accept Online Bookings, log in to M-Book and visit "My Clinic".
Click on your Clinic's name in the left to view your Clinic's information. You'll see the usual tabs along to top area of the screen - Clinic Info & Config, SMS Notifications and so on. The last tab is "Online Bookings Config". Click on this tab.
You will see the following information about Online Bookings:
If you click on the pencil you can choose "Yes" or "No" for each option as appropriate for your Clinic.
To allow Online booking change the first tab to Yes and click save. This means Clients can now make online booking but only in specific "Online booking slots" that you will have to create.
If you want Clients to be able to book all of your Services and Practitioners online change the second "Online Bookings can be made anywhere on the calendar" to yes and now, unless the individual Practitioner has set their own Online booking availability to "No", all Practitioners will be available to Book Online.
The third option "online bookings can be made same day" can be set to yes or no as you prefer for your clinic.
If you have said yes to Online Bookings but no to "Online Bookings can be made anywhere in the Calendar" then you will need to create "Online Booking Slots".
"Online Booking Slots" are specific to a Room, but can be for all Practitioners and Services or can be limited to specific Services.
They allow you to have only certain Rooms available for Online Bookings, or only specific Services or Practitioners.
To make an Online Booking slot:
Go to your Bookings Calendar and start making a Booking in the usual way: Double click on the Calendar somewhere or use the "Create Booking" button.
In the Create Booking pop-up, you'll see you have an extra "Booking Type" at the top: "Online Booking Slot". Click on it.
You are now making an Online Booking Slot.
Check and change the Room as needed, and do the same to the Start Time and End Time.
If you want to allow all Services and you don't want this Online Booking Slot to repeat, click "Create" to make the Online Booking Slot.
When a Client attempts to make an Online Booking, only times within the Online Booking Slot you have created will be available.
If you wish to restrict the Services which can be booked in this Online Booking Slot, choose a Service and (optionally) a Service Type, then click the 'Add' button. If you make a mistake or change your mind, you can use the "Remove" button to remove this Service.
If you need this Online Booking Slot to repeat, change "Do not repeat" to "Repeat". Set up how often you would like it to repeat. To make it repeat every day, set the repeat to "1 day". Set the "End Repeat at end of" date to the date you would like this Online Booking Slot to stop. You can't set it to never stop, but you can set it to stop in 50 years' time.
If you are configuring your M-Book Clinic to only allow certain Services to be booked online like this, you should make clear on your website which Services your Clients can book online, and which Services can only be booked by phone.
Please note: If you are on our Starter package, Online Bookings are not available and you will not see a tab for configuring Online Bookings
When your Clients want to make an Online Booking, they will naturally assume they should go to your Website to do it.
On your Website should be a prominent link to M-Book, inviting your Clients to make a Booking.
To configure this link properly, log in to M-Book, go to My Clinic, click on your Clinic and visit the Online Bookings tab.
Under the information on Online Bookings Config, you will see some text and some HTML which looks a little like this:
<form method='POST'
action='https://m-booksystems.co.uk/newonlinebooking/' >
<input type='hidden' name='apikey' value='YFYVRYPXXYQVYXXTYTXSYFYVRYPXXYQV'/>
<input type='submit' name='Search' value='Book Now'/>
</form>Give this HTML to your web developer and ask them to put it on to your website and style it as appropriate. Tell them that the important bits are:
When a Client clicks the "Book Now" button on your Website, they will be taken to M-Book's "login or register" page.
If your Client is an existing customer with a password.
If they are an existing customer but they have never logged in to M-Book before, they can use the "Forgot Password" link to reset their password.
If they are a new M-Book customer, they can Register and then log in.
A Practitioner can only be booked online if they are set to accept Online Bookings.
Log in to M-Book and go to My Clinic. Click on "People" and then "Practitioners". Click on a Practitioner.
