The appointment scheduling tool lets you book appointments with your clients. Your clients can also book a time themselves based on your availability, in Hexfit Go or through a public link.
In short:
Enter your availability and preferences (minimum notice, reminder, cancellation policy, etc.).
Create one or more model events.
Book an appointment with a client, or let your clients book on their own.
You and your client receive an email when the appointment is booked, then a reminder before the appointment.
The appointment scheduling tool is included in some plans. To find out if it is part of yours, check our Pricing page or write to a Hexpert in the chat.
Step 1: Set Your Availability and Preferences
In your settings, you can specify the time periods you want to make available for appointments.
You can also choose your preferred settings (notice period, reminders, cancellation policy, etc.).
You’ll find more information in this article.
💡 TipYou can also sync your Google or Microsoft calendar to make it easier to manage your availability. |
Note that your client can do the same, since the system will select a time when you both have availability.
This step is optional because, by default, the client will be considered available at all times.
To help them, you can send them this link: https://help.hexfit.com/en/articles/4303065-client-appointment-booking
Step 2: Create a model event
Before an appointment can be booked, you first need to create model events.
The Visibility field of the model event determines who can use it to book an appointment:
Me only: only you.
My branch only: you and the professionals in your branch (colleagues, employees).
My company only: you and all the professionals in your company.
… + my clients: the same people as above, and your clients can also book this type of appointment themselves.
You’ll find more information in this article.
Step 3: Schedule an Appointment
From a business account, you can create appointments with clients.
To do this:
Go to the “Appointment” tab.
Click “Add an appointment” or the desired date.
Enter the first few letters of the client’s name, then select the client you want to schedule the appointment with.
Select the desired model event.
Select a date and time.
If you want your client’s availability to be considered, check the “Customer Availability” box.
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(Optional) Add or edit the appointment description.
Notifications and Reminders
For the professional
You receive a confirmation email when an appointment is booked.
You also receive an email if the appointment is deleted.
For the client
Your client also receives an invitation email when the appointment is booked.
Reminder before the appointment
If you turned on the Reminder option in your availability settings, the client and the professional receive an email reminder before the appointment, based on the delay you chose (for example, 24 hours before).
You’ll find more information in this article.
Canceled Appointments
By default, appointments will display an icon.
Those that are “canceled” will have an X to their left.
You can also confirm by clicking on the event.
Booking an Appointment from the Client’s Perspective
The client can book appointments in two ways:
Through the mobile app.
Through a public link that you can send them.
Frequently Asked Questions
Does my client receive a notification when I book an appointment?
Yes. Your client receives an invitation email when the appointment is booked, then a reminder before the appointment if the Reminder option is turned on. See the “Notifications and Reminders” section above.
How do I turn on email reminders for my clients?
Click on your name, then on Settings.
Go to Availability.
At the bottom of the page, in the Reminder option, choose the delay (for example, 24 hours).
Save your changes at the bottom of the page.
How can my clients book from my website or social media?
Share your public booking link. You’ll find it in Settings → Availability, at the bottom of the page. Your clients can also book in Hexfit Go. More information in this article.
My clients can’t find any available time slots or can’t book. What should I check?
Each time slot starts before it ends (for example, from 7:30 PM to 8:30 PM, not the other way around).
You have at least one model event of the “Appointment” type, with a visibility that includes your clients (“… + my clients”).
If your Google or Microsoft calendar is synced, times marked as “busy” are not offered to your clients.
The Warning setting (minimum notice) in your preferences can also block time slots that are too close.
If the problem continues, write to a Hexpert in the chat.
My client doesn’t see the appointment in their calendar. Why?
Check the visibility of the model event used: it must include your clients (“Me + my clients”, “My branch + my clients” or “My company + my customers”). See Step 2 above.
How can I offer appointments on the half hour (for example, at 4:30 PM)?
In your availability preferences, set the Increment to 30 minutes. More information in this article.
Can I create a recurring appointment?
Yes. You can repeat an event at a regular interval (every X days, weeks or months). More information in this article.
Do my Hexfit appointments appear in my Google or Microsoft calendar?
Yes, once your calendar is synced. Only appointments added after the sync are added to it. Events from your Google or Microsoft calendar do not appear in Hexfit, but “busy” times are not offered to your clients. More information in this article.