Business — getting started
How your Calbok is managed (read this first)
Your Operator provisions Calbok and manages platform settings. Your business admin
manages the daily booking setup in /app, including services, team members,
locations, availability, customers, and appointments.
The business panel has six main choices:
- Home: today's appointments, quick actions, and the setup checklist.
- Calendar: create, move, and review appointments.
- Customers: contact records and customer data requests.
- Reports: KPI dashboard and customer reviews.
- Setup: Services, Team, Locations, and Discounts.
- Settings: business and branding, booking page, payments, messages, calendar sync, users and roles, and billing and plan details.
This guide identifies platform settings that still need your Operator.
First-time setup
When your account is created you receive an onboarding email; follow its link to
set a password, sign in to your business panel (/app), and complete the
Get started wizard:
- Business basics — your business name and address.
- First location — name, timezone, and currency (where appointments happen).
- First service — what you offer (duration, buffers, capacity, optional deposit).
- Working hours — a provider and the weekly hours you are open to book.
- Public-page branding — optional logo, brand color, and support contact.
The wizard will not let you finish until the first four steps — business, location, service and working hours — are complete: that is the minimum needed to generate bookable slots. Branding (step 5) is optional and can be added at any time from the setup checklist on your dashboard. Once you finish, your public booking page is live.
After onboarding, use Setup to maintain locations, services, team members, working hours and time off. Use Calendar for appointments.
Locations
Use Setup → Locations to add or change a location. The onboarding wizard creates the first one.
A location is a physical address or virtual room. Every service and working-hours schedule belongs to a location. Each location carries:
| Field | Notes |
|---|---|
| Name | Shown to customers on the booking page |
| Timezone | Critical — all appointment times are stored in UTC and displayed in this timezone. |
| Currency | Used for deposit amounts and KPI revenue reporting |
| Address | Shown in confirmation emails and ICS calendar entries |
You can have multiple locations. Each location has its own working hours and its own set of providers.
Services
Use Setup → Services to maintain your service catalogue. The onboarding wizard creates the first service.
A service is what customers book — "60-min Cleaning", "30-min Consultation", etc. Each service carries:
| Field | Notes |
|---|---|
| Name | Shown on the booking page |
| Category | Optional grouping |
| Duration | How long the appointment takes (minutes) |
| Slot granularity | The interval bookable slots are offered on |
| Buffer before / after | Protected quiet time around each booking (e.g. 10 min after for cleanup) |
| Capacity | 1 = one-on-one appointment; >1 = group/class session (shared slot) |
| Deposit amount | A fixed deposit (in the location's currency) collected at booking; leave empty for no deposit |
| Cancellation window | Hours before the appointment; cancellations after this window forfeit the deposit |
| Refund policy | "Full refund", "No refund", or "Partial" — shown to the customer at booking |
| Reminders & messaging | Reminder offsets, per-service SMS reminders toggle |
| NPS / review follow-up | When enabled, the system sends a review request email after the appointment |
Group/class sessions
A service with Capacity > 1 is a session type: multiple customers can book the same slot up to the capacity limit, and the booking page shows remaining seats.
Providers
Use Setup → Team to manage people who deliver services, their working hours, and their time off.
A provider is a staff member who delivers services (practitioner, trainer, stylist, etc.). Each provider carries:
| Field | Notes |
|---|---|
| Name | Shown on the booking page if the service shows providers |
| Services | Which services this provider can deliver |
| Duration override | Provider-specific duration for a service (overrides the service default) |
| Locations | Which locations this provider works at |
| Working hours | Set per provider per location (see (Working hours) |
Working hours and schedule blocks
Use Setup → Team to change a team member's working hours or add time off. You set the initial hours during first-time setup.
Working hours define when a provider is available for bookings at a location: daily start/end times, interpreted in the location's timezone; a day left empty marks the provider unavailable that day.
Schedule blocks are exceptions — breaks, time off, holidays, or blackouts:
| Block type | Use for |
|---|---|
| Break | Recurring lunch break, meeting, etc. |
| Time off | Holiday, sick day |
| Blackout | "No bookings" for a specific window regardless of reason |
Blocks can be recurring (e.g. "every Monday 12:00–13:00 for a 1-hour lunch"). The booking engine respects blocks exactly — a customer cannot book into a blocked slot.