Under their Basic Details, you'll see "Clients can book this practitioner online". You'll also see "New Clients can book this practitioner online". These are on by default.
You can click the pencil to edit the Practitioner and change these.
If "Clients can book this practitioner online" is set to Yes, then this Practitioner will appear on the drop-down lists of Practitioners which the Client will see.
If "New Clients can book this Practitioner online" is set to Yes, then this Practitioner will be available to Clients who have not seen this Practitioner before. If it is set to No, then only Clients who have seen this Practitioner before will be able to book them. Use this for Practitioners who are not currently accepting new Clients.
When you make a Booking Template or an Event Template, there is an option "Can Book Online"
If this is set to Yes for a Booking Template then Clients will be able to log in to M-Book and make their own Bookings for that Service+Practitioner.
If this is set to Yes for an Event Template then Clients will be able to book online for any Events which are made from it, such as a Yoga class made from the Yoga Class Event Template for which "Can Book Online" is "Yes".
You don't have to do this in the Event Template: You can also edit any Event on your Bookings Calendar and change "Can Book Online" to Yes or No.
When you create a Client during the Booking process, they will not have a password and will not be able to log in to book any further appointments even if you are allowing online bookings.
Clients can then set their own passwords by using the "Forgot password" link on the login page as long as their email address is correct. If your Client doesn't receive their "Forgot Password" email, please ask them to check their Spam or Junk folders for the email.
When a Client logs in, they will be able to view their Booking History and upcoming Bookings, as well as being able to create new Bookings.
You can set a password for them by visiting "Clients" on your Bookings screen and searching for part of their name or email address, and then use the Edit pencil. This is not advised, as Clients should always set their own passwords. But it is allowed, and so it is documented here.
M-Book Security and User Access Controls are based on "Rights".
A Right gives you access to a part of M-Book. A Right is generally related to a small, specific feature of M-Book for which you want to allow or deny access. This gives maxiumum flexibility in granting or denying access to M-Book.
For example, the "CanEditRooms" Right gives a person access to edit a Room to update its name and whether it is Active. The "CanForgetClients" Right gives a person access to use the "GDPR Forget Client" button to remove a Client's personal data from your Clinic.
Rights can apply to a group of people, such as Practitioners or Receptionists. Or they can apply to an individual.
If a person is lacking a Right to do something, then M-Book will hide that feature and will not allow its use. For instance, if a person does not have the "CanEditRooms" Right, then there will be no Edit pencil beside the Room Details.
In other situations, you may get an error about lacking a Right to do something. For instance, if you give a person the CanEditEventTemplates Right but do not give them the CanEditRoomRent Right, then they will be shown an error when they try to add an Event Template. The error will tell you the name of the Right which they are missing, and you can easily add the Right to the person or to that person's group.
M-Book is set up, by default with your Clinic Administrator having all Rights, Receptionists have most Rights but not all the higher admin functions and Practitioners have Rights over their own Clients but not higher admin Rights. It is up to you to review all the Rights and decide what level of access you want each for group and/or individual.
The name of each Right attempts to describe what function that Right gives you access to and most should be self explanatory.
Extra detail on some of the more complex Rights is given in a later section of this guide.
You gain access to the Rights via the People section found in the left hand menu of the main My Clinic screen.
As mentioned above you can edit Rights via Groups, or at an individual level.
To edit the Rights for a Group, first select the Group: Click on People and then click on either Receptionists or Practitioners.
The "Edit Advanced Group Rights" button will now be available, and you can click it to show the Advanced User Rights pop-up box.
The left column in this box shows you all the possible Rights and the right column shows you all the Rights that particular group or individual already has. The Rights are listed in alphabetical order. Hovering over a Right gives a more detailed description of the Right. Clicking on a Right on either side moves it to the other side, immediately granting or taking away that Right.
There is no save button on this screen: When you click on a Right to move it, the move is instant.
If you have any problems, you can use the "Reset Rights to Default" button to set this Group's Rights back to how they were when you started using M-Book.
