AppointmentGuru Help

Need help using AppointmentGuru? Here you’ll find all the info you need!

FAQs

Quick answers to some of the most common questions people have about AppointmentGuru

Block off time during your operating hours
You can block off time in your calendar for personal events during opening hours so that people cannot book appointments when you're busy
How do I get help from AppointmentGuru?
We're here to help! You can get us on email, chat and even in-person :)
How do notifications work?
One of the beautiful parts of AppointmentGuru are the automated notifications. Allowing notifications to automatically run in the background allows you to focus on your business and other important parts of your life.
How does AppointmentGuru work?
AppointmentGuru is not only appointment management software, it also manages your clients and billing through notifications and automation.
How does invoicing work?
AppointmentGuru's invoicing works for anyone and it also caters for South African medical practitioners whose invoices are submitted to medical aids. This means you can include various codes like ICD-10, process, procedure and NAPPI codes.
How much does AppointmentGuru cost?
* After the free trial, AppointmentGuru costs R450 per month. * Additional users after your first user are billed at R400/head
Is there a mobile app I can use?
AppointmentGuru offers two mobile apps. An app to manage your appointments and clients. And another app for your clients to book and manage appointments with you.

Getting started

Useful lessons to get your up to speed so that you can start getting the most out of AppointmentGuru as quickly as possible

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How do I add an appointment?
Adding appointments is a key functionality of AppointmentGuru!
How do I add the appointment types that I offer?
Before adding clients or scheduling appointments, you'll need to define the type of appointments you offer.
How do I get help from AppointmentGuru?
We're here to help! You can get us on email, chat and even in-person :)
How do I login?
Your AppointmentGuru account is accessible via a web and mobile app. Both use the same login details!
How does AppointmentGuru work?
AppointmentGuru is not only appointment management software, it also manages your clients and billing through notifications and automation.
How much does AppointmentGuru cost?
* After the free trial, AppointmentGuru costs R450 per month. * Additional users after your first user are billed at R400/head
Where do I add my clients?
Add a client when creating an appointment or via the Client page in your AppointmentGuru account
Where do I add my physical address?
An important part of allowing your clients to schedule appointments with you is making sure they know where you are! You'll be able to add your location(s) when adding your appointment types and operating hours.

Your account settings

Setting up AppointmentGuru is important. This section shows how you can configure your account so that your business runs smoothly!

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Add your invoicing settings
Personalise your invoices and add general information that will appear on all invoices generated from your AppointmentGuru appointments.
Adding my logo and profile pic
Be recognisable! Show your clients your profile pic and logo.
How do I add the appointment types that I offer?
Before adding clients or scheduling appointments, you'll need to define the type of appointments you offer.
How do I login?
Your AppointmentGuru account is accessible via a web and mobile app. Both use the same login details!
How does reporting work?
Reporting gives you useful insight into your business. Most of AppointmentGuru's reporting is automated - meaning that you only need to use AppointmentGuru to generate the info.
Is my information and data safe and secure?
AppointmentGuru takes your privacy and the privacy of your clients seriously. We have taken every effort to achieve best practices in terms of privacy and data storage.
Is there a way for to be unlisted from the directory on the mobile app?
Being listed in the AppointmentGuru directory is optional and you can unlist your business if necessary.
Linking your Facebook page and AppointmentGuru
If you have a Facebook page that your clients visit, you can easily link Facebook and AppointmentGuru.
Resetting your password
If you can't remember your password, we will have to reset your password for you.
Setting up your account
To start using AppointmentGuru, you'll need to add and edit your settings. You can do this yourself by clicking on *Settings* (on the left in your account) or ask us to help!
Table talkers
AppointmentGuru customers get free table talkers to help encourage clients to make appointments with you.
Updating operating hours
Specifying your operating hours means clients won't be able to book appointments with you when you're not available.
Use your email signature to let your Clients know about AppointmentGuru
The signature space on emails is a useful place to let your Clients know that they can book appointments with you.
Where do I add my physical address?
An important part of allowing your clients to schedule appointments with you is making sure they know where you are! You'll be able to add your location(s) when adding your appointment types and operating hours.
What's new?
Take a look at the recent changes made to the AppointmentGuru platform
Delete your account
Deleting your account will delete any appointments, clients and invoices you've added.

Adding and managing appointments

Appointments are at the heart of AppointmentGuru. This section guides you through the basics and onto more advanced topics like repeat appointments, blocking out time for yourself and more.

