Internal Booking Pages

Turn a booking page into a staff-only page for booking appointments on behalf of your clients, with client and guest lookup from your address book.

An internal booking page is a booking page that only people logged into your Apptoto account can open. It works like any other booking page — same availability, appointment types, providers, form fields, and messages — but it is meant for your staff to book appointments for clients, for example while they are on the phone with them.

Turning a booking page into an internal page

1. Go to the Booking Pages tab and open the booking page you want to make internal.

2. On the General tab, open the Advanced section.

3. Turn on Internal only, then save the booking page.

The Internal only switch is available on availability pages. It is not offered on signup pages or forms.

What changes on an internal page

• Only your team can open it. Anyone who opens the link without being logged into your account is sent to the Apptoto login page first. People logged into a different Apptoto account can’t open it at all.
• No client verification. The Authentication setting on the Address Book tab is grayed out, because the person booking is already logged in. Your chosen authentication method is kept, and applies again if you turn Internal only back off.
• Always shows the current layout. If the page is set to one of the Legacy layouts on the Appearance tab, the internal page is shown with the All-in-one layout instead.
• Can’t be embedded. An internal page can’t be placed on another website with the embed code.
• Not used by the AI Receptionist. Internal pages don’t appear in the AI Receptionist’s booking page list, and the receptionist never books through them.

Finding the client

When you reach the booking form on an internal page, a Find client box appears above the Name, Email, and Phone fields. Start typing and pick the client from the list:

• Search by name (part of a name is enough), or by a client’s full email address or full phone number (any format).
• You can also use the same search terms as the Contacts tab, such as company: Acme. See Contact Search Syntax.

Picking a client fills in their name, email, and phone, and the appointment is linked to that exact contact. You can still edit the fields before booking. To choose someone else, click the client’s name to clear it.

If the client isn’t in your address book yet, skip the search and type their details into the fields as usual. They are added to your address book when the appointment is booked, just like on any booking page.

The search looks in the address books linked to this booking page (see Contacts and Address Book Integration). If the person booking has been given access to only some of your address books, the search only shows contacts from those.

Note

If you open an internal page from a client’s own booking link — for example a link sent in a Campaign — the client is already chosen, and the page shows their name instead of the Find client box.

Adding guests

If the booking page allows guests (see Allowing Additional Guests), clicking Add Guests on an internal page shows a Find guests search box. It searches the same way as Find client. Each guest you pick appears as a tag; click a tag to remove that guest.

For guests who aren’t in your address book, type their email addresses into the Other guests (not in the address book) box underneath. You can add up to 10 guests in total.

Giving someone access to only your internal pages

To let a team member book through your internal pages without seeing the rest of your account, invite them from Settings > Users with the Internal Booking Pages Only permission. See Adding Users to Your Account for what that permission allows.