The "Clinic Admins" Group Rights cannot be changed. Clinic Admins always have all Rights.
You can also update Rights for an individual. Simply click on the person to update and click the Edit Advanced User Rights button. A box similar to the Advanced Group Rights box will appear, and you can assign extra Rights to this person.
You would use this facility to allow one of your Practitioners to also be a Receptionist by granting them the CanViewAllClients Right and some others.
Or you might want one of your Receptionists to have access to End Of Month Statements, in which case you would grant them "CanCreateEOMStatements", "CanDeleteEOMStatements" and "CanViewEOMStatements".
You can see the Rights which are set up for a user on the User Rights Summary tab. This will show each Right, and whether the user has been granted it via their Group Rights or via their Individual Rights.
When you are working your way through the Rights you will notice that some are not useful on their own, and as a rule of thumb, Rights tend come in threes, and you will want to grant all three Rights to a person to make it useful.
For example, for manipulating Rooms, there are three Rights: CanAddRoom, CanEditRoom and CanDeleteRoom. It makes no sense to be able to add a new Room but not be able to edit or remove it (in case of mistakes), and so you should grant all three of these Rights to a Group or Person.
The sections below contain further details of some of these in order to assist your understanding of some of the more complicated and linked Rights.
The "CanAddClientPractitioners" allows a person to manually add Clients to a Practitioner's Client List. You will see this as a list of Practitioners who can see the Client in the Client Record. Please see the earlier section on Clients for more information.
By default only the Clinic Admin will have this Right as generally speaking, a Practitioner will only need to see their own Clients and they do not need to see or make bookings for Clients who they have not seen before.
When a Receptionist creates a Booking for a Practitioner, then a link is made from the Client to the Practitioner which means that the Client is now a Client of the Practitioner's, and the Practitioner will now be able to make their own Bookings for that Client. So in most cases there is not need to grant this Right to anyone else. However, you can grant this Right to any of your users and it means they will be able to access all your Clients records and assign any of your Practitioners to them.
A Receptionist will, by default, have the "CanCreateStandardBookingsForOthers" and "CanCreateClients" Rights. This allows them to make Bookings for any Practitioner, and while making a Booking they will be able to make a new Client.
If a person has this Right then they will be able to make Bookings for any Practitioner. If they don't have this Right, they will only be able to make Bookings for themselves. Receptionists by default have this Right.
Please be very careful with these.
If you grant the CanGrantRights Right to a person, they will be able to use the Advanced Group Rights and Advanced User Rights buttons and will be able to grant themselves any access they desire.
You should never give these Rights to anyone else.
If you need someone else to be able to grant and remove Rights, it would be better to create a second "Clinic Administrator" user and give them the login.
By default all users have this Right. If your Practitioners cannot and do not need to receive payments from Clients - if all payments go through your main till - then you can remove the CanReceivePayments Right from your Practitioners Group.
If a Practitioner "CanReceivePayments" then they can mark a payment as received by them and they can keep the money for now. When you run an End Of Month Report, the Report will show the Practitioner owes you Room Rent for Bookings for which they received payment directly from the Client.
When a payment has been made in error, you will be able to delete the payment record. This is different to adding a refund, and should only be used to correct mistakes.
This kind of mistake can only be rectified for a few minutes: After around 30 minutes, you will not be able to remove a payment and you will instead need to add a Refund.
If you don't want payments to be removable at all, take away the CanRemovePayments Right from your Receptionists and Practitioners Groups.
If a person does not have this Right then they will not be able to use "Add Payment" on the Booking Details page.
Depending on how your Clinic runs, your Practitioners might not have access to use your till, and maybe Receptionists are the only ones who can take payments.
In this case, simply remove the CanAddPayments Right from the Practitioners Group.
This allows all Clients to be found and viewed.
Receptionists have this Right by default as they need to be able to make Bookings for anyone.
