Toolkit guide
Require a patch test or proof before booking
Checks before booking makes sure something is done before a service: a test you do, such as an allergy alert test, proof such as vaccinations that you see or the customer sends as a photo, or a health form the customer completes after booking.
Which plan
On every plan, Lite and Pro. A customer sending a photo as proof is Pro, because photos are stored; on Lite a photo check works as one you record yourself. "The customer completes your form after booking" needs Forms after booking switched on. Switch on Checks before booking in Toolkit first. The Checks tab then appears in Booking page.
What customers see
On your booking page the service says what it needs, for example "Needs first: Allergy alert test, at least 2 days before", and offers "Book Patch test first". A returning customer the booking page knows (they booked before on that device) only sees the times their pass allows, with a line saying why, and is told before choosing a time if they need the test first. Anyone else without an in-date pass is stopped at the last step with the same message whatever their record says, so nobody can find out someone else's result by typing their email or phone; the details are emailed to the customer instead. What they typed is kept. If the check is met by a photo (Pro), they can add up to three photos right there, such as a vaccination card, and send them with the booking. A check met by your form after booking never stops them booking. Recording a pass can email them that they can now book.
Your booking page
Home, after the test
Did Sam's site visit pass?
Until it's passed, Room repaint can't be booked. You record the result.
Set it up
Step 1: Switch on Checks before booking
Go to Toolkit and switch on Checks before booking. Then follow "Set it up in Checks" underneath it.
Switching a tool on in Toolkit and following Set it up. Recorded with example data. Step 2: Add a check
In Booking page › Checks, open one of the checks under "Suggested for" your trade, or open Add a check. Fill in "What's needed first", for example Allergy alert test.
Adding a check and ticking the services that need it. Recorded with example data. Step 3: Choose how it's met
Under "How it's met", choose "A test you do, then you record the result", "Something you see, then you record it", "The customer sends a photo when booking" (Pro) or "The customer completes your form after booking". With the first two, customers without a pass can't book online until you record one. A form check needs Forms after booking switched on and never stops a booking: it's passed when the customer completes your form, so add its questions in Booking page › Questions.
Step 4: Decide what happens to a photo (Pro)
For a photo check, choose "Hold the booking until I accept it", where the time is held as a request and nothing is charged until you reply, or "Book it straight away; I'll look before the visit", where the customer is confirmed now. Then choose "Delete photos after you've looked": after 7 days, 30 days, 90 days or a year.
Step 5: Set how early and how long
"At least this long before (hours)" is how long before the appointment it must be done, for example 48. "A pass lasts (days)" is how long a pass stays in date, for example 180. Leave it empty if a pass lasts until something means it has to be done again.
Step 6: Tick the services that need it
Under "The service that does it", pick the service customers book to get it done, for example Patch test, or leave None. Under Needed for, tick every service that needs the check. Press Add check.
Step 7: Record the result in one tap
When an appointment for the service that does the test is over, CalMov asks "Did the patch test pass?" with Passed and Failed buttons: on the Job finished screen, on the booking's page under "How did it go?", and under Needs attention on Home until you answer. Passed emails the customer that they can book, with the earliest time and a link. Failed emails nothing.
Home's next steps and what needs attention. Recorded with example data. Step 8: Record any other result
For evidence you see, or a test done elsewhere, open the customer from Customers or open their booking, find Checks and open Record a result. Choose Passed or Failed, set Done on, and keep "If it's passed, email them that they can book" ticked if you want them told. Press Save result. A customer needs a booking first, because that's what creates their record.
Step 9: Look at photos customers send (Pro)
A photo waits under Needs attention on Home, for example "Look at Sam's up-to-date vaccinations photo", and on the booking under "Photos sent as proof". On a held booking, "Accept and confirm the booking" confirms it and records the check as passed, and "Don't accept, decline the booking" declines it and the customer is told. On a booking that went ahead, Accept records a pass, and Don't accept records nothing, so you decide what to do next. CalMov doesn't judge the photo: what you need and whether to accept it is up to you.
Step 10: Mark a pass as needing doing again
If a customer reacts later, find their check and press Needs doing again. They can't book the services that need it until a new pass is recorded.
Step 11: Book for a customer yourself
When you add a booking from the calendar for a customer without an in-date pass, CalMov tells you and offers Book anyway. Moving a booking shows the same warning. For evidence you record yourself, this is also how a brand-new customer gets a first booking, since there's no service for them to book first.
Adding a booking from the calendar. Recorded with example data. Step 12: Watch Home for bookings at risk
Home's Needs attention lists bookings in the next two weeks whose check isn't passed, so you can record the result or move the booking before the day.
How different trades use it
- Hairdressers
- "Allergy alert test": a test you do, at least 48 hours before, with a pass that lasts 180 days. Tick it for the services that use colour.
- Beauty therapists
- "Patch test": a test you do, at least 48 hours before, with a pass that lasts 180 days.
- Dog groomers
- "Up-to-date vaccinations": the customer sends a photo when booking (Pro), with a pass that lasts 365 days. On Lite you see the proof and record it. With Pet profiles on, the result is kept for each dog.
- Massage therapists
- "Health form": the customer completes your form after booking, with a pass that lasts 365 days.
- Pharmacy (home visits)
- "Consent form": the customer completes your form after booking, with no end date on the pass.
Common questions
Can customers upload their proof?
Yes, on Pro, as a photo when they book. Set the check to "The customer sends a photo when booking" and a customer without a pass can add up to three photos at the last step, such as a vaccination card. You choose whether the booking is held until you accept the photo or goes ahead straight away. Photos have location and camera details removed, only you and your admins see them, and they're deleted after the time you choose, or after a day if the booking was never finished. On Lite you see the proof yourself and record the result.
What does a customer see if they haven't passed?
The service says what it needs and offers the service that does the check if you set one, for example "Book Patch test first". A returning customer the page knows only sees the times their pass allows. Anyone else is stopped at the last step with "Book Patch test instead", and what their record says is emailed to them rather than shown, so nobody learns someone else's result by typing their email. Nothing they typed is lost. For a photo check (Pro), they can add a photo there and send it with the booking. A failed result tells them to get in touch.
Are results kept for each customer or each pet?
Results are kept per customer, and a returning customer is matched by phone number as well as email. With Saved profiles on, they're kept per pet or person, so one dog's vaccinations don't cover another.
Can I book someone in who hasn't passed?
Yes, when you make the booking yourself. CalMov warns you and you can book anyway. Customers booking online can't skip a check, though one met by your form after booking never stops a booking.
Does the customer hear when they've passed?
Yes. Passed from the one-tap buttons emails them that they can book, with the earliest time and a link to your booking page. In Record a result, "If it's passed, email them that they can book" is ticked unless you untick it. A fail never emails them. Accepting a photo on a booking you held confirms the booking.
Is Checks before booking on the free plan?
Yes. It's on every plan, Lite and Pro. A customer sending a photo as proof is Pro, and on Lite a photo check works as one you record yourself.