Square Appointments Get Started Guide
Square Appointments is a flexible scheduling system for your business and a simple booking tool for your clients. This guide will help you set up, operate and get the most out of your Appointments account.
When you sign up for Square Appointments, you gain access to Square’s scheduling tools. New and existing clients can easily find details about your services, view availability and book appointments from your website or from your free Square booking site.
Pricing for Square Appointments is based on the number of staff you have associated with your account. If you’re using Square Appointments for Individuals, there is no monthly subscription fee.
When you create staff to manage and book appointments with your account, you’ll be charged a monthly service charge depending on the number of active staff associated with your account.
Appointments for Individuals: Free.
2 to 5 staff: $60 Canadian dollars per month and processing fees of 2.65% for non-Interac and 10¢ for Interac.
6 - 11 staff: $110 Canadian dollars per month and processing fees of 2.65% for non-Interac and 10¢ for Interac.
11 + staff: Please contact us.
Learn more about Square’s payment processing fees.
Download the Square Appointments App: If you are using an iPhone or iPad, you can download the Square Appointments app for free to manage your appointments directly from your mobile device.
Read more about downloading Square Appointments.
Set Up Multiple Locations: If your business has multiple locations, you can create separate profiles to help organize your staff and booking information per location. There is no extra cost for setting up multiple locations for Square Appointments.
Note: Appointments does not support class booking at this time.
The first step towards setting up online booking is creating Square Appointments profiles for you and your staff. On each profile, you’re able to set up hours of availability, services offered and general permissions.
Note: Although Square Appointments for Individuals is free to use, once you create a staff member, you’ll be charged a monthly subscription fee.
Create Staff:When you create staff members, you can edit access to their calendar, set their availability for booking, specify different price points per staff member and manage their notification settings. Allow different levels of access when you create an employee profile and assign staff to specific permission group. If you have multiple locations, you can assign staff to one or all locations.
Set Staff Hours:You can set distinct hours for each staff member, independent from the location business hours. Clients can only book an appointment with a staff member during the hours they are available.
Timecards: Create a staff member and assign a passcode to track your staff’s hours. With Square Timecard Reports, you’ll save time calculating employee hours and running payroll.
Adjust Staff Visibility: If you’d like to add or remove a staff member from your online booking site, you can do so from their staff profile. Clients won’t see staff members unless they are enabled for online booking.
You can also read more about creating your staff on our Support Centre.
The next step to accepting appointments through your Square account is creating bookable services. You can enable services for online booking and choose which staff can offer specific services.
Create Services: You are able to create services from the Service Library in the Items section of your online Square Dashboard, or from your Appointments app. When creating services, in addition to setting the price and duration, be sure to enable them for online booking.
Services Pricing: There are a few options for pricing your services. You can choose to either make a service a Fixed Price or a Variable Price to handle pricing on a case-by-case basis. You can also provide a Display Price, which will appear next to the service during online booking.
Enable Services for Online Booking: Once you create services, you can enable or disable visibility for online booking. If you have a seasonal service, or maybe just unavailable for a limited time, you can hide your services without deleting them by disabling Online Booking Visibility.
Assign Services to Staff: Not all staff members offer the same services. Tailor the service listing for each staff member on their individual profile. The services you enable for a specific staff member will appear when your clients go to your free online booking site.
Edit Display Order of Services: You have complete control over the order in which your services appear. By default, your services will appear in the order in which you create them. Try putting your most popular services at the top of the list featuring specialty services, or simply use the default listing order.
Learn more about creating and editing your services.
Make a Test Appointment: Once you create your services and staff members, it’s helpful to go through and book a test appointment. To get comfortable adding events to your calendar, head to your online Appointments dashboard and create a test appointment. Test appointments are helpful since the process will be the same if you decide to book an appointment for a client on your end, rather than directing them to your booking site.
Create a Personal Event: In addition to client appointments, you can add personal events to help keep your schedule centralized. Booking a personal event, like a lunch, will update your status to unavailable for online booking during the length of the event.
Accept Appointments Manually or Automatically: Depending on your preference, you can review each requested appointment from your clients before accepting, or automatically accept all appointments when they are requested.
Set Billing Requirements for Booking: Select from three payment options for booking online: No Requirements to Book Appointment, Hold a Card for No-Show Protection and Require Prepayment.