A Practitioner, however, only needs to see their own Clients, and so they do not have this Right. They will still be able to search for Clients under Clients, but they will only find Clients who are listed as having them as a Practitioner.
If you have a Practitioner who also works on Reception, you will want to give them the CanViewAllClients Right so that they can make Bookings for anyone.
You will almost certainly not want anyone else to have this Right.
Only Clinic Administrators should have this Right.
This Right allows a person to alter your M-Book Contract. If you have this Right, you can add bolt-ons and you can upgrade your contract, both of which will attempt to charge your Saved Card.
This Right also allows you to cancel your M-Book Contract.
Without this Right, the "My Account" section of My Clinic will not be visible.
At M-Book, we are offering you a system for storing and working with your data but we do not own your data. We don't put any restrictions on Import and Export of data: It is your data, and you can download it at any time.
If you are planning on leaving us (or are just taking a break) and have stopped paying invoices, you can still Export your data.
You can Export your Clients, all your Practitioner Information and your Bookings.
Tip: If you are planning to Import some data but are unsure about the data or the Import process, please try out the Import on our Demo System first. Once you are happy that it works on the Demo System, you can load it in to your main Clinic.
To Export data, go to My Clinic and choose "Import/Export" from the menu on the left. Click on Export Bookings, Export Clients or Export Practitioner Info.
You will be shown some of the data on screen which can be Exported. The on-screen data is limited to a 200 rows.
Click "Download as CSV file" to Export all your Bookings/Clients/Practitioner Info
We want to make the set up of your clinic within M-Book as easy as possible and so you can import data from CSV files which have been exported from other Booking Systems.
For ease, Import is split into 3 types, Bookings, Clients and Practitioner Info.
You might be importing data which you have exported from another Booking System, or you might be doing a Fast Setup via Import - this allows you to create Practitioners and Booking Templates very quickly, and is covered in a section below.
The overall Import process works the same for all three types of data, bookings, clients or Practitioners: You will load your CSV data in to a Holding Area, then you will inspect the data, then you will import the data and check for errors.
Important: Please use our Demo System to test your Import before doing it on your Clinic. Testing an import on a Demo Clinic will give you confidence that your data is suitable to safely import in to your main Clinic.
The Imports and Exports are in the same CSV format. A good way to start doing an Import is to first do an Export and look at the exported CSV data. This will tell you what the column headings should be and what the data should look like. You can change the Export to add the new data and then use it to do an Import.
To Import data you must be logged into M-Book as the Clinic Administrator and you must have the data you want to Import in CSV format on the same computer.
The data you have imported will now populate your M-Book and be ready to use.
The correct order in which to do a set of Imports is: PractitionerInfo, then Clients, then Bookings.
It is Important to know that Import and Export CSV files have an identical structure - if you Export to a CSV file, you'll be able to Import using that same CSV file.
So to Import, it is best to do an Export first, even if you don't have any Clients or Practioners created yet, as you will then have a correctly formatted template for your import. If you do this then you can open the Export spreadsheet in Excel and add the data you want to Import.
To do an Export to get a template for an Import, do this:
Go to My Clinic then choose Import/Export from the left hand menu. Then choose one of the Export options (Practitioner, Client or Bookings)
Click the "Download as CSV File" button. This will save a .csv to your Downloads folder on your computer.
Now, load the .csv in to your spreadsheet program of choice - Excel, LibreOffice, etc.
Delete all the rows except for the first row. The first row contains the Column Headings and should not be deleted. It will be ignored during the Import.
Depending on which type of import you are doing, Client, Practitioner or Bookings, you will have different columns to fill in. For Clients you'll see that the columns are:
The columns which you must enter data for are First Name, Surname and email. All others are optional and you can leave them empty if you like.
For "Marketing Opt-In", enter 1 if they are to be opted in and 0 if they are not to be opted in. As per GDPR legislation in the UK, you must get positive, explicit permission from your Client to opt them in. It is not legal to email marketing material to a Client unless they have given you express permission to do so.
