1.Account Creation and Initial Setup
Sign Up: Create an account on the SimplyBook.me platform.
Basic Configuration: Enter essential business information such as business name, contact details, and service offerings.
2.Service and Schedule Configuration
Define Services: Set up the services you offer, including descriptions, durations, and prices.
Set Availability: Configure your business hours and the availability of your staff members.
3.Payment Integration
Payment Providers: Integrate with payment providers that support Apple Pay, Google Pay, and other payment methods.
Payment Settings: Configure payment settings, including pricing, taxes, and tipping options.
4.Booking Page and Widget Integration
Booking Page: Finalize the design and functionality of your booking page.
Website Integration: Embed the booking widget into your website or link to your booking page from your site and social media profiles.
5.Staff Training and Testing
Training: Train your staff on how to use the SimplyBook.me system, including managing bookings, processing payments, and handling customer interactions.
6.Go Live
Launch: Once everything is set up and tested, go live with your SimplyBook.me booking system.
Implementation Timeline
The implementation timeline for SimplyBook.me can vary depending on the complexity of your business needs and the level of customization required. However, a typical implementation process can take anywhere from a few days to a couple of weeks. Here is a rough estimate:
Initial Setup and Configuration: 1-2 days
Service and Schedule Configuration: 1-3 days
Payment Integration: 1-2 days
Booking Page and Widget Integration: 1-2 days
Staff Training and Testing: 2-5 days
SimplyBook.me
By SimplyBook.me
1.Custom Features
SimplyBook.me provides over 60 custom features that businesses can enable to enhance their booking system. These features are categorized into various sections such as marketing, sales, customer management, and operations. Some notable custom features include:
Flexible Notifications: Customize email and SMS notifications per service and service provider, and send notifications in the client's time zone.
Custom Pages: Add custom static pages to the booking website, reorder pages in the main menu, and add custom links.
Intake Forms: Collect necessary client information before appointments using customizable forms with text, digits, checkboxes, drop-downs, or date responses.
Client Portals: Provide personalized client access for managing appointments, viewing service history, and updating information.
Loyalty Programs: Implement and manage loyalty rewards to incentivize repeat business.
Resource Management: Allocate resources such as staff, rooms, and equipment efficiently.
2.Industry-Specific Features
SimplyBook.me offers tailored features for different industries to ensure each business can optimize its booking and scheduling processes. Examples include:
Healthcare: Features like intake forms, client login, Google Authenticator, multiple locations, HIPAA compliance, on-site payments, SOAP with data encryption, and patient data protection.
Beauty and Wellness: Features for spas, salons, and wellness centers include client database management, loyalty programs, customer reviews and ratings, and real-time booking calendars.
3.Integration and Scalability
SimplyBook.me integrates seamlessly with various third-party applications and scales with business growth. Key integrations include:
Payment Gateways: Integration with major payment providers like PayPal, Stripe, and SBPay for secure online and on-site payments.
CRM Systems: Integration with CRM systems to streamline client management and nurture relationships.
Accounting Software: Integration with QuickBooks, Xero, and FreshBooks for easy bookkeeping and financial management.
4.Customization of Booking Website
Businesses can customize the look and feel of their booking website to reflect their brand identity. This includes:
Themes and Colors: Choose from various templates and adjust colors to match the brand.
HTML and CSS: Use HTML and CSS for further customization of the booking website.
5.Operational Efficiency
SimplyBook.me offers features to enhance operational efficiency, such as:
Real-Time Booking Calendar: Manage appointments with multiple booking options like single, recurring, and group bookings.
Staff Schedules: Customize working hours for each service provider and manage staff schedules effectively.
6.Security and Data Protection
SimplyBook.me prioritizes security with features like:
HIPAA Compliance: Ensure data security for healthcare providers.
Data Encryption: Securely handle client information and business data.
7.Sales and Financial Management
SimplyBook.me helps businesses manage transactions and financial operations with features like:
POS System: Manage all transactions, both online and in-person, from one integrated platform.
No Setup Fees
SimplyBook.me does not have any setup fees or onboarding charges. You can sign up and start using the system immediately without any upfront costs.
