Getting started with Bookelio

What is Bookelio for?

Bookelio brings together the preparation of your offering, customer management, bookings, training courses and commercial follow-up. The dashboard is for your team. The public store presents services and training courses to visitors and lets them register or book, depending on your configuration.

Not every organisation uses every module. A care team may mainly work with services and the calendar; a training provider with dates, participants and certificates; and an organisation offering group classes with sessions, waiting lists and credits.

This documentation describes Bookelio, not the particular screens of a partner website. A connected website may present your catalogue differently or require an additional sign-in. For the standard public journey, see the online store.

Understanding the items you will work with

A few distinctions help prevent mistakes from the outset:

A customer is not a member of your team. An approved booking is not proof of payment. A payment request is not automatically an invoice. Keep these distinctions in mind when checking statuses or handling a complaint.

Signing in and choosing your organisation

Prerequisites

You need an account authorised to access an organisation. Depending on the installation, public account or organisation creation may be disabled. If you cannot see a registration option, ask your organisation's manager for access rather than trying to create a separate workspace.

1. Sign in with your personal account.
2. Check the organisation shown in the selector at the top of the sidebar.
3. If you belong to several organisations, select the one you need to work in.
4. Check the organisation's name before creating customers, changing prices or sending emails.

Data and permissions depend on the selected organisation. Finding a record in another workspace does not mean it will be available in the one you are currently using.

Finding your way around the menu

The sidebar groups tools by purpose:

• Planning: services, bookings, group classes, packs and credits, training courses.
• Sales: customers, documents, payment requests, payments, stock and gift cards.
• Communication: contact requests, mailing lists, email composition and email history.
• Content: forms, blog posts and blog categories.
• Settings: business details, places, members, permissions and integrations.

Use ‘Search the menu…’ to find a section without opening every group. This searches the navigation, not invoices, customers or bookings. Searches for those records are available on their respective pages.

A missing menu may mean that a module is not enabled for your organisation or that you do not have sufficient permissions. Another member may therefore see more tools. Read Team and permissions before assuming there is a fault.

Preparing your workspace in the right order

Step 1: check your business information

Under Settings → Business Details, check the legal and contact information. Also prepare invoicing settings, VAT and email appearance if you use those features. This information matters for the documents and communications you will send to customers.

See Settings to distinguish organisation details, invoicing rules and connections to service providers. Never put a secret key or password in a service description or a field intended for publication.

Step 2: prepare your team and resources

1. Check the members and their permissions.
2. If you offer appointments, create the places and rooms.
3. Enter opening hours and exceptional closures.
4. Assign people to the relevant places and services, then check their availability.

Creating a service alone does not produce bookable time slots. The place, room and at least one eligible member must be able to accommodate the service. The Places and availability guide explains this preparation in detail.

Step 3: choose your operational workflow

• For appointments at bookable times, prepare a service and its bookings.
• For a training course offered on set dates, prepare a training course, then its dates and registrations.
• For several participants in the same session, configure group classes.

These workflows address different needs. Do not use a simple room booking as a substitute for training participants if you need certificates and training-specific tracking.

Step 4: check the customer journey

Before sharing a link, open the relevant public journey and check the title, description, dates, places and prices. Browsing the catalogue does not trigger a payment. However, confirming a booking or purchase can create real records and start payment collection: coordinate any complete test with your manager and use the environment intended for it.

Reading the overview without confusing indicators

The dashboard home page offers a six- or twelve-month period, financial and operational indicators, charts and items to monitor. The selected period provides context for the totals: always compare equivalent periods.

Use this page to spot an anomaly or a record that needs attention, then open the relevant operational list to understand the details. A received payment, an unpaid invoice and a cancelled booking do not describe the same event. Refunds also affect how financial amounts should be interpreted.

First checks when something goes wrong

I cannot find a record

First check the selected organisation, then the active filters on the page. A period or status filter, or a search that is still filled in, can hide an existing result. Do not immediately create a duplicate.

I can view records but cannot edit them

Viewing and editing may be authorised separately. Ask your manager to check your role; do not share someone else's account to get around the restriction.

The customer says they have paid, but the record is still pending

Check the payment request and its associated transactions. Returning to a confirmation page does not, by itself, prove that payment has been confirmed. Follow Payments and avoid recording the same receipt twice.

Which guide should I read next?

Start with the workflow you use every day, then read the cross-cutting topics: Customers, Payments, Communication and Troubleshooting. Each guide explains the consequences of actions so you can intervene without losing track of your records.