Setagendas DocumentationSETAGENDAS
All you'll ever need to ensure that your customers easily and efficiently complete the booking process. Everything you need to grow and manage your business.

Making Scheduling Easier with Setagendas

The central, most powerful module of the Setagendas platform that lets you create, edit and view all your staff, customers, appointments and many more.

Setagendas isn't just a scheduling tool-it's a full-blown, beautiful, incredibly user-friendly system for running your business end-to-end. The daily and weekly work schedule is available to you and your staff anytime, from anywhere.

Enable you to have a clear overview on your calendar and never miss anything.Set whether the calendar shows a daily, weekly, or monthly view by default.

Setagendas lets you export and download a spreadsheet of all past transactions in an adjustable timeframe with super easy recordkeeping power. Added a few very interesting graphs into the company dashboard of users.In these graphs you can see various information about appointments by date, appointments by services, total paid or unpaid appointments, service wise contribution in income for the selected date range (like for current week, month, today, next month, this month).


Setagendas Features

Check out what Setagendas can do for you.Enables you to quickly schedule your appointments.

  1. Empower Customer Reviews : Customers will have the ability to post a review about the quality of the service they received, directly on your booking page.
  2. Advanced filtering and searching of data : Easily see the exact data you need to see with searching and filtering options.Allows you to export a .CSV, Excel or print all your customer listings and their correlating data fields.
  3. Emails Notifications : Send an email at the time of booking, editing, or cancelled on appointments to staff and customers. Customizing the sender name and signature for notifications itself.
  4. Set Timezones & Business Working Hours : Set working hours for each day (adjust the open and close times for each day). Whether you have different locations or different countries, Timezones can be customized to fit your needs.
  5. Responsiveness on both Desktop & Mobile : Manage your workplace from anywhere either from your desktop or from your phone. Glance your Setagendas at anytime!
  6. Customize Account Appearances : You can quickly and easily change your account's default settings in the settings menu.Once updated, the change should take effect immediately.
  7. Staff Logins and Access Control : Staff login feature allows you to grant separate login credentials to your staff members in Setagendas.
  8. Graphical stats on appointments and Income in dashboard : Customize the dashboard to show and provide statistics and reports according to your company needs in Setagendas.

What are the Requirements for Setagendas ?

  • 5.6<=PHP Version
  • Live Server ( Recommended : Apache with PHP and MySQL )
  • MySQL Database
  • PDO Extension
  • Curl Extension Enabled

My Dashboard

Visualize and analyze your data with Setagendas dashboards.It help you to visually understand changing schedules conditions so you can make decisions based on the real-time data you have gathered with reports.

  • "This Week's Schedule" displays all appointments of all staff members for the current week.You can edit, assign/re-assign room, make payment or delete the appointment as needed.
  • You can filter dashboard record on this basis of date range filtration.
    • Display total appointments by default for this current week.
    • Confirmed Income is the income that have already occurred this week.
    • Projected Income is the income that have yet to happen this week.
    • Total Estimated is the sum of the previous two income, and should equal your total income by week's end.
  • Graphical stats on appointments and Income in dashboard :
    Setagendas have added a few very interesting graphs into the company dashboard of users.In these graphs you can see various information about appointments by date, appointments by services, total paid or unpaid appointments, service wise contribution in income for the selected date range (like for current week, month, today, next month, this month).

Calendar View

A quick, at-a-glance overview of appointments for the day, week, or month.Calendar view can be changed according to whichever calendar view and staff member you have selected.

  • To view an appointment, simply find and click on it in the calendar.
    1. View customer, provider and service name related to that appointment.
    2. Day/time, cost, note and status as a pending or confirmed.
  • Click anywhere on the calendar to start a new appointment.
    1. Select customer, provider and service name.
    2. Select Day/Time (Appointment should be in Future dates).
    3. Add any additional notes you may have.
    4. Specify appointment as private or not.
    5. Click Save, and the appointment will show up on your calendar.
  • View all the staff appointments together in calendar with details.

Customers

You can maintain a record of your customers, making it easier to book them for future appointments in just a few clicks.
Note To share your Booking Page, customers first add themselves to Setagendas, when booking their own appointments.