Subscription Plans
The main cost is the monthly or annual subscription fee based on the plan you select. The plans range from Free to Premium, with pricing starting at $0 for the Free plan and going up to $49.9/month for the Premium plan when billed annually.
Additional Bookings
Each plan includes a certain number of bookings per month. If you exceed that limit, you can purchase additional booking packages separately. For example, a package of 200 additional bookings costs $14.
SMS Credits
If you want to send SMS reminders to your clients, you'll need to purchase SMS credits separately. The costs are $5 for 50 SMS credits, $7 for 100 credits, and $35 for 500 credits.
Custom Features
Most of the custom features like coupons, gift cards, HIPAA compliance, and point of sale (POS) are included in the paid subscription plans. However, some advanced custom features may incur additional costs.
Payment Processing Fees
When you accept online payments through SimplyBook.me, the payment processors (e.g., Stripe, PayPal) may charge their standard transaction fees, which are not controlled by SimplyBook.me.
Support
SimplyBook.me includes live chat and email support for all users, regardless of the plan, at no additional cost.
Training and Setup Assistance
While not required, SimplyBook.me offers an optional "Full Setup Help" package for a one-time fee of $499 (or €450 in Europe). This includes comprehensive setup assistance, design customization, personalized training, and a two-month Premium subscription.
1.Onboarding Process
SimplyBook.me has a straightforward onboarding process designed to help new users get started quickly:
Sign-Up: Users can sign up for an account easily.
Initial Setup: Input essential business information and configure basic settings.
2.Help Center and Documentation
SimplyBook.me provides an extensive Help Center that includes:
Getting Started Guides: Step-by-step instructions on setting up the system, adding services and providers, managing bookings, and selecting custom features.
FAQs: Answers to common questions about various aspects of the system.
3.Live Chat and Email Support
Live Chat: Available 21 hours a day on weekdays and with limited availability on weekends. This allows users to get real-time assistance from support agents.
4.Full Setup Help
For users who prefer a more hands-on approach, SimplyBook.me offers a Full Setup Help package:
Cost: $499 one-time fee.
Inclusions: A fully customized booking website, a one-hour system tutorial, and a full month of premium subscription.
5.Admin and Client Apps
SimplyBook.me provides mobile apps for both administrators and clients:
Admin App: Allows administrators to manage bookings, view the booking calendar, and receive push notifications for new bookings, cancellations, or reschedules.
6.Custom Features and Integrations
SimplyBook.me offers numerous custom features and integrations to enhance the user experience:
Custom Features: Users can enable various custom features to suit their business needs, such as intake forms, payment integrations, and marketing tools.
7.Training and Support for Specific Needs
SimplyBook.me provides tailored support for different business types:
Industry-Specific Features: Custom features designed for specific industries, such as healthcare, beauty and wellness, and education.
8.Customer Feedback and Continuous Improvement
SimplyBook.me values customer feedback and uses it to improve their services:
Feedback Collection: Automatic emails requesting feedback after services, which can be published as reviews on the booking site.
1.Data Encryption
In Transit: All data transmitted between users and the SimplyBook.me system is secured using TLS 1.2, one of the strongest encryption protocols available today.
At Rest: Sensitive data, such as medical information stored in the SOAP component, is encrypted at rest. This means that even if someone gains unauthorized access to the servers, they cannot read the encrypted data without the secret key.
2.Access Control
Role-Based Access: Access to data is restricted based on user roles, ensuring that employees only have access to the data necessary for their duties.
Two-Factor Authentication (2FA): SimplyBook.me supports two-factor authentication using Google Authenticator or SMS codes to prevent unauthorized access.
Idle Time Logouts: The system can automatically log users out after a predefined period of inactivity to reduce the risk of unauthorized access.
3.Network Security
Constant Monitoring: The SimplyBook.me network is monitored 24/7 to detect and respond to potential threats, including data breaches, adware, hackers, pop-ups, and phishing attempts.
Trusted Data Centers: Servers are hosted in secure data centers in Canada, France, and Singapore, which meet R82 and R81 APSAD standards and operate according to ISO 27001 standards. These centers have 24/7 security personnel, video surveillance, and strict access controls.
4.Data Backup and Recovery
Daily Backups: Data is backed up daily and stored on secure servers in different locations to prevent data loss or corruption. Backup procedures are regularly verified to ensure reliability.