If a Client should only be seen by certain Practitioners, you can enter the Practitioner's full Name for the "Client's Practitioner". If more than one Practitioner can see them, copy and paste the whole row to a new one and enter a different Practitioner Full Name for the second row. The "Practitioner Owner" is used to set up the "This Client's Practitioners" section of the Client Record.
This is only important if your Practitioners need to be able to make Bookings for their own Clients. If your Receptionist manages all Bookings, you don't need to worry about this.
Now that you have a spreadsheet of Clients to Import, save it as a .csv file. You cannot Import a .xls or .xlsx file, only a csv file.
Go to My Clinic, Import/Export, Import Clients.
Click on Choose Files and choose your new clients csv file. After a short wait, the "Import Holding Area" will update and will show you the data which will be Imported. Please check this carefully.
If you are happy with the data in the Import Holding Area, click the "Import these Clients". Your Clients will be Imported and after a few seconds, the screen will refresh.
If there were any problems with the Import process, the Import Holding Area will tell you what the errors were in the "Last Import Error" column. The "Line Number" will match the line number of your CSV file, so you can easily find the problem lines in Excel.
For example, if a Client already exists on your Clinic, the "Last Import Error" column will tell you this. You can ignore this error.
If some Clients Import but others are a problem, simply correct the problem lines in your excel sheet, convert back to .csv and attempt the Import again. M-Book will not create any duplicate Clients, and it is safe to try to Import the same Client spreadsheet multiple times.
Once you are happy with the Import - either all of your data has been imported, or the data which hasn't been is OK (e.g., some Clients already exist), you can use "Clear Import Holding Area" to get rid of any un-imported data.
For Importing Bookings, it is the exact same process. The columns should be mainly self-explanatory. Please try a "Bookings Export" and look over the data in your CSV file if you unsure about what to type in to each column of a Bookings Import.
The process for Importing Practitioner Info is identical to Bookings and Clients.
"Practitioner Info" is data on your Practitioners and their Booking Templates. You should recognise most of the columns as being the same as you see on the Booking Templates screen. You can use Export/Import of Practitioner Info to do a very fast Clinic Setup. This will be described in the next section.
The correct order in which to do a set of Imports is: PractitionerInfo, then Clients, then Bookings.
If your Clinic offers a lot of Services with a lot of Practitioners, then it might take a long time to set up manually as you would need to add each Service and some Service Types, then add each Practitioner and one or more Booking Templates.
To speed this up, you can use "Import Practitioner Info" instead.
This allows you to fully set your Clinic up from a single spreadsheet, ready to take bookings: Practitioners, Services, Booking Templates and Event Templates can be created in a few seconds.
If you have any doubts about your data or the Import / Super-Fast Setup process, please sign up for an account on our Demo System and test your Import there first. Once you are happy with the Import on our Demo System, do the Import on your real Clinic.
We absolutely do not mind you using our Demo System as a test bed, in fact, we encourage it as much as possible.
To do a fast setup, you first need a correctly formatted spreadsheet to use as a template. The easiest way to do this is to do an Export of Practitioner Info from M-Book.
If you don't have any Services, Service Types or Booking Templates set up, we recommend you set one up now for your Clinic Admin user so that there is data to Export. This will help you later, and you can remove the Service, Service Type and Booking Template later.
Go to My Clinic, Import/Export, Export Practitioner Info. Click "Download as CSV File" to save the existing Practitioner Info to a .csv file in your Downloads folder.
Open the .csv file in Excel (or LibreOffice, etc)
Each row in the spreadsheet shows a Practitioner, (optionally) a Service they can perform and (optionally) a Booking or Event Template.
If you only want to import Practitioners, you can fill in the first few columns and leave the rest empty. These are the "Practitioner Columns":
Fill these in for your first Practitioner.