  • Navigate to the Customers tab. Click the Add New at the top of the customer list.
    1. Add basic details such as the customer's name, email address, and phone number etc.
    2. Update your profile image if you have to.
    3. Once you're finished, click "Save".
  • Find the customer you want to edit in the list. Click on that customer icon, and their details will appear in pane.
    • Click and edit any form fields you wish to change; Once you're finished, click "Save" and your changes will be saved automatically.
    • Appointment history will be automatically displayed in the main viewing area, to the right of the customer's information.
      1. View status of an appointment as pending or confirmed.
      2. You can edit, assign/re-assign room, make payment or delete the appointment as needed.
    • Click the "Stats" tab in Edit Customers tab within the Customers tab window. View Private and non-private Stat with total payment, remaining payment and paid payment.
    • Add or edit customer content notes.
    • Click the Add Appointment at the top of the edit customer to add new appointment within that customer account.
      1. Select customer, provider and service name.
      2. Select Day/Time (Appointment should be in Future dates).
      3. Add any additional notes you may have.
      4. Specify appointment as private or not.
      5. Click Save, and the appointment will show up on your calendar.
  • Find and click on the customer you wish to delete, and then click the icon button right next to their name.
    Confirm to delete.

Configurations

Essential info about a business that a customers can find on his/her booking page url & allows customers to post reviews directly on your booking page.

Company Booking Page

In Booking Page, You can copy Booking Page URL or simply copy SCRIPT to access your Setagendas Booking Page. By adding Self-service appointment scheduling, Give customers the opportunity to schedule an appointment on your calendar.

By Copy Booking Page URL

By Copy Booking Page Script and load booking page in your website by clicking on this "Booking Button" .

  1. Navigate Configuration > Booking page, the URL is listed here, select and copy the URL and make appointments.
  • View Calendar with appointments, company's details and all company's services and company's weekly schedule.
  • View all service providers list of company with name and image.Click on particular service provider to view all services and weekly schedule report of that service provider.
  • View all services list of a company with name, description, time, cost and buffer time.
  • View all Published reviews are visible on this booking page.Add review with name, rating, email address and note.Click Submit to add review.

Customer Reviews

Customer review feature allows your customers to post reviews directly on your Booking Page. Customer reviews are enabled by default in Setagendas.

  • To enable reviews on your booking page, follow these steps to disable or enable the customer reviews.
    1. You'll see an check box next to "Enable Reviews." Click the check box to activate or deactivate customer reviews.
    2. Click Submit button to submit a review
  • The submit review will then appear, under "Pending".
    1. "Published" the review, which will make it visible on your booking page.
    2. "Hidden" the review, which will keep the review filed in your system but will not make it visible on the booking page.
    3. "Delete," which will delete the review.
  • All Published reviews, which will make it visible on your booking page display here.
    1. "Hidden" the review, which will keep the review filed in your system but will not make it visible on the booking page.
    2. "Delete," which will delete the review.
  • All Hidden reviews, which will keep the review filed in Setagendas but will not make it visible on the booking page.
    1. "Published" the review, which will make it visible on your booking page.
    2. "Delete," which will delete the review.

Settings

The Settings menu allows setting the preferences for the Setagendas.

Staff

To book appointments, you need to have staff who can provide services for those appointments. Each staff person you add to your Setagendas account represents another scheduling calendar where you can book services.

  • Navigate to Settings > Staff, and click the Add staff at the top of the staff list.
    1. Enter the staff member's name, email address and phone number.
    2. Select Yes for whom you want to activate a separate login.
    3. Select the staff member's level of access(staff, admin, receptionist access).
    4. Once you're finished, click "Submit".
  • Find the staff you want to edit in the list. Click on that staff icon, and their details will appear in pane. You can edit information like login credentials, services, working hours, time off etc.
    • Click and edit any form fields you wish to change; Once you're finished, click "Save" and your changes will be saved automatically.
      1. Edit the staff member's name, email address and phone number.
      2. Update Yes for whom you want to activate a separate login.
      3. Update image as your profile image.
      4. Once you're finished, click "Update".
    • In this Services tab , select services that the staff member will provide.
      Note If the staff member doesn't have any services assigned to them, then you won't be able to book any appointments with them. You can delete services at a same time, if does n't required.
    • By default, your staff working hours are set to match the business operating hours. 
      1. Use the On/Off drop-down menu, as "On" position for every day your business is open, and "Off" for closed.
      2. Adjust the open and close times for each day.
    • You can add time off, which is ideal for longer periods of unavailability, usually days or weeks. Adding or deleting time off
      1. Click the "+Add Time Off" button.
      2. Adjust the start and end dates for the time-off period.When everything looks good, click "Save Changes."
      3. To delete a scheduled time-off period, click "Delete" in the bottom right corner, and confirm to delete. 
    • Feature allows you to grant separate login credentials and access controls level.
      1. Use the dropdown menu to update the staff member's level labeled as "Access Controls".
      2. Update staff email address.
  • Find and click on the staff you wish to delete, and then click the icon.Confirm to delete.

Services

You can add an unlimited number of services to your Setagendas account.You can use also organize and consolidate services into categories to help prioritize your services.

