15 Bookedin Features You Might Not Be Using Yet (But Should)
New to Bookedin and wondering what it can do? Or already using it but feeling like there are other features you’re missing out on? Either way, you came to the right place because we’ll show you exactly how it can really improve your day-to-day.
Below, we’ve listed more Bookedin features that go beyond just basic appointment scheduling and calendar management. These tools are designed to give you more control, shave minutes off every task, and deliver a smoother client experience — especially if you run a service business or freelance.
Note: Some of the features are available on every plan, others you can only unlock with a Pro or Plus plan (and they’re worth it!).
Bookedin Features That Make a Big Difference Behind the Scenes
Don’t sleep on these essential Bookedin features that’ll help you not only get more things done in fewer clicks, but also keep your business steady and thriving.
1. Security roles for staff
First right up is this Bookedin feature that’s especially useful if you have multiple staff members using the shared Bookedin account. The security roles feature lets you control what each staff member can access depending on their role and responsibilities.
To do that, you’ll need to choose among four different access permission levels: Viewer, Staff, Manager, or Administrator. That way, your employees only have permissions to view and/or edit what they need as part of their job — nothing more, nothing less.
Learn more about Bookedin’s security roles feature.
2. Customizable booking forms
Ask clients for all the details you need at the moment of booking, so you won’t have to bother them about these later, and you’ll know what to prepare before their visit.
You can add extra fields like allergies, style preferences, birthday (for promos or discounts), address (for on-location services), and “How did you hear about us?”
Additionally, you decide which fields are required and whether they show up on every booking or just the first one for each client.
Learn more about adding custom booking form fields.
Book a free demo & see how it works
3. Automated client reminders (text and email)
What makes this Bookedin feature really great is that it lets you automate up to three reminders per appointment or class: one upon booking (or rescheduling), another that goes out between 2–14 days (whichever you prefer) before their visit, and the last one on the day of.
Don’t need all three? You can easily choose which reminders you’d like to send via text and/or email. In the messages, you can include store policies, things the client needs to bring for the session, or even links for them to confirm, cancel, or reschedule.
You can also set a cutoff window for refundable cancellations and rescheduling, which helps protect your time while keeping things clear for clients.
Learn more about automated reminders via text and via email.
4. Booking notifications and reminders for staff
We’re sure your team members’ schedules can get pretty hectic busy too. Good thing Bookedin automatically sends internal reminders via email to keep everyone on time and in sync.
All you have to do is give each team member (who directly handles client sessions) their own calendar in your shared Bookedin account. That way, they’ll be immediately notified when a client books with them, reschedules, or cancels.
Want to make sure these team members get notifications via mobile? That’s where the two-way calendar sync comes in. Once they connect their Bookedin calendar to their Google, iCloud, or Outlook account, client appointments show on their phones, and they can enable pop-up alerts.
Learn how to set up mobile reminders using calendar sync.
5. Client history and notes
It’s important to store in one place every info you have on a client — including their past visits, payment history, preferences, allergies, and quick notes your team can refer to.
Bookedin captures and organizes everything, so you can quickly pull up important details whenever you have to. When a client books again, you’ll know what worked last time and what to avoid, and you can deliver exactly what they want from the get-go.
You can also attach files right to the client’s appointment or profile — whether it’s reference images, consent forms, before-and-afters, or more detailed notes. This is especially helpful for businesses like tattoo shops and hair salons, where clear visuals and proper documentation matter.
Learn more about viewing and editing client history.
Learn more about attaching files to client appointments.
6. Merging duplicate client profiles
Duplicate profiles can happen — especially when you have repeat clients — due to a misspelled name, new phone number, or client booking under a different email.
You need to be able to merge those duplicates so your database is always organized, and you avoid double reminders or split client records.
Fortunately, Bookedin lets you easily combine profiles and keep the most accurate contact info, upcoming appointments, notes, and attached files — all in just a few clicks.
Learn how to merge duplicate client profiles.
7. Payment requests, deposits, and refunds
You don’t need to wait until the end of a client’s visit to collect payment. With Bookedin, you can opt to send payment requests before or after a session — whether it’s to reserve a slot, collect balances, or bill for last-minute add-ons.
You can also require a deposit or full payment at booking, or leave it optional for “pay later” services. In case a client’s plans change, you can issue a full or partial refund depending on your policies.
Clients can pay online by card, PayPal, or Venmo; funds land in your PayPal, Stripe, or Square account, and a receipt goes out automatically.
Learn how to set up online payments, send payment requests, or issue a refund on Bookedin.
8. Staff calendar photos
When your staff grows beyond just a couple of people, it might be difficult to scan your shared Bookedin calendar at a glance. People are more likely to mix up names (such as those with similar initials), double-book, overlap schedules, or misassign bookings.
