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What is Fill My Book and how do I set it up?
What is Fill My Book and how do I set it up?

Set up Fill My Book, refund Fill My Book

Mikayla avatar
Written by Mikayla
Updated yesterday

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 created this feature to incentivize your clients to book with you if there are any last-minute appointments available. Pretty sweet!

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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. There is a small booking fee of 15% of the discounted cost, but if a spot isn't filled and you don't make additional revenue, it's no cost to you! We hope that you can pull in a last-minute booking and generate some cash flow 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 can be booked per week

  • What the maximum discount is

  • Which services should be included in the deals

  • Where the deals can display

  • Who is eligible for the deals (Fill My Book can be set so that only new client deals are shown in the Schedulicity Marketplace)

  • When your deals are active

🎤 We want to make the most of your booking potential, so if your calendar were to fill up, then deals are displayed as "sold out" that week. Starting Monday, new deals will display to keep things fresh and interesting for your clients each week. 

When a deal is booked, your clients will pay upfront at the time of the booking. Because of this, your account will need to be set up with one of our payment options (if you haven't already). This way, you can collect the funds up front, and a few days later, the money will be transferred into the bank account you have connected. 

As mentioned, there is a small booking fee for helping to book your appointment last minute. Schedulicity will take a 15% 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 3.0% + $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:

  1. Click the Marketing Icon

  2. Select the Fill My Book tile

  3. Confirm that you've read and agreed to the Terms of Service by checking the box, and select the “Enable Fill My Book” link

  4. 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 allow 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” If you'd rather your returning clients don't see those offers, uncheck the box. Then be sure to save your changes!

  • If you live in an area with tax that will be added to the appointment, select 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 tax percentage, and the services 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.

How do I share my Fill My Book deal?

Now to share those deals directly with a client if you like:

  1. Click the Marketing Icon

  2. Select the Fill My Book tile

  3. Then in the upper right, click on the share button

  4. And choose how you'd like to share your deal

How do I refund a Fill My Book transaction?

❗As clients are charged for the Fill My Book deal upfront, if they 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 calendar:

  1. Navigate to the Fill My Book appointment

  2. Use the Ticket dropdown arrow to view the visit transactions

  3. Select the “refund” link beside the appropriate transaction

The client will be refunded the full amount that they paid, while Schedulicity's 15% booking fee will not be refunded to the business, which is why we so highly recommend rescheduling that appointment if at all possible. 👌

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