5.Compliance with Regulations
GDPR Compliance: SimplyBook.me complies with GDPR by implementing measures such as data minimization, purpose limitation, and ensuring data accuracy and security. They also provide tools for data subjects to access, rectify, and delete their personal data.
HIPAA Compliance: For healthcare providers, SimplyBook.me offers a HIPAA custom feature that includes enhanced security measures such as masking patient names in notifications, restricting access to PHI, and ensuring that support personnel cannot access systems with HIPAA features enabled.
6.Security by Design
SDL Principles: SimplyBook.me follows Security Development Lifecycle (SDL) principles, identifying key security risks before each project change and implementing relevant controls to address these risks. This includes protection against known vulnerabilities like SQL injections, XSS attacks, and CSRF attacks.
7.Employee Training and Policies
Data Processing Addendum: All employees sign a Data Processing Addendum and are required to provide a clean criminal record certificate. They are legally bound to comply with internal policies and procedures related to information security.
Training: Employees receive training on protecting PHI and other sensitive data, ensuring they understand and follow best practices for data security.
8.Client-Side Security Features
SSL Encryption: SSL encryption is available for all client interactions with the system, enhancing data protection and compliance with security standards.
Custom Features: Various custom features are available to enhance security, such as the ability to set complex password requirements, use Google Authenticator for 2FA, and enable automatic logouts.
9.Data Deletion and Retention
Delete History Feature: Users can configure the system to automatically delete old bookings and sensitive data after a specified period, ensuring data is not retained longer than necessary.
Data Minimization: SimplyBook.me encourages users to only collect and retain the minimum necessary data to fulfill their business needs, in line with GDPR principles.
10.Incident Response
Bug and Vulnerability Reporting: SimplyBook.me has a system in place for users to report bugs or vulnerabilities, which are promptly addressed by the security team.
Update Frequency
SimplyBook.me does not follow a strict schedule for releasing updates. Instead, they take an agile approach and push out updates as and when new features or improvements are ready. On average, they aim to release major updates every 2-3 months, with smaller updates and bug fixes being rolled out more frequently, often every few weeks.
Update Deployment
When it comes to deploying updates, SimplyBook.me takes a phased approach to ensure stability and minimize disruptions:
Internal Testing: All updates go through rigorous internal testing by the SimplyBook.me team to identify and fix any potential issues or bugs.
Beta Testing: Major updates are first released to a small subset of users who have opted-in for beta testing. This allows SimplyBook.me to gather feedback and iron out any remaining issues before a wider release.
Staged Rollout: Once the beta testing phase is completed successfully, the update is rolled out gradually to the entire user base in stages. This staged rollout helps monitor the update's performance and mitigate any unforeseen problems.
Monitoring: After an update is released, SimplyBook.me closely monitors its performance, user feedback, and any reported issues. Hotfixes or minor updates may be released promptly to address critical bugs or problems.
Communication and Documentation
SimplyBook.me places a strong emphasis on keeping its users informed about upcoming updates and changes. They employ several channels for communication:
Release Notes: Detailed release notes are published on their website and blog, outlining the new features, improvements, and bug fixes included in each update.
In-App Notifications: Users are notified about major updates through in-app notifications, prompting them to review the release notes or take any necessary actions.
Email Newsletters: SimplyBook.me sends regular email newsletters to their user base, highlighting significant updates, new features, and other important announcements.
Help Center: The SimplyBook.me Help Center is updated with new articles and documentation to guide users through any changes or new functionalities introduced in the updates.
Social Media: SimplyBook.me leverages social media platforms like Facebook, Twitter, and LinkedIn to share update announcements and engage with their user community.
User Feedback and Suggestions
SimplyBook.me actively encourages user feedback and suggestions, which play a crucial role in shaping their product roadmap and future updates. Users can submit feature requests, report bugs, or provide feedback through various channels, including:
In-app feedback forms
Email support
Live chat support
Social media interactions
User forums and communities
By closely monitoring and incorporating user feedback, SimplyBook.me ensures that its updates address real-world user needs and pain points, continuously improving the platform's usability and functionality.
Data Ownership
User Control: SimplyBook.me explicitly states that users (service providers) are the owners of the data they input into the system. This includes information about their business, services, staff, and clients.
