Question 1

Which businesses is Kabookly for?

Accepted Answer

Kabookly works for any appointment-based business, hair salons, nail studios, barbershops, beauty salons, wellness, dog groomers, physiotherapists and more.

Question 2

Can I try Kabookly first?

Accepted Answer

You can always cancel monthly. Need help with setup? Pick our setup service (€149) and we do it together in a 2h call.

Question 3

How fast can I be live?

Accepted Answer

About 15 minutes. After purchase, onboarding starts automatically and walks you through step by step.

Question 4

Can clients book online?

Accepted Answer

Yes. You get your own booking page where clients pick service, date and time themselves.

Question 5

Does Kabookly help against no-shows?

Accepted Answer

Yes. Email at booking, SMS reminders 24h and 1h before. Optionally you can request a deposit, that reduces no-shows by 70-80%.

Question 6

How does online payment work?

Accepted Answer

Via Stripe Connect. Client money goes straight to your bank account, Kabookly never touches it. Stripe charges ~2% transaction fee, Kabookly takes no extra margin.

Question 7

How is my subscription billed?

Accepted Answer

Your subscription is billed monthly or yearly via Stripe. SMS credits are bought separately in packs. All your invoices are in your backoffice.

Question 8

Can I export my data if I leave?

Accepted Answer

Yes. Customer list and appointment history always exportable as CSV. Your data stays yours.

Question 9

Does Kabookly work with multiple stylists?

Accepted Answer

Yes. Each stylist gets their own agenda column with individual schedule, vacation blocks and specific services.

Question 10

Can I track color cards or client notes?

Accepted Answer

Yes. Per client you keep notes, previous color formulas and allergies. Visible at every new appointment.

Question 11

Can I import my existing client list?

Accepted Answer

Yes. Upload a CSV or Excel file with names, phones and emails, Kabookly imports them into your client database in one click.

Question 12

How does the cancellation policy work?

Accepted Answer

You set the rules: free cancellation up to 24h before for example, after that the deposit is forfeited. Clients see the rules clearly before booking.

Question 13

Can I set different prices per stylist (junior, senior)?

Accepted Answer

Yes. Per service you can define a rate per staff member. A cut with your junior could be €25, with your senior €45, clients pick and see the right price.

Question 14

Can I set opening hours and vacations per stylist separately?

Accepted Answer

Yes. Each stylist has their own weekly schedule, can block off days and plan vacation periods. Clients only see available slots per staff member.

Question 15

Does it sync with Google Calendar or Apple Calendar?

Accepted Answer

Yes. Two-way sync with Google Calendar (Apple via iCal feed). Private appointments you set elsewhere automatically block your Kabookly slots, and vice versa.

Question 16

Can I customize the SMS and email reminder text?

Accepted Answer

Yes. Per service or location you adjust the templates in your own tone-of-voice. Variables like client name, stylist and time fill in automatically.

Question 17

Can I combine walk-ins and appointments?

Accepted Answer

Yes. Agenda shows both types in one view. Walk-ins added in 5 seconds via quick-button.

Question 18

Works on my iPad at the desk?

Accepted Answer

Yes. Kabookly works everywhere, laptop, tablet or smartphone. No separate hardware needed.

Question 19

What about clients who pay cash on the spot?

Accepted Answer

No problem. For walk-ins or regulars, you can enable 'pay at the shop'. Stripe deposits are only used where you really need them.

Question 20

Can clients book without creating an account?

Accepted Answer

Yes. Clients only enter name, phone and email. No password, no signup, pure friction-free booking.

Question 21

How does the digital loyalty card work automatically?

Accepted Answer

On every completed cut the client automatically receives a digital stamp. After 10 stamps the 11th cut is offered free, no paper cards or manual tracking.

Question 22

What if a client cancels too late (within 2h)?

Accepted Answer

You set a minimum cancellation window (e.g. 2h or 4h). On late cancellation the deposit is forfeited automatically, or the client is flagged in their file so you require a deposit next time.

Question 23

Can I sell subscriptions or memberships?

Accepted Answer

Yes. Sell a subscription like 'Unlimited cuts €49/month' or '4 cuts €100'. Client books on their membership, Kabookly automatically deducts the right credits.

Question 24

How do I migrate from my current tool?

