SetTime User Guide

SetTime is a cloud-based appointment scheduling platform for service businesses — salons, barbershops, clinics, studios, garages and more. From one dashboard you manage appointments, staff, services, customers and finances.

You can use SetTime in two places, and your data is the same in both:

You choose your account type during registration, and it determines which menus you see. Pick carefully — it shapes the whole app.

You can register with an email address, a Google account or an Apple ID. Registering with Google or Apple skips the email verification step.

On the web app

1. Go to app.settime.io/en/create-account and enter your email address, then click Continue.
2. Check your inbox for a 6-digit verification code and type it into the six boxes. If it does not arrive, wait for the countdown to finish and click Resend code.
3. Fill in Personal Information — first name, last name and a password. The password needs at least 8 characters, one lowercase letter, one uppercase letter and one number or special character. The Continue button stays greyed out until all four criteria turn green and both password fields match.
4. On Provider Details, choose Individual or Company, then enter your business name and industry. Country and timezone are detected automatically — check them before continuing.
5. Click Complete Setup.

On the mobile app

1. Tap Sign Up, then Sign up with Email, and enter your email address.
2. Enter the 6-digit code from your inbox. A countdown runs on screen; when it reaches zero a Resend button appears.
3. On Personal Info, enter your first name and a password. Four strength chips — 8 characters, A uppercase, a lowercase, 123 digit — turn active as you satisfy each one.
4. On Business Info, select Individual or Company, then fill in business name, industry, country, timezone and phone number.
5. Tap Sign Up. You will be asked whether to save your credentials for faster login next time.

Once registration finishes you land on the Calendar and a Welcome to SetTime! email arrives. Your account starts on the Free plan.

Straight after registering, an Account Setup screen offers two routes.

The wizard has three steps on Company accounts and two on Individual accounts, because Individual accounts have no staff:

1. Add staff (Company only) — name, phone number and profession. On mobile you can import a team member straight from your phone contacts.
2. Add a service — category, name, duration and price. On Company accounts you also pick which staff member provides it.
3. Set working hours — all seven days, defaulting to 09:00–18:00 with breaks switched off.

You can skip the wizard at any point using Skip Guide and set things up later from the main menus.

After onboarding, a progress tracker shows how much of your account is configured — “X of Y steps completed” with a blue progress bar. On the web it sits at the top of the sidebar; on mobile it appears on the Calendar screen and in the More tab.

The checklist, Get the Most Out of Your Account, has 8 steps on Company accounts and 7 on Individual accounts:

1. Set work schedule
2. Create a service
3. Create staff (Company only)
4. Create a customer
5. Create an appointment
6. Configure notifications
7. Activate your booking page
8. Get Pro

Sign in at app.settime.io or in the mobile app using your email and password, a Google account, or an Apple ID — whichever you registered with.

If you have forgotten your password

1. Click or tap Forgot password? below the password field.
2. Enter your email address and submit. A message with the subject Reset Password arrives with a 6-digit code.
3. Enter the code. On the web the form submits automatically once you type the sixth digit.
4. Choose a new password and confirm it. The same four password requirements apply.

A migration is a job our support team does for you. You send us what your current booking system exports, and we build your SetTime account out of it — your customer list, your service menu with its prices and durations, your staff, and every appointment already booked ahead.

It is free on every plan, including the free one, and usually takes one to three business days. Nothing is sent to your customers at any point, and your old account is left exactly as it is.

To start, message us on live chat or email support@settime.io. There is no form to fill in and no call to book.

These two are easy to mix up, and picking the wrong one costs you days. If your client list is in your phone you do not need support at all — you can do it yourself in under a minute.

Importing from your phone

1. Open the Customers tab and tap the + button.
2. Choose Bulk Import from Contacts.
3. Grant access and pick the people you want — one, several, or all of them.

Switch views from the dropdown at the top of the web calendar, or the view-mode icon in the mobile header.

In the time-grid views, working hours are shaded differently from non-working time, and a red horizontal line marks the current time. Tap or click any appointment block to open it.

Two filters control what appears on the calendar. Both are worth setting once at the start.

Status filter

1. Open Filter from the calendar header.
2. Tick the statuses you want visible — Upcoming, Pending, Cancelled, Finished, On Request and No Show each have a colour-coded checkbox.
3. Save. Only ticked statuses appear on the calendar.