  • Click the Add service at the top of the services list.
    1. Choose a service color to help differentiate it in the calendar.
    2. Provide service name, description, cost, time and buffer time in minus.
    3. Specify which staff members can provide the service.
    4. Select category of the added service.
    5. Click the Submit button to add service.
  • Find the service you want to edit in the list. Click on that service icon, and their details will appear in pane.
    1. Click and edit any form fields you wish to change.
    2. Once you're finished, click "Save" and your changes will be saved automatically.
  • Find and click on the service you wish to delete, and then click the icon button right next to their name.
    Confirm to delete.

Service Categories

You can add Service categories to help organize your services.

  • To add services to the category, simply add category name.
    Note You can add each service to multiple categories.
  • You can delete a service category only if it does n't have a single service.To delete, find and click on the service category to delete, and then click the icon & confirm to delete.

Booking Appointment

It'll only take a few seconds and a few clicks to book an appointment in Setagendas.Every appointment is made of three ingredients: the staff, the service, and the customer. Once an appointment is booked you can edit, view, or delete it anytime.

  • Navigate to Settings > Booking, and click the Add Appointment at the top of the appointment list.
    1. Select customer, provider and service name.
    2. Select Day/Time (Appointment should be in Future dates).
    3. Add any additional notes you may have.
    4. Specify appointment as private or not.
    5. Click Save, and the appointment will show up on your calendar.
  • View all added appointments at a time with details like date/time, staff, customer name, cost & status.Appointments include actions :
    1. Edit an appointment.
    2. Reschedule or paid an appointment.
    3. Delete an appointment.
  • Find an appointment you want to edit in the list. Click on that appointment icon, and their details will appear in pane.
    Note If an appointment is confirmed and paid,then that appointment can't be edit.
    1. Update provider and service name.
    2. Update Day/Time (Appointment should be in Future dates).
    3. Edit additional notes you may have.
    4. Add cost and duration of appointment.
    5. Click Submit, and the appointment will show up on your calendar.
  • To delete an appointment, simply click on the appointment. Then click icon and confirm.
  • To assign or re-assign seats to an appointment, simply click on that appointment. Then click icon.
    1. Select the seat from dropdown.
    2. Click Submit.
  • To make payment to an appointment, simply click on that appointment. Then click icon.
    1. View all details customer with invoice details correctly.
    2. Select payment type as cheque or cash.
    3. Enter Payment.
    4. Click the "Submit" button when everything looks good.
    5. If the payment goes through successfully, you'll receive a success message.

Seat Management

You can assign or re-assign rooms/seats with room name in Setagendas for an appointment.You can filter data over a specified drop down values like for today, last week, upcoming, yesterday or last month.

  • Add rooms/seats with room name.Once added, the added room will reflect immediately in rooms list.
  • You can edit room name and delete, if does'nt required in rooms list.
  • You can filter rooms/seats data over a specified drop down values like for today, last week, upcoming, yesterday or last month.

Notifications

You can set in Setagendas to automatically sends email alerts for new or edited appointments, and reminders to staff and customers.

  • Sends out an email alert to Customer for any new, edit, or cancelled appointment.You can also sent email with timezones or send a "thank you" email to Customers for submitting a review.
  • Sends out an email alert to Staff for any new, edit, or cancelled appointment.You can also sent email with timezones or send a "thank you" email to Staff for submitting a review.
  • While you may not change the basic content of a email, you may customize what appears in the email sender field, along with the email signature.
    In the sections titled Sender name and email signature, click on the form field and enter custom details. Click to save your changes.
  • You can check the box next to each event to receive an activity notification about that events. Events that are unchecked will not appear in the activity stream when they occur.

Track Payment History

Generate a timesheet of all customer payment data reported. Setagendas automatically keeps track of every payment with customer name, booking id, payment type, payment amount and payment date/time.


Account Preferences

You can quickly and easily change your account's default settings in the settings menu.Once updated, the change should take effect immediately.

  • Customize Account Appearances: Settings > Preferences, Use the dropdown menu to select the settings of your choice. Your settings will be saved automatically, and the page should refresh in a few seconds to reflect the updated.
    1. Default calendar view as daily, weekly or monthly
    2. Set week start day in calendar view
    3. Set Custom time slot, calendar start hour, calendar stats, preferred language.
  • Configure Your Setagendas Booking Page: Settings > Company details, This informations will be presented on booking page and give customers essential information about your organization, such as your contact information, default currency, or website.
    1. Add company name, logo, email, phone number, address and website.
    2. Set your default currency for a company.
    3. Add short note "About You" as paragraph.
  • Settings > Business Operating Hours, update timezone and business operating hours.
    1. Use the timezone drop-down menu to set your default timezone.
    2. Use the On/Off drop-down menu, as "On" position for every day your business is open, and "Off" for closed.
    3. Adjust the open and close times for each day.