Accepted Answer

Export your client list and booking history as CSV from your old booking tool and upload to Kabookly. Names, phone, email and history imported in one go. Onboarding free on Pro plan.

Question 25

Can I show photos per service?

Accepted Answer

Yes. Per service (e.g. 'Gel-nails classic' or 'Acrylic + design') upload photos. Clients see them during booking flow.

Question 26

Does gift card sales also work?

Accepted Answer

Yes. Gift card page automatically present on your site. Client pays via Stripe, recipient gets code by email.

Question 27

How do I import my existing client list?

Accepted Answer

Upload a CSV or Excel file with names, phones and email addresses, Kabookly processes it all at once. No manual entry.

Question 28

Does the agenda work on my phone on the go?

Accepted Answer

Yes. Kabookly is fully responsive. From Instagram, on iPhone or iPad, agenda and booking page work smoothly everywhere.

Question 29

How do I set refill reminders for gel clients?

Accepted Answer

Per service you choose a follow-up window (e.g. 21 or 28 days). Kabookly automatically sends a 'Time for refill?' email or SMS with direct booking link. Clients no longer need to track their own cycle.

Question 30

How does the waitlist work for fully booked slots?

Accepted Answer

Clients can put themselves on the waitlist for a fully booked day. If a cancellation happens, they automatically get an SMS with the freed-up slot, first to click gets the spot.

Question 31

Can I offer first-visit or refer-a-friend discount?

Accepted Answer

Yes. Set a one-time discount for new clients (e.g. 10% off first appointment) or a refer-a-friend code. Kabookly automatically applies the discount at booking.

Question 32

What about VAT numbers and invoicing for self-employed clients?

Accepted Answer

You can store a VAT number and company name per client. On export it appears in your revenue CSV, useful for clients who invoice their nail treatment through their business.

Question 33

Can I send intake forms?

Accepted Answer

Yes. Each new client gets the option to receive an intake form. Answers appear automatically in the client file.

Question 34

Product sales with stock?

Accepted Answer

For v1 only treatments. Product sales with inventory in v2.

Question 35

Does it work with my accounting software?

Accepted Answer

Yes. You can download a monthly revenue export (CSV) with VAT breakdown per treatment, directly importable into Xero, QuickBooks or Octopus.

Question 36

Can I set different cancellation rules per treatment?

Accepted Answer

Yes. A brow wax may allow up to 2h notice, a 90-min facial requires 24h + deposit. Configurable per service.

Question 37

Can I manage multiple locations under one account?

Accepted Answer

Yes, with the Expert plan. Clients pick their preferred location at booking, you keep central oversight of all branches, revenue and team, under one login.

Question 38

Can I automatically request feedback after every treatment?

Accepted Answer

Yes. 2h after the appointment the client receives a short email with star rating. Reviews of 4★+ appear automatically on your booking page, lower reviews come internally for follow-up.

Question 39

How does the no-show blacklist work exactly?

Accepted Answer

Client misses 2 appointments without canceling on time? Kabookly automatically marks them and requires a deposit on every future booking. You can also blacklist clients manually.

Question 40

Does it work in French or Dutch for my international clients?

Accepted Answer

Yes. Your booking page is multilingual (NL/FR/DE/EN). Client picks their language, receives confirmations in that language, and intake forms can be set up per language.

Question 41

Per-room agenda?

Accepted Answer

Yes. At Kabookly it's called 'staff' but logic is identical for rooms. Pro+ supports unlimited.

Question 42

Works for multi-locations (Expert)?

Accepted Answer

Yes. With Expert plan manage multiple wellness locations under one account.

Question 43

Can I create packages with multiple treatments?

Accepted Answer

Yes. Build a package like 'Half day spa: 30-min scrub + 60-min massage + lunch' as a single bundle. Kabookly automatically books the right rooms.

Question 44

How does it work for group bookings (hen parties, teams)?

Accepted Answer

For 4-8 people simultaneously, use the group booking flow: one contact, multiple names, multiple rooms reserved in parallel.

Question 45

Can I sell subscriptions or memberships (e.g. 1 massage/month)?

Accepted Answer

Yes. Sell packages like 'Unlimited sauna €79/month' or '6 massages €330'. Kabookly automatically deducts credits at every booking and sends reminders before expiry.

