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Let's get started!

Please note:
If you have already completed any of the following steps, simply skip them.

Please have the following information to hand.

Opening hours

Your opening hours, including special opening times on public holidays.

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Your opening hours, including special opening times on public holidays.

Bookable services

You should have determined which services you wish to make bookable.

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You should have determined which services you wish to make bookable.

Information about your staff and freelancers

You should have determined which employees and freelancers you wish to be shown on the appointment booking display.

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You should have determined which employees and freelancers you wish to be shown on the appointment booking display.

Know your equipment

You should know which equipment you wish to make bookable for your services.

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You should know which equipment you wish to make bookable for your services.

Company logo

A symbol for everything your company stands for.

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A symbol for everything your company stands for.

Company image

This shows what you do or the sector in which you work.

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This shows what you do or the sector in which you work.

1. Understanding your Main Dashboard.

As soon as you have subscribed to the appointment booking widget, a new "Appointment booking" tab will appear on the left side of the main menu. This is where you will find the configuration settings and Smart Booking Control (appointment booking display).

2. Enter your branches and opening hours.

Enter your branches and opening hours under "Company" in the section "Place of work & opening times". This is important so that bookings can be made for the correct location and only during opening hours.

Nice to know.

Don't forget to also enter your opening hours on special days like Christmas, Easter, etc. These times will become synchronised with your Online Booking facility to avoid you receiving bookings when you are closed.

3. Create items.

You will need to create an item for every service that you wish to offer.

Example: "Washing, cutting, blow-drying" item. Please note that an item must be assigned a "Service" product type to enable a service to be created from it. Please also specify the appropriate categories and filters in the "Online Booking" section for the item.

Nice to know.

You can enter the service "Colouring, washing, cutting, blow-drying" plus the associated variants "Short-hair" and "Long-hair". You also have the option of defining different prices for these variants and, later on, the respective duration of the service.

4. Enter your employees.

Resources comprise employees (people) and the tools or spaces (equipment) that you need to provide services to your customers. Key resources are the resources that you use the most. These are displayed by default in Smart Booking Control (calendar overview).

If you also wish to take advantage of KLARA's other integrated modules like Payroll for example, then you should fully enter the person who works for you as an employee. Instructions for doing this can be found here.

Next, you will need to select the branch in which he or she works. It's also good to add a picture so that your customers can visualise who will be serving them.

Nice to know.

If you mainly wish to use the "Online Booking" facility, then you can also manage your employees as external individuals.

5. List your equipment.

Equipment comprises tools that you need to be able to offer your services. This is a limited set of equipment which you will need to manage carefully to ensure that there is always one set available to serve the customers who require a booking. In a hairdressing salon, for example, these will be the hairdressing chairs and the hairdressing trolleys.

Good to know.
  1. Key resources are displayed in Smart Booking Control. All other resources will remain hidden. Please note: If you have defined such "standard" resources as being bookable, then these will be able to be booked without you seeing this within Smart Booking Control.
  2. If the space or room where the service is provided is the critical factor in your sector (i.e. escape rooms, co-working spaces, etc.), then you can also enter just equipment as the key resource.

6. Create a resource group.

Resource groups serve to group those resources (people and equipment) that are required to offer your services. To provide the service "Colouring, washing, cutting, blow-drying" for example, you will need a hair stylist and a hairdressing chair. However you can use a trainee to provide the "Washing and blow-drying" service, but you will always need to have a hairdressing chair available.

You can decide whether the resources within the group are to be selected manually when booking an appointment, or whether they should be assigned automatically. For example, in a hairdressing salon it makes sense to be able to book the employee, but not the hairdressing chair, as the chair is unlikely to be important to the customer. So here, in both instances you would select "No, assign automatically" for the hairdressing chairs. For the hairstylist, for example, you would select "Yes, allow manual selection" under "Resource selectable", and "Yes, allow manual selection" under "Customer selectable".