If you want to create a Service and Service Type and assign them to the Practitioner, fill in the Service and Service Type columns.
If your Practitioner can do multiple Services, copy and paste the row to a new row and change the Service and Service Type for the new row.
Repeat this for each Service/Service Type the Practitioner can perform.
If you want to only create Practitioners and Services, leave the other columns empty. No Booking or Event Templates will be created.
The last columns are for the Booking or Event Template. For the first Practitioner row, put data in to these columns:
Template Type will be "Booking Template" or "Event Template".
Template Name does not have to be entered for a Booking Template, only for an Event Template.
For a Booking Template, the Duration and Appt Length should be the same, Class Size should be 1 and Gap Time should be 0. These will be set appropriately for you if the Template Type is "Booking Template".
The other values should be self-explanatory.
For a deeper view of Event and Booking Templates, please see the earlier section of this manual.
If you are creating a Practitioner who has more than one Booking Template, simply copy and paste the row(s) and edit the copies to add the appropriate Booking Template information.
If you want a more visual demonstration of what the data should be like, please manually add several Booking Templates to a Practitioner and then do an Export of the PractitionerInfo. Open this Export in your favourite spreadsheet program (Excel, LibreOffice, etc) and have a read through of the data.
Make sure your spreadsheet is saved as a CSV file (NOT a .xls or .xlsx file)
Go to My Clinic, Import/Export, Import Practitioner Info.
Click "Choose File" and choose your CSV file
If all goes well, the Holding Area will refresh and show you the data which will be loaded.
Review the data one last time and, if you're happy, click "Import this Practitioner Info".
If you spot any problems with your data, you can click "Clear Import Holding Area" and then go and touch up your spreadsheet and save it. Try your Import again.
If there are problems during the Import, you will be told and you can correct the problems and try again.
If you encounter a problem with M-Book, we encourage you to report it. You can do this using "Report a Problem" found in the help menu at the top of your screen.
We will endeavor to offer you help and fix your problem as quickly as we can.
If a major error occurs, M-Book automatically informs our support team straight away, emailing them as much information about the problem as possible. You may be contacted by our Support Team for more information if they have been notified that you have had a problem and they need your help to solve it.
The "Report a Problem" option on the Help menu will give you a Pop Up box asking for a short summary of the problem and a full description. Please give us as much information as possible to help us solve your problem.
When you click "Report a Problem", your information will be saved in our database and emailed to our support team. We will know who you are and which Clinic you were using automatically.
We will contact you to acknowledge the problem is being worked on, to request information or to let you know the problem is solved and to thank you for helping us improve our product for you.
You can also use the "Report a Problem" pop up to let us know about any new features you would like to see as we are always looking to improve our system and love being given new ideas for ways to make it better.
There is no overall "Cancel" for a contract. This is because you are never tied into using M-Book for more than a month.
If you do not wish to use M-Book any more, simply remove any Saved Cards and you will no longer be invoiced for M-Book. After your current Invoice expires, you will no longer be able to make any Bookings.
You will still be able to export your data.
We will be introducing a Cancel option in the future, which will safely remove your whole clinic after various email confirmations and a cooling-off period during which you will be able to change your mind, to avoid accidents or malicious operation.
Under My Clinic you will find My Account. This allows you to view and manage your Contract, Invoices and Bolt-Ons.
You can view some statistics on your Clinic by using the Overview tab.
Your Contract is a Monthly one. You can see details of it on the Contract tab. You can see the Product you are using and how much you pay, and which day of the month payment will be taken.
Payments are taken using your Saved Card. You can manage your Saved Cards by visiting the Saved Cards tab.
At the start of a new Billing Period, your next Invoice will be created and automatically paid for using your primary Saved Card.
If you are using our Basic product, you will have the Bolt-Ons tab available. Bolt-Ons allow you to purchase extra Bookings and other items as needed to run your Clinic. Bolt-Ons avoid the need to prematurely upgrade to our Professional product.
