Get your business ready for bookings
Sign in to your business account and complete Get started. Add your business name, first location and its timezone, a service with its duration, and the team member's working hours. Check prices, deposits and currency before sharing your booking page. Branding is optional during setup.
Open your booking page and make a fictional test booking as a customer would. Check the location, service, team member and time in your calendar, then cancel the test booking. This helps you spot setup mistakes before inviting customers.
If the expected time is unavailable, check the location timezone, working hours, service duration, buffers and time off. An appointment or a temporary pending booking may also occupy the time.
Plans and your first trial
The hosted monthly plans are Free at $0, Pro at $49 and Max at $199 USD. Free needs no card. The plans allow 1, 4 and 25 total team logins respectively, including the owner. Bookable provider calendars have separate limits of 1, 4 and 25. Pending invitations also count toward the team-login limit until they are accepted or expire. Customers do not use team logins. An owner who also takes appointments occupies one place in each allowance.
A business that has never used a trial can take its first 14-day Max trial with a card supplied at checkout. A previous trial counts even if it was cancelled or did not become a paid subscription. Starting on Free, or leaving an earlier checkout unfinished, does not by itself use a trial.
Before confirming, check the trial end date, recurring price, billing interval, any tax and the total shown at checkout. Unless you cancel before the displayed trial end date, the plan continues as a paid subscription and the card is charged. Cancel through Billing before that date to avoid the trial conversion charge. Your cancelled trial continues until its displayed end date, after which the business falls back to Free.
Use the offer and dates shown in your own account. If checkout is unavailable, contact support rather than repeatedly starting new checkouts.
Manage billing, cancellation and plan changes
An Administrator manages the business subscription through Billing. Your Calbok subscription and payments your customers make for appointments are separate.
Paid monthly subscriptions renew automatically until cancelled. You can cancel renewal in Billing without a support call or manual approval. Read the confirmation and keep the displayed end date. Paid access continues through the current billing-period end, then falls back to Free. You can resume renewal before the scheduled end in Billing.
Cancellation does not erase team members, customers or bookings. Data deletion is a separate request. Cancelling a paid month does not provide a prorated refund for unused days. Contact support about an incorrect or duplicate charge, an approved exception or a refund required by applicable law.
Before confirming a plan change, review the estimated additional charge or credit. A credit may apply to a future invoice rather than become a cash refund. A downgrade keeps existing records, but creation limits can restrict new additions when usage exceeds the lower plan.
If a renewal fails, use Billing to update the payment method and complete payment within the seven-day grace period. After that, paid features are restricted while the owner retains billing and account-recovery access.
Work with appointments and the calendar
Use the calendar's date, location and provider filters to find the right appointment. Check the displayed timezone, particularly when viewing another location. Open the appointment to review its status before changing it.
Administrators and Front desk staff can book and manage appointments. When rescheduling, choose an available time and check the saved result. If a conflict prevents the change, choose another slot. Mark an appointment completed or no-show only after its start time. Use cancellation when the appointment will not take place.
A Provider sees their own schedule and manages their own time off. A Viewer has read-only access. Ask an Administrator if the action you need is unavailable.
Complete booking verification
If a booking asks for verification, use the latest code sent to the email address entered during booking. Check the address and spam folder if the message is missing, then use the resend control if offered. Resending replaces the earlier code and does not extend the original verification window.
A pending booking is not a confirmation. Follow the booking page's next step, which may include a required deposit, and check the final status. If the code or temporary hold has expired, return to booking and choose an available time. Contact the business about appointment arrangements; contact Calbok support about a product problem.
Import customers
An Administrator can open Customers and choose Import customers. Choose Download a sample file and use its column headings: name, email, phone, locale, tags and notes. Name is required. Use a CSV file and stay within the limit displayed in the import dialog.
Keep notes administrative, such as a preferred appointment time. Leave clinical histories, diagnoses, insurance details and treatment information out of the file.
Review the imported, skipped and error counts when processing finishes. Existing matching customers are skipped rather than overwritten. Download skipped and error rows to see the reasons, correct the relevant rows and import again. An import may finish in the background; reload Customers to check its progress. Keep the original file until you have checked the results.
Choose the right staff access
| Role | Access |
|---|---|
| Administrator | Manages the business, settings, billing, staff and reports. Can import customers and manage customer-data requests. |
| Front desk | Books and manages appointments, sees the customer list and records payments. Does not manage settings, subscription billing, staff or reports. |
| Provider | Sees their own schedule, manages their own time off and sees contact details for their own customers. |
| Viewer | Reads bookings and reports without making changes. |
Give each team member the role they need. A login and a bookable provider calendar are separate: someone taking appointments also needs their provider record linked to their login.
Get support or request recovery help
Open Help in the business panel, then choose Help center or Email. Hosted Calbok support is [email protected]. Customers with questions about an appointment should contact the business that accepted their booking.
For a product problem, describe the action, the time it happened, the visible error and what you expected. A screenshot with customer details hidden can help. Do not send passwords, verification codes, payment-card details, clinical information or a full customer export by email.
If records appear missing or a restore may be needed, contact support before making further bulk changes. Describe the affected area and approximate time. Support must first establish what happened and whether a suitable backup and authorised recovery path are available. Recovery is not guaranteed. Keep data-deletion requests separate from cancellation and restore requests.