The calendar photos feature helps fix such problems by putting a clear headshot on each staff calendar, so it’s instantly clear who’s doing what. These photos show up not just on your internal calendars, but also on your public booking page — so clients can put a name to the face even before they step into your shop.
Learn more about Bookedin’s calendar photos feature.
9. Booking cutoff and break times
Prevent last-minute bookings by choosing a minimum lead time when you add a new service. Lead time can be as long or short as you want; just make sure it matches your real prep time or any same-day booking policies you might have.
You can also add break times so you have enough buffers between appointments — perfect for sanitizing stations, resetting your room, or taking lunch. Breaks show as unavailable on your calendar, which prevents clients from grabbing those slots and helps your team stay on schedule.
Learn more about setting up booking cutoffs and break/buffer times.
10. Class and workshop scheduling
This feature is especially helpful if you run group sessions like yoga classes, tennis lessons, pottery workshops, or tutoring. Create a class or workshop once, assign an instructor, set the price, choose dates (or make it recurring), and let clients book themselves.
Attendance management works quite like our appointment scheduling, with tools like reminders, cutoff and buffer times, and payments following the same familiar flow. You can also offer private or small-group sessions by setting a lower class capacity.
Plus, you can choose to either run classes/workshops only or offer those side-by-side with appointments. The latter is definitely an easy way to add a new revenue stream. For example, if you’re a photographer, you can keep booking shoots as usual and host a monthly workshop.
Learn more about class and workshop scheduling.
11. Advanced scheduling limits
Contral how far in advance clients can book so your calendar so far ahead that you lose flexibility. This is especially useful during busy seasons, when you have pending vacation plans, or if your prices or services change often. That way, you won’t be stuck honoring outdated options.
Set the booking limit to what works for you, maybe 30, 60, or 90 days. The goal is to keep some spots for your regular clients or members, and have enough wiggle room for unexpected changes.
Learn how to prevent too-far-ahead bookings.
Try all these Bookedin features for free
12. Add-on or upgrade suggestions at booking
Letting clients choose add-ons while they book is great because they can decide privately (and at their own pace) whether or not to get upgrades — rather than feeling put on the spot during their visit.
Use this feature to upsell extra services or products, like a beard trim with a haircut, an extra 15 minutes of massage, or a salon-grade shampoo and conditioner bundle.
Overall, having built-in add-ons can help raise a client’s spend per visit spend and potentially grow your revenue without packing in more appointments.
Learn how to create add-on services or products.
13. Recurring appointments
Keep your regulars coming back on schedule so your calendar (and cash flow) stays steady.
With the Bookedin private scheduler, you or someone on your staff can set up recurring appointments for clients — whether it’s weekly, biweekly, monthly, or on a custom frequency. That way, they won’t have to remember to book each time.
This feature is perfect for repeat services or series-based sessions, such as hair color maintenance, massage memberships, training blocks, and tattoo touch-ups. Not to mention, it helps you better plan out staffing and forecast inventory and revenue.
Learn how to schedule recurring appointments for clients.
14. Social media and website integration
Client should be able to book your services on the spot whenever they find your business online. They shouldn’t have to hunt down a link or take a lot of other extra steps.
One way would be embedding your Bookedin calendar on your WordPress site so visitors can instantly pick a time and date and even pay upfront without having to leave that page.
Another way would be adding “Book Now” buttons to your Instagram and Facebook pages, so your followers or viewers can reserve straight from your profile, posts, or Stories.
Overall, the less hopping between apps or tabs, the more likely people would finish the booking process, and the fewer back-and-forth messages your team has to answer.
Learn how to embed your calendar on WordPress.
Learn how to add “Book Now” buttons on social media or your website.
15. Referral perks
Although this one isn’t exactly a core scheduling feature, it’s definitely a nice plus to using Bookedin and a simple, win-win incentive for you and your team.
In case you haven’t heard of it before, Bookedin has a refer-a-friend program: When someone referred by you (or someone on your team using the Bookedin account) subscribes to any paid plan, you get a $50 Amazon gift card and that someone gets a whole month free.
On your end, you can use this reward to buy new supplies for your shop or perhaps motivate your team with a friendly contest. Alternatively, you can just keep it simple by giving the gift card to the team member whose referral converted.
Find out more about how these referral perks work.
Also read: 12 Features Your Online Scheduling Software Should Have
Final Word
If you’re using Bookedin but can’t access all these cool features yet, consider this a sign to upgrade to a Pro or Plus plan. If you’re still exploring, consider this a peek at what’s possible when your scheduling software works harder for you!
Not sure which plan fits your shop best? Book a quick call with our customer support experts, so they can recommend the right plan and even walk you through setting up all these features so you can start seeing wins ASAP.
