Book an appointment for a caller

Updated October 31, 2026 · Applies to BookIt ONE 1.34

When someone calls in or comes to the front desk, you book for them on New booking. Bookings you make are confirmed at once, even for services that need approval online.

Prerequisites

  • The Reception, Manager or Admin role.

Find or create the customer

  1. In the menu, under Workspace, select New booking.

  2. Under Find the customer, enter at least 2 characters of their name, email, phone or member number, and select the right person. Ask for their email, phone or member number to be sure.

  3. If they aren't found, select Create a profile for this caller, and enter the following:

    Field Description
    First name, Last name Required.
    Email, Phone One is enough. With an email, they receive confirmations.
    Student / member number Optional.
    Invite them to create an online account They get an email with a link to choose a password.

  4. Select Create and continue.

Book

  1. Under Choose a service, select the service. Services marked Not bookable online can still be booked by staff.
  2. Under Choose a time, select a free time. Times when someone is off aren't offered.
  3. Answer any questions of your organization's booking form.
  4. Under Confirm, add Notes if needed, and choose whether to send the email confirmation.
  5. Select Confirm booking.

If the customer already has a booking for the same service, you're asked what to do: Keep this booking, Move it to the new time, or Book again anyway.

Next steps