Nice to know.
  1. Examples of resource groups
    •  Resource groups containing people
      • Trainees: persons who can only provide certain services
      • Hairstylists: persons who should be used selectively for their specialist skills
      • All-rounders: persons who can used for all tasks
    • Resource groups containing equipment
      • Hairdressing chair
      • Hairdressing trolley
      • Hair washbasin
  2. During group creation, several people can be assigned to a group at the same time.
  3. Please note that automatic assignment is based on the order in which people and equipment are entered. This means, for example, that the uppermost resource in a resource group will be assigned first. You can change the resource order using drag & drop.

7. Create a service.

The next step is to complete the compilation and description of your services that you have already entered as items in Step 3. Please note: You will need a corresponding item for each service you that offer. Only service items are displayed here.

  1. You should enter the time it takes to provide your service. Note that you can also adjust this time in Smart Booking Control, but customers cannot do this when booking on the website.
  2. You should also decide whether to allow your customers to book the service directly on the website or whether the booking can only be made internally by your staff.
  3. Next, you should select the resource groups that are needed to offer the service and drag and drop these into the respective service.

8. Configure your web presence.

Personalise your web presence according to your preferences. You will receive automated suggestions that have been adapted to complement your company's image. Select an accent colour and your own font concept. Also describe your company in a few sentences. This will allow your potential new customers to know exactly what your company does.

9. Configure Online Booking.

You will need to move the Online Booking module up to the active modules for the website so that the module becomes visible on your website.

You can select whether or not the prices for your services are displayed. In future, you will also be able to determine the order in which bookings are made. You will also need to define the time slots for appointments, specify how far in advance appointments can be booked and the latest time at which an appointment can be cancelled.

Write a thank-you message that will be displayed when a booking has been made.

10. Import your customers.

To be able to assign your customers to appointment slots in Smart Booking Control, we recommend that you import your customer list into KLARA. You can download our Excel template and then enter your customer information into this. Upload the list again and your customers/partners will all have been entered into the system. Instructions for doing this can be found here.

Nice to know.
  1. You can also create a new customer directly via Smart Booking Control when booking an appointment.
  2. When customers make a booking on your website, our system will match the customer's address with your customer base. If you have already entered this customer, the booking will be assigned to this customer.

You are all setup!

klara-website-illustration-download-bereit-purple

Well done! Congratulations on setting up your Online Booking!

Working with KLARA Online Booking.

Now that you have everything set up, your business can start: Find out here how to work with KLARA Online Booking.


Did you already know?

KLARA Accounting integrates perfectly with:

KLARA Payroll.

Do you already use KLARA Payroll? Post your salary payments automatically to your Accounting.

KLARA Project.

Manage tasks, enter times and materials: Invoice your projects and post them directly to your Accounting. All with just a single tool.

KLARA POS.

Serve your customers in an instant. Thanks to full integration with KLARA Accounting, see your sales figures at a glance.


KLARA will support you.

Do you have a technical question? Discover our offers and receive support from KLARA.

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FAQ
Do you have a technical question? Discover our offers and receive support from KLARA.

Wir übernehmen für dich die Einrichtung deiner Buchhaltung. Du lieferst uns die benötigten Informationen und wir übernehmen den Rest. Für die Einrichtung benötigen wir einige Daten von dir. Dazu werden wir uns bei dir melde

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Online training courses
Tips, tricks and step-by-step instructions are available in our online training courses.

Wir übernehmen für dich die Einrichtung deiner Buchhaltung. Du lieferst uns die benötigten Informationen und wir übernehmen den Rest. Für die Einrichtung benötigen wir einige Daten von dir. Dazu werden wir uns bei dir melde

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Videos
KLARA supports you in your work by providing short explanatory videos on individual functions

Wir übernehmen für dich die Einrichtung deiner Buchhaltung. Du lieferst uns die benötigten Informationen und wir übernehmen den Rest. Für die Einrichtung benötigen wir einige Daten von dir. Dazu werden wir uns bei dir melde

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KLARA Community
The KLARA Community is a place for mutual knowledge transfer and information exchange about KLARA.

Wir übernehmen für dich die Einrichtung deiner Buchhaltung. Du lieferst uns die benötigten Informationen und wir übernehmen den Rest. Für die Einrichtung benötigen wir einige Daten von dir. Dazu werden wir uns bei dir melde

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