Content Rights: When users upload and register content into the SimplyBook.me system, they confirm that they have full rights and permission to publish this information. SimplyBook.me does not claim ownership of this material but requires the rights to display it on their booking websites and related directories.
Data Processing Roles: SimplyBook.me acts as a data processor, while the service providers (users) are the data controllers. This means that users are responsible for the data they collect and manage through the SimplyBook.me system, and they must comply with relevant data protection regulations.
Data Portability
Data Export: SimplyBook.me allows users to export their data from the system. This includes client information, booking history, and other relevant data. Users can typically export this data in common formats such as CSV, which can be used to transfer data to other systems or for backup purposes.
Account Deletion: Users have the option to delete their accounts and all associated data. Upon deletion, SimplyBook.me ensures that all user data is removed from their servers within 30 days. This process is designed to comply with data protection regulations like GDPR, which mandate the right to data erasure.
Data Processing Agreement (DPA): SimplyBook.me provides a Data Processing Agreement that outlines the responsibilities of both the data processor (SimplyBook.me) and the data controller (user). This agreement ensures that data processing activities are conducted in compliance with GDPR and other relevant regulations.
Compliance with GDPR
GDPR Principles: SimplyBook.me adheres to the principles of GDPR, which include lawfulness, fairness, transparency, purpose limitation, data minimization, accuracy, storage limitation, integrity, confidentiality, and accountability.
User Rights: Under GDPR, users have the right to access, rectify, and delete their personal data. SimplyBook.me provides tools and support to help users exercise these rights, ensuring that they can manage their data effectively.
Data Portability Right: GDPR grants individuals the right to data portability, allowing them to obtain and reuse their personal data across different services. SimplyBook.me supports this right by enabling users to export their data in a structured, commonly used, and machine-readable format.
Security Measures
Data Encryption: SimplyBook.me employs encryption for data both in transit and at rest, ensuring that personal data is protected from unauthorized access.
Access Controls: The platform uses role-based access controls and two-factor authentication to secure user accounts and data.
Upgrading Your Subscription
Immediate Upgrade:
Users can upgrade their subscription at any time. If an immediate upgrade is required, users can contact SimplyBook.me support to make the upgrade effective immediately.
Navigate to thePlans & Pricessection in the admin interface and select the desired plan. Click on "Upgrade" under the chosen plan.
Automatic Upgrade:
Downgrading Your Subscription
Downgrade Process:
Users can downgrade their subscription by navigating to thePlans & Pricessection and selecting the desired lower-tier plan. Click on "Downgrade" and confirm the action.
The downgrade will take effect once the current subscription period expires.
Restrictions:
It is important to note that users cannot downgrade from a paid plan back to the free plan. Once a free plan is upgraded to a paid plan, it cannot be reverted to the free plan.
Canceling Your Subscription
Canceling Recurring Payments:
Users can cancel their recurring subscription payments by navigating to thePlans & Prices->Payment Historysection. Click on the three dots next to the active recurring profile and select "Cancel recurring" to confirm the action.
After canceling, no further charges will be made, but users can continue to use the system until the current subscription period expires.
Account Deletion:
If users wish to delete their account entirely, they can do so by going to theSettingssection and selecting "Delete account." Users must confirm their agreement for data deletion to proceed.
Flexibility and Support
Holding Accounts:
Users have the option to keep their accounts on hold if they do not need the service temporarily. This is useful for businesses with seasonal operations.
Support for Transition:
SimplyBook.me provides support to help users choose the best plan for their current needs. Users can contact support via live chat or email for assistance with selecting a new subscription plan.
Full Setup Help:
Contract Renewal
Automatic Renewal:
SimplyBook.me subscriptions are typically set to renew automatically at the end of each billing cycle. Users can manage their subscription settings to ensure continuity of service without interruption.
Renewal Process:
Users can renew their subscription by navigating to thePlans & Pricessection in their account. They can select the desired plan and proceed with the payment to renew their subscription.
The renewal process involves checking the company details on the left side of the page (used for the invoice) and choosing the payment method. Once the payment is successfully received, the new recurring profile gets activated.
