Fill My Book was a feature built because folks wanted help in filling the empty spots on their calendar that were going unbooked. Our developers got hard at work to build a feature that essentially tries to incentivize your clients to book with you if there are any last-minute appointments available.
Jump to a section in this article:
What is Fill My Book, and how does it work?
Essentially, we will take a look at your availability for the upcoming week and then automatically generate weekly offers to try and fill up those empty spots. We do have a small booking fee as we helped to fill in that appointment, but if a spot isn't filled and we don't bring you revenue, then it is no cost to you! The hope is that you can pull in a last-minute booking and generate some money on what would have been lost time. 🕐
The nice thing about these deals is you still have full control over what kind of specials you are offering. Here's what you can customize:
How many deals you want to have booked per week
What your maximum discount is that you would offer
Which services you want to be included in the deals
Where your deals can display
Who is eligible for the deals (new client deals are only shown in the Schedulicity Marketplace)
When your deals are active
Also, we want to make the most of your booking potential, so if your calendar were to fill up then we will post that the deals are "sold out" that week. Starting Monday, we will display new deals to try and keep the deals fresh and interesting for your clients each week.
Here is what happens if a deal is booked: We wanted to make it streamlined for your clients, so when they book a deal, they will pay upfront at the time of the booking. So, you will need to set up an account with one of our payment options if you haven't already. This way you will be able to collect the funds from the online booking and a few days later the money from the booking will be transferred into the bank account you have connected.
As mentioned, we do have a small booking fee for helping to book your appointment last minute. Schedulicity will take a 10% cut of the appointment. Of course, payment processors have minimal fees as well for processing the card—if you're using our in-house processor, that rate is 2.5% + $0.15 per transaction and if you're using Stripe, their rates are 2.9% + $0.30 per transaction. The good news is, this is new revenue to you in a spot that may have gone unbooked at all, so any revenue is good revenue!
* Legacy Schedulicity Pay users: the processing rate will be at your current card-not-present rate, or we're here to move you to One Rate. Contact us at support@schedulicity to opt-in today!
Here is a preview of what a Fill My Book offer looks like on your booking page:
And once a client books that Fill My Book appointment with you, the appointment will include a tag icon like this:
How do I set up Fill My Book?
Sound like a good fit? Here's how to set up Fill My Book in the Schedulicity dashboard:
Click the Marketing Icon
Select the Fill My Book tile
Confirm that you've read and agreed to the Terms of Service by checking the box and then select the “Enable Fill My Book” link
If you already have a payment processor enabled, you can jump right down to the next section. If not, you'll see a pop-up at the top of the screen to connect with a payment processor first. Once you're done, you'll be brought back to the Schedulicity side of things.
Now that you have opted into Fill My Book, be sure to customize your deals by clicking the "edit" button on the top right of the page so you can have some control over what deals are being offered. Here is what you will want to check out:
The Maximum Discount: The discounts for each deal are randomly generated, but will never go above the limit you set here
The Maximum Number of Fill My Book appointments you'd like to take per week
Choose what services you would like to offer in Fill My Book by selecting the change link beside services
If you have multiple providers, be sure to choose which providers would like to participate by clicking the "change" link beside providers
If you'd like to show those offers on your business listing, so your current clients and new clients can book the deals, be sure to check the box next to the text “Advertise special offers on my business listing at Schedulicity.com.” If you'd rather that your returning clients don't see those offers, just uncheck that box. Then be sure to save your changes!
If you live in an area with tax that will be added to the appointment, you can add that in by selecting the "configure taxes” button on the main Fill My Book page. Here you can specify the taxes that apply to various services. If you do not have any taxes currently listed, you can create one by selecting the “add new” button in the upper right-hand side of the screen. Enter the tax name, the percentage of the tax, and the services that are affected by this tax. Make sure to save your changes when you’re done!
You are all set up!
From here, every Monday, new deals will be generated based on the settings you just set up! These deals are randomly generated the week before so that you can choose to re-generate the offers (if you don't like the particular combination you are seeing) or you can even skip a week. Once your deals are up and running on the current week, they can be paused but not edited as they are live.
When a client books an appointment through Fill My Book, they'll pay for that up front and the funds will be transferred to your payment processor account. You will get that money in just a few short days after it's booked. You'll also see a "$" icon on that appointment on your calendar, letting you know that that service was paid for.
How do I refund a Fill My Book transaction?
As clients are charged for the Fill My Book deal upfront, if a client cannot make their scheduled appointment, we recommend that you reschedule the appointment for the client rather than refund since the booking fee has already been collected for the booking.
With that said, if refunding is the best experience for you and your client, here is how you can refund that transaction in the Schedulicity dashboard:
Navigate to the Fill My Book appointment on your calendar and open it up
Use the Ticket dropdown arrow to view the visit transactions
From there you can select the “refund” link beside the appropriate transaction to process the refund back to the client.
The client will be refunded the full amount that they paid, while Schedulicity's 10% booking fee will not be refunded to the business the appointment was scheduled with, which is why we really do recommend rescheduling that appointment if at all possible. 👌