Booking Management
Create self-booking services, set weekly availability, configure customer questions, and enable SMS notifications and tracking.
Services
Set up self-booking services so customers can book meetings through your public booking page. Configure each service's availability, customer form, appearance, notifications, and tracking behavior from the booking management dashboard.
Create, edit, duplicate, and delete services from Bookings. Search services by name to find a specific offering. Each service is an independent bookable option with its own duration, assignees, availability, and customer form fields.
Service Details
Configure the following settings for each service.
| Duration | Options |
|---|---|
| Meeting duration | 15 min, 30 min, 45 min, 1 hour, 1.5 hours, 2 hours |
| Buffer | Options |
|---|---|
| Buffer before meeting | None, 5 min, 10 min, 15 min, 30 min, 45 min, 1 hour |
| Buffer after meeting | None, 5 min, 10 min, 15 min, 30 min, 45 min, 1 hour |
Buffers reserve time before or after a meeting. A buffer reduces the number of adjacent slots available to customers. The timezone setting determines which timezone Vadio uses when applying the service's availability.
Assign one person, multiple people, or all available people to a service. The assignee selector supports search and multi-selection. Vadio checks each assignee's connected calendars for busy times, and assignees receive booking notifications according to your notification settings.
Additional service fields include:
- Service name: The name customers see when selecting a service.
- Description: Information about the meeting or service.
- Post-booking redirect URL: The page customers visit after completing a booking.
Lead time and buffers control different parts of the booking experience. Lead time hides slots that are too close to the current time, such as preventing bookings within the next two hours. Buffers reserve time around each scheduled meeting so appointments do not run back-to-back.
Weekly Availability
Configure availability separately for each weekday and service. Enable or disable individual weekdays, set start and end times, and add multiple time ranges on the same day. For example, you can create availability from 09:00 to 12:00 and from 13:00 to 17:00. The default time range is 09:00 to 17:00.
Vadio combines the availability ranges with the meeting duration, buffers, lead time, connected-calendar busy periods, blackout dates, and existing bookings. The result is the final list of bookable slots shown to customers.
Customer Questions
Configure the form fields customers complete when booking. Standard fields include name, email, and phone. Add custom questions and mark each field as required or optional.
Address autocomplete and phone or mobile number validation are available where configured. Staff can review submitted answers in the booking details panel under Submitted information.
Booking Page Appearance
Customize the public booking page with the following settings:
- Welcome message: Text shown at the top of the booking widget.
- Theme: Choose light, dark, or auto.
- Lead time or reserved time: Choose none, 15 min, 30 min, 45 min, 1 hour, 1.5 hours, or 2 hours.
- Live preview: Review changes in real time before publishing.
If no service exists, the appearance settings display a warning with a link to service creation.
SMS Notifications
Enable SMS notifications to receive text messages when bookings are created, rescheduled, or cancelled. Configure notifications for two triggers:
- When someone books a service.
- Before a meeting starts.
Every service assignee who should receive SMS notifications must have a phone number in their profile. Assignees without a phone number do not receive SMS notifications.
Vadio applies these notification rules:
- If a booking has an assignee, Vadio notifies that assignee.
- If a booking has no assignee, Vadio notifies company owners and admins.
- The person who performed the action does not receive a notification about their own action. For example, a person who creates a booking does not receive the booking-created notification for that booking.
Supported notification events include:
- Booking received
- Booking rescheduled
- Booking cancelled
Blackout Dates
Blackout dates block one or more dates from all booking services. Add a blackout date with an optional reason. Delete a blackout date to make that date bookable again.
Vadio automatically removes past blackout dates.
Tracking and Integrations
Add analytics and marketing tracking to your booking page with:
- Google Tag Manager container ID
- Google Analytics measurement ID
- Facebook Pixel ID
- Custom scripts: Add HTTPS script URLs for additional tracking or marketing tools.
Vadio sends booking events - page view, time selected, information submitted, booking created, and booking rescheduled - to Google Tag Manager, Google Analytics, or Facebook for tracking.
Adding a Google Tag Manager container ID does not automatically configure Google Analytics. Set up triggers and tags in your GTM workspace to forward events to Google Analytics.
Preview and Share
After configuring a service, preview the booking page, copy its public booking link, or generate embed code for your website.
The public URL follows the pattern /book-meeting/{subdomain}-vadio. The dashboard displays a Live badge when the booking page is published.