Read more about payment requirements for booking.
Hold Card for No-Show Protection: What is No-Show Protection? Enabling No-Show Protection will require clients enter their card information before the appointment is successfully booked. When you enable No-Show Protection, you can set the minimum amount of time you require for a cancellation and also the dollar or percentage to charge if your client cancels outside of your cut-off time.
Customize Your Profile: Edit your business information for a single or multiple locations. The information in your location profile will appear on your booking site, website widget and email communications.
Set Up Your Booking Site: You have access to a free online booking site for your customers to schedule appointments with you and your staff. If you have multiple locations, each location will have a unique URL.
Embed Appointments Booking on Your Website: If you already have a website, embed a booking button or widget by inserting your unique HTML code that is generated automatically for each Appointments account. You can also customize the text and colour of your booking button to make sure it fits your website’s design.
Read more about using the booking embed widget.
Set Your Cancellation Policy and Fee: Every business is different, so being clear about your cancellation policy can help your customers understand your needs for operating your day-to-day. When you set your cancellation policy, choose the amount you’d like to charge your client if they cancel their appointment past your cut-off time.
In addition to the required cancellation policy, write an optional note for further instructions or requirements. The cancellation policy is visible to your client at the time of their booking.
Read more about setting up your cancellation policy.
Creating and maintaining a client base is a key part of operating your business. Square Appointments has tools designed to help manage your clients’ contact information, past appointments and market your services to targeted groups.
Bulk Import Your Client List: If you already have a client list, bulk import their information directly into your Square account. If you don’t have a client list, you’ll be able to invite clients to your directory or create client profiles manually. Clients will also be automatically added to your directory once they successfully book an appointment. Read more about importing your client list.
Create Clients: Create clients manually from your online Square Dashboard. When you create a client, you can enter their contact information and assign them to specific groups to help you stay organized.
Manage Appointment Communications: Appointments communications include customizable text and email reminders that are sent out automatically. Choose the time frame to send a message leading up to the next appointment.
Invite Clients: When you add your customer’s name and email address, they’ll receive your customized message letting them know that you’re providing online booking through Square Appointments. Entering their information will also create a client profile in the Clients tab of your online Appointments dashboard.
Manage or Delete Clients: Ensure your contact list is up to date by deleting clients you haven’t seen for a while. Although you can create and delete customers from the Clients on your Appointments dashboard, you’re also able to take bulk actions such as importing, exporting and grouping from the Customers on your main Square Dashboard.
Your calendar helps you manage your day, week or month at a glance. Filter your view by time frame, staff and location.
Navigate Your Calendar: Personalize your calendar by using the filters at the top of the page. View only your appointments or you and your staff’s appointments side-by-side. Appointments are colour coded by staff and you can update colour preferences by selecting from the colour grid at the bottom of each individual staff profile.
Sync Your Personal Calendar: Import your personal or business Google Calendar with your Square Appointments calendar to manage your schedule in one place. Both you and your staff are able to sync your Google calendars – you can refresh, delete or reset your preferences at any time.
Read more about syncing your personal or business calendar
Schedule a Client’s Appointment: Add a client’s appointment any time – by selecting a time slot directly on your calendar or clicking Create Appointment, you can add your customer’s information, book with a staff member and select the upcoming services.
Learn more about using your Appointments calendar.
Payments and Reporting
Checkout with the Appointments App: The Square Appointments app lets you view, create, edit and accept appointments. You can also view your client information and charge customers for appointments directly from the app. When your customer is ready to pay, just select Review and Check Out. Services and items will automatically populate from the appointment details. Read more about checking out with the Appointments app.
View Transactions and Reports: Square offers powerful reporting tools to give you insights into how your business is growing. View individual transactions or reports by a weekly, monthly or yearly breakdown. Read more about using Square’s reporting features.
Track Staff Sales: With your Appointments subscription, you’ll have the ability to track staff sales once you’ve created an employee profile from you online Square Dashboard. When you complete a transaction, the sale will be associated with the staff member the appointments was booked with.
If you process a payment without a booked appointments, the sale will be attributed to the staff member logged in.
Read more about checking out with Square Appointments and Team Management.
View Appointment History: View your entire appointment history at any time. Appointments history allows you to search by client name, service or staff. You can also have the ability to export this information.