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Block off time during your operating hours
You can block off time in your calendar for personal events during opening hours so that people cannot book appointments when you're busy
Cancelling an appointment
Appointments can be canceled from the Calendar, Appointment or Clients pages.
How do I add an appointment?
Adding appointments is a key functionality of AppointmentGuru!
How do I know when a client has booked an appointment with me?
Whether a client has made a booking with you on your free website or via the mobile app, you will be sent an SMS or email notification that the appointment has been made.
How to reschedule an appointment
Easily cancel or reschedule an appointment by clicking on it.
Adding and editing notes to an appointment or client
Adding notes to an appointment can help to keep track of a client. You'll be able to refer back to those notes when you see clients repeatedly by viewing them on the Client page.
Is there a mobile app I can use?
AppointmentGuru offers two mobile apps. An app to manage your appointments and clients. And another app for your clients to book and manage appointments with you.
Make automatically repeating appointments
If you have regular clients, there's an easy way to create repeating appointments so that you don't have to add them one-by-one.
Marking an appointment and invoice as paid
If a client has made a payment with cash or via EFT, remember to mark the appointment or invoice as paid.
Sync to a phone calendar app
Sync the AppointmentGuru calendar to your calendar app(s) on your phone.
Sync to an Outlook or Calendar app
Sync the AppointmentGuru calendar to your calendar app(s) on your computer
View a list of appointments with a particular client
View a list of appointments with a client by going to the Client page and clicking on their name on the list.
Viewing a note added to an appointment
Add a note to an appointment by clicking on the appointment or client.
Creating an appointment for a child or dependant
You can create an appointment with notifications and integrated invoicing and attach it to an existing customer
Delete an appointment
Appointments can be deleted completely, and they won't be visible in a clients history.
Reschedule or delete a series of repeating appointments
Easily reschedule or delete a series of repeat appointments
Online meeting appointment types
Set your meeting type to "online" and AppointmentGuru will take care of all the online meeting admin
Different appointment types and how to use them
AppointmentGuru supports a number of different appointment types such as standard appointments, flexible location appointments, online appointments and private appointments
Home visits or flexible appointment types
Use flexible appointment types for home visits or appointments where the location is not a fixed address

Adding and managing clients

AppointmentGuru lets you manage your customers so that you can offer them the best service possible

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How do my clients book appointments with me?
With AppointmentGuru, you'll be able to encourage your clients to manage their own appointments and also give them access to information about your business.
Is there a mobile app I can use?
AppointmentGuru offers two mobile apps. An app to manage your appointments and clients. And another app for your clients to book and manage appointments with you.
Send an email to your clients telling them about AppointmentGuru
Encourage and empower your clients to manage their appointments with you - send them details on AppointmentGuru and how it works.
Updating a clients contact information
Quickly update your clients contact information on the Client page.
What can my clients do on the mobile app?
AppointmentGuru offers an iOS and Android app for your clients to book and manage their appointments with you.
Where do I add my clients?
Add a client when creating an appointment or via the Client page in your AppointmentGuru account
How do I see which client has a birthday today?
View a list of birthdays for the day and month
Can I send a bulk SMS or email to all my clients?
If you'd like to send a bulk SMS or email to your clients, we can help!
Export your client list
Sometimes you'll need to export your client list!
Merging two clients - safely removing a duplicated client
Merge two clients together, porting all their appointments, invoices, notes and medical aid information

Your website

With AppointmentGuru you get a free website. Look like a pro online

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Can I add the booking widget to my existing website?
If you have an existing website and would like to add the AppointmentGuru booking widget, you can!
Can I change the background on my website?
If you're using the free website AppointmentGuru provides, you can easily edit the background to suit your brand and services.
Can I use my own domain name with my website?
Instead of using the address given by AppointmentGuru for your website, you can use your own address.
What is the free website?
The free website included in your AppointmentGuru account displays info on your services as well as a booking widget where clients can make their appointments.
What's the address of my website?
You'll find the address of your website on the *Get Online* page of your AppointmentGuru account settings.