Payment Methods:
SimplyBook.me accepts various payment methods, including credit cards via SafeCharge or Stripe, PayPal, and wire transfer. Recurring payments are set up automatically based on the selected subscription period.
No Hidden Fees:
SimplyBook.me does not charge hidden fees for renewal. There are no long-term binding contracts, and users can cancel their subscription at any time without incurring additional charges.
Cancellation
Cancellation Process:
Users can cancel their subscription by navigating to thePlans & Prices->Payment historypage in their account. They need to click on the three dots next to the active recurring profile, select "Cancel recurring," and confirm the action.
After cancellation, no further charges will be made, but users can continue to use the system until the current subscription period expires.
Account Deletion:
If users wish to delete their account entirely, they can go to theSettingssection and select "Delete account." They must confirm their agreement for data deletion to proceed. Once completed, the account will be deleted, and users will have the option to restore it for a certain period before it is permanently removed from the databases.
Downgrading Subscription:
SimplyBook.me does not offer direct downgrades. Users can cancel their current recurring payment and select a different subscription level. It is not possible to downgrade to a free plan once a paid plan has been used.
Holding Accounts:
Users have the option to keep their accounts on hold if they do not need the service temporarily. This is useful for businesses with seasonal operations.
Confirmation and Support:
SimplyBook.me may send a cancellation confirmation to the user's registered email address. Users are advised to check their inbox (including spam folders) to confirm that the cancellation request was processed correctly.
If users encounter any issues during the cancellation process, they can contact SimplyBook.me customer support for assistance.
Additional Considerations
No Purchase Guarantees:
SimplyBook.me does not offer purchase guarantees concerning client's payments for appointment bookings or service purchases. Buyers and service providers share the responsibility for ensuring that purchases and service orders facilitated by SimplyBook.me are in good spirit, rewarding, and hassle-free.
Service Provider's Responsibility:
Service providers are required to supply their own terms and conditions and privacy policy for their clients. This includes policies on cancellations, refunds, and other service-related terms.
Changes to Terms:
GDPR Compliance
SimplyBook.me is fully compliant with the General Data Protection Regulation (GDPR) of the European Union. They have implemented appropriate measures and maintain records demonstrating GDPR compliance across all their business operations involving the processing of personal data.Key aspects of GDPR compliance:
Adhering to GDPR principles like lawfulness, fairness, transparency, data minimization, accuracy, storage limitation, integrity, and confidentiality.
Providing tools for data subjects to access, rectify, and delete their personal data.
Implementing data protection measures like encryption, access controls, and regular security audits.
Signing Data Processing Agreements (DPAs) with clients and maintaining GDPR-compliant policies and procedures.
HIPAA Compliance
SimplyBook.me offers a HIPAA-compliant custom feature designed to help healthcare providers protect patient data and meet HIPAA requirements.This feature includes:
Data encryption at rest for sensitive patient information stored in the SOAP component.
Two-factor authentication and automatic logouts to restrict unauthorized access.
Masking of patient names and services in notifications to prevent exposure of protected health information (PHI).
Ability to sign Business Associate Agreements (BAAs) with covered entities.
ISO 27001 Certification
SimplyBook.me's Information Security Management System (ISMS) is certified by NQA against the provisions of the ISO 27001:2022 standard.This certification demonstrates their commitment to implementing industry-standard security practices, including:
Secure data transmission using TLS 1.2 encryption.
Hosting servers in secure data centers with strict access controls and 24/7 security personnel.
Following Security Development Lifecycle (SDL) principles to address security risks.
Implementing role-based access controls and employee training on data protection.
Regular data backups and monitoring for potential threats.
PCI-DSS Compliance
While SimplyBook.me does not directly store or process credit card information, they ensure that all payment processing is handled by PCI-DSS compliant third-party providers like PayPal, Stripe, and others.This ensures that payment data remains secure and confidential.
Data Backup and Recovery
SimplyBook.me maintains robust data backup and recovery procedures, including daily backups stored on secure servers in different locations using encrypted data transfer.They regularly verify their backup procedures to ensure reliable data protection and recovery.
Network Security and Monitoring
SimplyBook.me continuously monitors their network for potential threats, including data breaches, adware, hackers, pop-ups, and phishing attempts.They maintain high uptime rates (around 99.9%) to provide a trustworthy service to their clients.