The Overview tab under My Account gives you some interesting, basic stats on your Clinic.
It tells you your Billing Period dates. This is the period covered by your current Invoice.
If you are using our Basic product, then you may have added some Bolt-Ons. These will be listed here.
For the stats, you are told:
The number of Bookings you have available is the total of the number you get for the main Product you have purchased, plus the number you get for each Bookings Bolt-On you have purchased.
If you are using our Professional product, you will have unlimited Bookings. The Overview will tell you this instead.
If you are using our Basic product, you are given an allowance of 50 Bookings per month.
If you need more Bookings per month, you can purchase the Bookings Bolt-On.
Simply switch to the Bolt-Ons tab and click "Buy This Bolt-On" for the "50 Extra Bookings Bolt-On".
It will be instantly purchased using your Saved Card. If there is a problem with your Primary Saved Card, you will be told, and you will need to save a different card. Please see below for more information.
When you click "Buy" on a Bolt-On, you also have the option of adding it to your Contract. If you choose to do this, then the Bolt-On will be automatically purchased every month. You can remove this monthly Bolt-On from the Contracts tab.
The Contract tab shows you info on your current and future contracts.
You will usually only see a section on "My Current Contract". If you have added a Bolt-On to your Contract or have downgraded your Contract, then you will also see "My Next Contract" which shows what your Contract will look like next month.
If you have added Bolt-Ons to your Contract, you can remove them here by simply clicking the dustbin icon beside the Bolt-On.
You can upgrade or downgrade your Contract.
If you are using our Basic product, you can upgrade to Professional. Your Saved Card will be charged the difference between the product costs - if you are paying £15/month for our Basic product and you upgrade to our £75 Professional product, the upgrade will cost £60 and will happen instantly. You will have paid the same overall as if you had purchased M-Book Professional this month.
If you are using our Professional product, you can downgrade to Basic. A new Contract will start for Basic from next month and you will continue to use Professional for the remainder of this month. You will see that "My Current Contract" and "My Next Contract" reflect this.
You can see your list of Invoices under the Invoices tab. The Invoices are listed down the left, with the most recent at the top.
You can click on each Invoice in the left to see the Invoice Details.
An Invoice shows the Billing Period it covers and when it is due and expired.
Payment will be automatically taken on the Due Date if possible. If your payment fails, you will be emailed to notify you of the failure. Payment will be retried on a daily basis, and you will be emailed for each failure. You will not be emailed on success.
A list of transactions for this Invoice are shown below the Invoice Detail. Ideally, this will be a single, successful transaction. But if there have been problems, you will see a list of failed transactions and the reason for each failure.
If an Invoice payment continually fails, you can pay it manually: A payment form will be shown above the Invoice. Please enter your card details and follow any instructions given.
If you successfully pay for an Invoice manually like this, the card you use will be automatically saved for future use.
The Card you used to purchase an M-Book subscription is automatically saved to "Saved Cards". If you manually pay a failed Invoice (see above) then the card you use is automatically saved.
If you do not wish to have a saved card on your account, please visit the "Saved Cards" tab and click "Delete Card" on any saved cards which you no longer require.
Important: We do not store your card number. We only store your Expiry Date and the last 4 digits of your Card Number to identify the card to you. Our Payment Provider securely stores your card details, and we use a reference to that saved card to pay your invoices with. The reference they give us can only be used by us, so this is quite safe.
If you find that your Invoices fail to be paid automatically, it could be that your card cannot be saved. Some cards simply cannot be saved. Some saved cards cannot be used automatically. If you find that you have these problems, please contact your bank, they may be able to help you.
You can manually add a new card by using the "Add New Card" button. It will be validated and saved securely with our Payment Provider.
If you have multiple saved cards on your account, you can choose which one will be used for future Invoice payments by clicking "Set as primary card"