Export Reports

Keeps track of all appointment and revenue data. The Export feature allows you to recall information and filter over a specified date range.

  • Keeps track of all appointment data from your very first appointment and onward. The Export feature allows you to filter data over a specified date range.
    1. Use the date range with start and end date.
    2. Select the specific services and staff from drop down menus to filter your search. Once all parameters are set, click the "Generate" button.
    3. After generating a report, click the "PDF Generate" button. Your pdf download should start immediately.
  • Export revenue data allows you to filter total confirmed revenue over a specified date range.
    1. Use the date range with start and end date, then click the "Generate" button.
    2. Generated PDF of this report through "PDF Generate" button. Your pdf download should start immediately.

Quick Booking

If you have got your staff and services set up, then it'll only take a few seconds and a few clicks to book an appointment from Quick Bookingicon.

  1. Select customer, provider and service name.
  2. Select Day/Time (Appointment should be in Future dates).
  3. Add any additional notes you may have.
  4. Specify appointment as private or not.
  5. Click Save, and the appointment will show up on your calendar.

Activities

Simply click on the icon in the top-right corner to open the activity stream. The activity stream will help to stay up-to-date on any action in Setagendas.These actions can include :

  1. New, edit, or delete appointments.
  2. New or refunded payments.
  3. Login or logout action.
  4. Add, edit or delete customer, staff or services.
  5. And many more...

New Appointments(Pendings)

All pending or new add appointments shown through this icon on menu bar. You can edit, assign/re-assign room, make payment or delete the appointment as needed.


Add New

Add new option will allow you to easily manage your staff, services, customers and appointments in Setagendas using this icon on menu bar.

Add Customer

Click icon to add new customer in Add New menu.

  1. Add basic details such as the customer's name, email address, and phone number.
  2. Once you're finished, click "Submit".

Add Appointment

It'll only take a few seconds and a few clicks to book an appointment through this icon in Add New menu.

  1. Select customer, provider and service name.
  2. Select Day/Time (Appointment should be in Future dates).
  3. Add any additional notes you may have.
  4. Specify appointment as private or not.
  5. Click Save, & the appointment will show up on your calendar.

Add Staff

To book an appointments, you need to have staff who can provide services for those appointments.Click icon to add new staff in Add New menu.

  1. Enter the staff member's name, email address and phone number.
  2. Select Yes for whom you want to activate a separate login.
  3. Select the staff member's level of access(staff, admin, receptionist access).
  4. Once you're finished, click "Submit".

Add Service

You can add an unlimited number of services in Setagendas.Click icon to add new service in Add New menu.

  1. Choose a service color to help differentiate it in the calendar.
  2. Provide service name, description, cost, time and buffer time in minus.
  3. Specify which staff members can provide the service.
  4. Select category of the add service.
  5. Click the Save button to add service.

Profile Setting

Admin can use the "My Profile" menu to see their profile details.This profile menu allows admin to edit their basic details, upload a photo and update login credential of themselves.

  • When editing an your’s profile, you can adjust each field by clicking it and entering the information.
    1. Email address can't be edit(only readonly value).
    2. Change Name by clicking into the field and editing the text.
    3. (Optional) Change address.
    4. (Optional) Upload image as your profile image.
  • Admin can reset his/her password anytime.Complete the process to change your password, then sign in with the new password.
    1. Enter your old password.
    2. Old password must be same as previous password.
    3. Enter new password and confirm password.
    4. New password must match to confirm password.
    5. Click the change password to save the change.

Staff Logins and Access Control

Staff login feature allows you to grant separate login credentials to your staff members in Setagendas.
By activating staff logins, you empower your employees to schedule their own appointments and manage their own calendars.
NOTE Staff logins can be activated only if your staff member has a valid email address in their details menu.

Activate staff logins
  1. Navigate to Settings > Staff and choose the staff member for whom you want to activate a separate login.
  2. A option labeled "Access Controls" will appear. Use the dropdown menu to select the staff member's level of access.
  3. Access Controls can be defined in three level: Staff Access, Receptionist Access, Admin Access.
  • Staff will have access to their profile setting and calendar with their appointments.
  • Receptionists will have access to all staff calendars, the customer, his/her profile settings, pending appointments(but only non-private appointments) and add new option menu.
  • Admins have full access to all calendars, menus and submenus in Setagendas.

Close Your Account

You may close your Setagendas account at any time. Before you close your account, make sure to backup, as this information will become irretrievable.

  1. Enter a brief description of any issues or problems you encountered when using Setagendas.
  2. When finished, click the "Close My Account" button to close account.
Setagendas isn't just a scheduling tool-it's a full-blown, beautiful, incredibly user-friendly system for running your business end-to-end.
The daily and weekly work schedule is available to you and your staff anytime, from anywhere.

Setagendas.com
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