Notifications

AppointmentGuru comes with a sophisticated notification platform. From confirmations to reminders, invoices and receipts, AppointmentGuru has got you covered. Learn how to configure your communications so that the perfect message is sent every time

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Editing information on the automatic client notifications
When an appointment confirmation or reminder is sent to your Clients, you can add extra information they may need to know. For example, telling them to wear comfortable clothes, or to knock because the buzzer is broken - anything to make your life easier!
How do I know when a client has booked an appointment with me?
Whether a client has made a booking with you on your free website or via the mobile app, you will be sent an SMS or email notification that the appointment has been made.
How do notifications work?
One of the beautiful parts of AppointmentGuru are the automated notifications. Allowing notifications to automatically run in the background allows you to focus on your business and other important parts of your life.
Sending your invoice and automatic payment reminders
Cashflow in any business is important and chasing outstanding payments can be time-consuming. Easily resend an invoice, as many times as you like.
Turning notifications off
Toggle the checkbox next to *Send notifications* in order to choose whether or not to send a notification.
Where do I see what notifications have been sent to a client?
If you need info on notifications sent to a client, go to the *Messages* page in your AppointmentGuru account.

Calendar and schedule

Learn how to manage your schedule with AppointmentGuru

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Block off time during your operating hours
You can block off time in your calendar for personal events during opening hours so that people cannot book appointments when you're busy
Sync to a phone calendar app
Sync the AppointmentGuru calendar to your calendar app(s) on your phone.
Sync to an Outlook or Calendar app
Sync the AppointmentGuru calendar to your calendar app(s) on your computer
How to fix a missing calendar on iOS
It can happen that iOS stops updating your AppointmentGuru calendar. You can fix this by refreshing your iPhone calendar.

Invoicing your clients

Invoicing is one of AppointmentGuru's strong points. Out automated invoicing system will save you hours of admin

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Add your invoicing settings
Personalise your invoices and add general information that will appear on all invoices generated from your AppointmentGuru appointments.
Adding medical coded line items to your invoice
Some invoices may require more detail in the form of line items, particularly codes for medical aid submission.
Adding personal and medical aid information
Personal and medical aid-specific information (scheme name, number, client details etc) can be added to invoices. When you add these details, you'll only need to add them once and they will always appear on invoices made for that particular client.
How do I export my invoicing data
Need to download all the data for the invoices you've generated this month? We can help you with that.
How do I give a client a discount for an appointment?
The appointment types that you would've added in your account settings have an associated cost for the client. However, if you'd like to give your client a discount so that the correct reporting appears on your dashboard and also appear on their invoice, you can do so!
How does invoicing work?
AppointmentGuru's invoicing works for anyone and it also caters for South African medical practitioners whose invoices are submitted to medical aids. This means you can include various codes like ICD-10, process, procedure and NAPPI codes.
Marking an appointment and invoice as paid
If a client has made a payment with cash or via EFT, remember to mark the appointment or invoice as paid.
Sending your invoice and automatic payment reminders
Cashflow in any business is important and chasing outstanding payments can be time-consuming. Easily resend an invoice, as many times as you like.
Submit an invoice to medical aids
Easily email an invoice to the medical aid on behalf of a client
How does the SnapScan integration work?
AppointmentGuru offers an integration with SnapScan so that your clients can pay invoices via the SnapScan app.
One invoice for one appointment
Quickly create an invoice for a single appointment, with or without lineitems.
One invoice for many appointments
For those clients who book many appointments and you'd like to invoice for all of them in one invoice.
Adding a referring doctor or practitioner to your invoices
Whether you simply want to keep track of people who refer to you business or if you need to keep track for auditing purposes AppointmentGuru can help you out.
Invoicing for products
If you sell physical products, you can add them when invoicing your clients.
Automating ICD-10 and process coding
AppointmentGuru can automatically add ICD10 and process codes to your appointments.
Sending a statement
Create a statement from a list of due and/or paid invoices.
Delete an invoice
How to delete an invoice you've already created
Editing an existing invoice
How to edit an invoice you've already created
How to delete a payment
Remove a payment from an appointment you have accidentally marked as paid
Manage all invoice information for an appointment and create an invoice
The invoice details page lets you manage ICD-10 codes, pricing, discounts, line item descriptions, product sales and payment tracking - as well as creating an invoice
How to record a credit for a client
Sometimes you need to record a client credit. While this is not currently directly supported in AppointmentGuru, there is a workaround
How to password protect your invoices
With AppointmentGuru you can password protect your invoices. This will encrypt the pdf files that are sent via email as well as adding an additional layer of security to the invoice view webpage
Generate a client history report
You can generate a client history report for any client. This will generate a print friendly report detailing their appointments, diagnosis codes (ICD-10 and tariff codes) and any notes that you have stored on their profile