Question 46

How does buffer time between clients in the same room work?

Accepted Answer

Per room or service you set a buffer (e.g. 15 or 20 min). Kabookly automatically blocks that time between every appointment, for cleaning, airing and prepping the next treatment.

Question 47

Can clients also buy a gift card for a custom amount?

Accepted Answer

Yes. Clients pick between fixed packages (e.g. 'Half day spa €120') or a custom amount (e.g. €50, €100, €200). The gift card is sent directly by mail or as PDF to the recipient.

Question 48

Works on tablet for my receptionist and smartphone on the go?

Accepted Answer

Yes. Kabookly is fully responsive and cloud-based. Your receptionist works on tablet at the desk, you see the agenda real-time on smartphone, everything syncs instantly.

Question 49

Services per breed size?

Accepted Answer

Yes. Create 'Trim small breed (45 min)' and 'Trim large breed (90 min)'. Client picks at booking.

Question 50

Notes per dog?

Accepted Answer

Yes. Per client there are note fields. Add 'Don't touch right ear', 'Scared of dryer', etc.

Question 51

Can I track multiple dogs per client?

Accepted Answer

Yes. One client card, multiple dogs underneath. At booking the client picks which dog, each with their own breed, allergies and history.

Question 52

How do I handle aggressive dogs or warnings?

Accepted Answer

On the dog's file there's a red 'warning' field that shows in the agenda. E.g. 'Bites during nail trim, gloves' appears automatically at every appointment.

Question 53

How do I require vaccination proof before booking?

Accepted Answer

Per service you tick 'vaccination required'. Client must upload a photo of the vaccination booklet at booking, without upload no confirmation. Documents stored safely in the dog file.

Question 54

Does Kabookly automatically send winback emails after 6 weeks?

Accepted Answer

Yes. Per service you set a follow-up window (e.g. 6 or 8 weeks). Kabookly sends 'Time for Bella's next groom' with direct booking link, regulars don't slip through the cracks anymore.

Question 55

Does it still work if my internet drops on a busy day?

Accepted Answer

Kabookly is cloud-based, so internet is needed for live updates. But during a temporary outage your last-loaded agenda stays visible on your device, once the connection is back, everything syncs automatically.

Question 56

Can I keep before-and-after photos per groom for my Instagram?

Accepted Answer

Yes. During or after the treatment you take a photo in the Kabookly app, saves automatically in the dog file. Handy for your portfolio or to show the owner.

Question 57

Works with treatment trajectories?

Accepted Answer

Yes. You can track the trajectory (9 or 18 sessions) per patient with automatic counter.

Question 58

Send intake forms?

Accepted Answer

Yes. First appointment triggers an intake form via mail. Answers come into the patient file.

Question 59

Does it sync with my Google Calendar?

Accepted Answer

Yes. Two-way sync. Private appointments you set in Google automatically block your Kabookly agenda, patients can no longer pick those slots.

Question 60

What about GDPR for patient data?

Accepted Answer

Patient data is encrypted on EU servers. You get a DPA (data processing agreement), automatic data export and 'right to be forgotten' is built in.

Question 61

Can I store prescription and certificate numbers per patient?

Accepted Answer

Yes. Per patient file there are fields for healthcare ID, prescription number, prescribing doctor and any certificates. All encrypted and GDPR-compliant on EU servers.

Question 62

Does it work in a group practice with multiple therapists?

Accepted Answer

Yes. Each therapist has their own agenda with individual schedule, own patients and own rates. Patients pick their preferred therapist at booking, you keep central oversight.

Question 63

Can a patient book without an account (e.g. first appointment)?

Accepted Answer

Yes. Patient enters only name, phone, email and complaint. No password, no signup. At first appointment Kabookly automatically triggers the intake form.

Question 64

How do I handle late cancellations (within 24h)?

Accepted Answer

Per service you set a minimum cancellation window. On late cancellation you can charge a no-show fee or flag the patient, useful for follow-up and possibly invoicing a missed session.

Questions and answers

General

Hair salons

Barbershops

Nail salons

Beauty salons

Wellness & spa

Dog grooming

Physiotherapy

Tattoo artists

Lash & brow studios

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