The calendar and the list

• Calendar — the view that fits the industry, chosen from the View menu: Day in columns / 3 days / Week / Month with a column per resource (salons, clinics, agencies); Timeline with a row per room, table or unit and bars across the day (restaurants) or across a fortnight of dates (hotels and rentals, where a bar runs from check-in to check-out); Timetable, a week of classes and sessions with seats taken (gyms, courses, tours); Arrival windows, the day’s windows across and a row per technician with each job’s address (home services); Agenda, the week as a table; Floor plan, today’s tables. Click a booking to open it, move it or cancel it. + Add books for a customer; “Repeat” books the same slot every week, fortnight or month (each date checked; a taken one is reported), and a booking in a series can cancel the rest in one go.
• All bookings — the same bookings as a list, filterable and exportable.
• Floor plan — tables or rooms laid out; useful for restaurants and venues.
• Sessions — classes with seats, their schedule and attendees.
• Waitlist — customers who wanted a slot when none was free (the assistant offers it when nothing suits); when one opens, reach them from their conversation and mark them booked.
• Reports — bookings by service, resource and period.

Reminders go to the customer on WhatsApp before the booking when the number is connected.

Adding a booking

Click an empty time (or + Add) and start with who it is for: type a name or the last digits of their phone, or New client. Their packages appear with sessions left and the date each is valid until, and the service their package is for is picked for you. Services are one tap each. Repeat is Once, Every week, Every 2 weeks or Every month; with a package for that service the number of times is set to the sessions it has left, so the bookings run until the package runs out. Each date is checked for a free slot and a taken one is skipped and named. Tick Provisional to pencil it in. More options holds the internal note and any optional booking questions.

Any time, and side by side: under the free times, Type a time instead takes any date, start and length, outside the free-time grid and your opening hours, for whichever coach you choose under With (book for a colleague as for yourself). If they already have someone then, it says who; tick Alongside another booking to book it as a parallel session. Both show side by side on the calendar. Customers booking online still see only free times.

Settling a session in one place

Click a booking and the card at the top lists the client’s packages with sessions left (and the date each is valid until), the one for this service already picked. Then one tap: Done takes one session from the package and marks the booking completed; Late cancel cancels it and still takes the session; No-show marks it missed and takes the session; Cancel cancels it and takes nothing (the line under the buttons says so when a package is picked). Tap the chosen package again to take nothing. Give it back returns a session taken by mistake, and reopening a cancelled or missed booking returns it too. A session is never taken twice for one booking.

Duplicate copies the booking (same client, service and person) to another date and time, a week later by default. The copy goes in as provisional. Provisional bookings, also a tick box on a new booking, are pencilled in: they hold the time and show faded with a dashed edge, but no confirmation or reminder goes out until you press Confirm on the card.

When a client’s package is down to 2 sessions, 1 or none, the bell tells the team (Settings → Notifications, “A client’s package is running out”). Nothing is sent to the client.

Calendars for your kind of business

The calendar opens with a few saved calendars as pills along the top, chosen for your industry (from your business profile). Each pill is a calendar of its own: its view, the people or places it shows and in what order, the bookings it shows, and its colours. Tap a pill to switch; the date stays.

• Gyms and studios: Classes (the week’s timetable with seats taken), PT sessions (a column per coach, appointments only) and Recovery room (a column per room).
• Salons and spas: Stylists (a column per stylist), Rooms and chairs, and the Week.
• Clinics: Practitioners and Treatment rooms, side by side columns for each.
• Restaurants and cafés: Tables (a timeline with a row per table, coloured by status) and the Floor plan for today.
• Hotels and stays: Rooms (a timeline of the fortnight, a bar from check-in to check-out), the Month, and Arrivals.
• Home services: Today’s jobs (the arrival windows across, a row per technician, each job’s address) and Technicians.
• Every industry also gets the Agenda: the next seven days as a table in time order, with the same flags as the cards.

Until you save your own, the calendar follows your industry: change the industry in your business profile and the calendar changes with it. Once saved, it stays as you set it.