Your AppointmentGuru subscription

Everything you need to know about managing your access to AppointmentGuru

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Business cards
Once your AppointmentGuru free trial is over, and you've decided to stick with us, we'll send you some business cards that include your AppointmentGuru details. Those details are a link to your website as well as a QR code your customers can use to make an appointment with you via the AppointmentGuru app.
Can I get a refund?
Read up on our refund Terms to find out more...
Do I get an invoice or receipt for my AppointmentGuru subscription?
Once the payment for your AppointmentGuru subscription has gone through, you'll be emailed a receipt or you can download a copy in your AppointmentGuru account.
How do I pay for my AppointmentGuru subscription?
Near the end of your free trial, AppointmentGuru will send you an email with details on upgrading to a paid monthly subscription via credit card.
How long is the free trial?
The AppointmentGuru free trial is one month (30-days) from the moment you create your account.
How much does AppointmentGuru cost?
* After the free trial, AppointmentGuru costs R450 per month. * Additional users after your first user are billed at R400/head
Why am I seeing an upgrade notice?
During your free trial, you'll see an Upgrade button in your AppointmentGuru account. Your free trial lasts for a month and when it's over you'll be able to upgrade your account.
How do I refer someone to AppointmentGuru
Refer your network to AppointmentGuru and earn credit towards your monthly subscription

Integrations

Enhance the power of AppointmentGuru by integrating it with other products and services that you love

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Create a video call meeting with the Zoom integration
Connect your account to Zoom and AppointmentGuru will seamlessly connect your appointments with Zoom meetings
Connect your Zoom account
You can integrate your AppointmentGuru and Zoom accounts so that you can manage your Zoom meetings right from AppointmentGuru and have the meeting information automatically added to your appointments!
Add online meeting information to your notifications
When creating online Zoom meetings from AppointmentGuru, AppointmentGuru will automatically add your meeting information (join URL etc) to your notifications
Online meeting appointment types
Set your meeting type to "online" and AppointmentGuru will take care of all the online meeting admin
Zoom Integration
Everything you need to know to successfully integrate your AppointmentGuru and Zoom accounts
Uninstall the Zoom integration
If you want to disconnect your AppointmentGuru account from your Zoom account you can do this easily
Using Mailchimp with AppointmentGuru
Connect your Mailchimp and AppointmentGuru account to sync your clients list to Mailchimp and send them email campaigns. In addition, you'll be able to segment your audience and view the stats of your campaigns in your AppointmentGuru account.
Using Yoco with AppointmentGuru
Connect your Yoco and AppointmentGuru accounts to accept payments for your invoices.
Physitrack
Physitrack is the world leader in remote patient engagement. Install the integration and access your Physitrack programs and data directly from AppointmentGuru

Let us do it for you

There are a lot of things our friendly staff at AppointmentGuru can do for you to help get you setup.

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Business cards
Once your AppointmentGuru free trial is over, and you've decided to stick with us, we'll send you some business cards that include your AppointmentGuru details. Those details are a link to your website as well as a QR code your customers can use to make an appointment with you via the AppointmentGuru app.
How do I get help from AppointmentGuru?
We're here to help! You can get us on email, chat and even in-person :)
Send an email to your clients telling them about AppointmentGuru
Encourage and empower your clients to manage their appointments with you - send them details on AppointmentGuru and how it works.
Table talkers
AppointmentGuru customers get free table talkers to help encourage clients to make appointments with you.

Teams

AppointmentGuru works great with larger businesses too. Learn how you can get your whole team set up with AppointmentGuru

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AppointmentGuru Help

FAQs

Getting started

Your account settings

Adding and managing appointments

Adding and managing clients

Your website

Notifications

Calendar and schedule

Invoicing your clients

Your AppointmentGuru subscription

Integrations

Let us do it for you

Teams

Required cookies

Important cookies

Tracking cookies

AppointmentGuru Help

question_answer FAQs

trip_origin Getting started

settings Your account settings

alarm_on Adding and managing appointments

group Adding and managing clients

language Your website

add_alert Notifications

today Calendar and schedule

content_copy Invoicing your clients

subscriptions Your AppointmentGuru subscription

widgets Integrations

room_service Let us do it for you

groups Teams

Required cookies

Important cookies

Tracking cookies

FAQs

Getting started

Your account settings

Adding and managing appointments

Adding and managing clients

Your website

Notifications

Calendar and schedule

Invoicing your clients

Your AppointmentGuru subscription

Integrations

Let us do it for you

Teams