Customise the calendar

1. Bookings → Settings → the Calendar tab (owners and admins).
2. Under Calendars, Edit a calendar or Add a calendar: give it a name, pick its view, what makes the columns (staff, rooms, tables and units, equipment, or service), Choose and order to pick who shows and move them up or down, tick the kinds of booking or the services it shows, and its colours (by staff or room, service, service category or status; a legend under the toolbar names each colour). Tick Default for the one that opens first.
3. Views in the View menu: the views offered for a one-off look at the same calendar.
4. Hours and days: the visible hours (your operating hours, or set hours), the slot size (5, 10, 15, 30 or 60 minutes: the grid’s lines and where a click or a drag lands), the first day of the week, hiding days you are closed, and hiding inactive people and places.
5. What a booking card shows: client name, service, staff or room, status, price, the alert icon, Form missing, sessions left, a New mark on a client’s first booking, the start of the notes, and the party size; then Comfortable or Compact. The preview shows a sample card as you go.
6. Save calendar settings. Reset to industry default fills the form with your industry’s calendars again; nothing changes until you save.

The marks on a card mean the same in every view: a coloured icon for a pinned alert (red for health, amber for caution, blue for info), an amber form icon for Form missing, “8 left” for the sessions left on a membership, and New for a client’s first booking. Hover or press a card to read them in full; the booking opens with the alert, the form to send and the membership at the top.

Your own default calendar

On the calendar, Make this my default opens that calendar first for you, in this browser, whatever the workspace’s default is (a coach can open on PT sessions while the front desk opens on Classes). Use the workspace’s puts it back.

On a phone

A booking opens full screen with Back at the top-left. Pills under the title jump to its Alerts, Forms, Sessions and Visit notes, so you can send a form or write the visit notes from the floor. The calendar itself scrolls sideways inside its frame.

Blocked time: breaks, leave, a doctor’s visit

Blocked time takes a person (or the whole shop) off the calendar for a while: customers are not offered those times, and the AI Agent stops offering them, unless you tick “Customers may still book online during this time”. Pick a type (break, lunch, meeting, training, holiday, sick leave), the date and times or All day, “Until” for several days, and a repeat (every day, week or month) for a regular lunch break.

• Owners and admins press Block time (or click an empty slot → Block time) and tick who it is for: one person, several at once (a team training), or nobody for everyone (the shop is closed). They can change or delete anyone’s blocked time.
• Everyone else (moderators and agents, such as your stylists) sees Block my time instead. It blocks only their own time, is already set to them, and they can change or delete only their own blocks. Other people’s blocked time still shows on the calendar for them, read-only.
• Changed opening hours for a single day, and a person’s regular days off, are set by an owner or admin under Bookings → Resources → Days off.

Linking a login to a stylist

1. Invite the stylist to the team first (Settings → Team), so they have their own login.
2. Bookings → Resources → Edit on their row. Under Team member, choose them, then Save. The Member column shows who each row is linked to; do this for each stylist.
3. From then on they can block their own time on the calendar and connect their own Google Calendar. Until their login is linked, Block my time explains that an owner or admin has to link it first.

Google Calendar, both ways

1. Bookings → Resources → the Google Calendar column → Connect Google. An owner or admin can connect any row; a team member can connect the row that is them.
2. Google opens in a new tab: sign in with the calendar to use and allow doTask to see and edit its events.
3. Within a minute, bookings for that person or room appear in their Google Calendar (a class is one event with the seats booked), and anything busy there is blocked here: customers are no longer offered those times.

Busy times from Google show on this calendar with a dashed border and cannot be edited here; change them in Google and doTask follows within two minutes. Events marked “Free” in Google, and ones you declined, do not block anything. Disconnect from the same column: busy times stop blocking, and the events already written stay in the calendar.

Google Meet calls

For a call instead of a visit, tick “Add a Google Meet link to each booking” on the service (Bookings → Services; appointments only). When a booking reaches the staff member’s connected Google Calendar, Google makes a Meet call on that event; doTask saves the link on the booking and emails it to the customer from your workspace email address, usually within a minute or two. The link is also on the booking here, in email reminders, and on the booking page under “Already booked? Manage”. Moving the booking keeps the same link; cancelling removes the event. The staff member’s Google Calendar has to be connected (Bookings → Resources) or no link is made.

Customers can also book without chatting: Bookings → Settings shows your booking page link (for a bio, a QR code, a website button); it lists services and free times and confirms on the spot.