Staff filter (Company accounts)

1. Open the Staff panel from the calendar header.
2. Use Select All, or tick individual staff members.
3. Apply. The calendar refreshes to show only those providers.

Click any empty time slot on the web calendar, or tap the blue + button on mobile. The form opens with two tabs — Appointment and Time Off.

Filling in the appointment

1. Customer — search by name or phone number, or choose Walk In to skip customer details entirely. You can also create a new customer without leaving the form.
2. Date and start time — the end time is calculated from the service duration, so you rarely need to set it.
3. Staff (Company accounts) — pick who is providing the service.
4. Service — choose one or more services from the searchable list, grouped by category.
5. Price — the final price adds up from the selected services. Each service price can be overridden individually for this appointment; the total itself is not directly editable.
6. Payment method (optional) — Cash, Card or EFT. None is selected by default and you can leave it blank.
7. Note (optional) — internal only, never shown to the customer.
8. Click or tap Create.

Recurring appointments are available on the Pro plan through the + Add Recurring link, which appears once a service is selected.

Use the Time Off tab to block a slot when you or a staff member are unavailable — lunch, a meeting, an errand. The block appears on the calendar and prevents online bookings during that period.

1. Open the new appointment form and switch to the Time Off tab.
2. Give it a title. On the web this is pre-filled with “Time Off” and can be edited.
3. Choose the staff member (Company accounts).
4. Set the date and the start and end times. The end time auto-fills one hour after the start.
5. Click Create.

Every appointment carries a status that drives its colour on the calendar and how it counts in your statistics.

To change a status, open the appointment and use the status pill or dropdown. The options offered depend on the current status — an Upcoming appointment, for example, can move to Cancelled or No Show.

Click an appointment on the web to open the edit panel, or tap it on mobile to open Appointment Details and then the pencil icon.

Every field from the creation form can be changed — customer, date, times, services, individual prices, payment method and note. Two read-only fields help you trace the booking:

The Activity tab on an appointment shows its full change history, newest first — useful when a booking has been moved several times or when you need to see who changed what.

Each entry records who made the change, what changed, a timestamp, and the old and new values. Tracked changes include time changes, services added or removed, price changes, staff reassignment, status transitions and the original creation.

Tune how the calendar looks and behaves. On the web this is a sidebar item; on mobile it is More → Calendar Preferences.

On the web, Customers is a table showing each person’s avatar and name, phone and email, address, and edit or delete actions. It is paginated at 10 per page with a running total, and a search bar filters by name.

On mobile, open the Customers tab. Each person is a row with their initial in a circle. Two icons sit at the top right — a folder for categories and a + to add someone.

Only the first name is required — everything else can be filled in later, so adding someone mid-appointment takes seconds.

Importing from your phone

1. Tap the + button on the Customers tab.
2. Choose Bulk Import from Contacts.
3. Grant access to your contacts and select the people you want — one, several or all at once.

Categories let you group customers — regulars, VIPs, corporate clients, whatever suits your business.

1. On mobile, tap the folder icon at the top of the Customers screen to open Customer Categories. On the web, use the Category dropdown on the customer form.
2. Tap + to create a category, or tap an existing one to rename it.
3. Assign a category from the Category field when adding or editing a customer.

Click or tap a customer to open their profile. Their photo, name, phone and email sit at the top, with an edit button, and the rest of the page is organised into tabs or rows.

Both actions live at the bottom of the customer edit form, shown in red. They do very different things.

Every service belongs to a category — Hair, Nails, Massage, Diagnostics, whatever fits. Categories group your services on the booking page as well as inside the app.

On the web app

1. Open Services. Each category is listed with its services beneath it in a table of name, duration, price and actions.
2. Click + Add to create a category.
3. Use the three-dot menu beside a category to manage it.

On the mobile app

1. Open the Services tab, which lists your Service Categories.
2. Tap + at the top right, enter a name in the New Category sheet, and tap Add.
3. Tap a category to open it. The ⋮ menu there offers Edit Category and Delete Category.

On the web, use the Services page; on mobile, open a category and tap +. The form is grouped into sections.

General information

1. Name — required. Type whatever your customers would recognise.
2. Category — required, pre-filled if you started from inside a category.
3. Service provider (Company accounts) — assign one or more staff members. Without at least one provider you cannot book the service.

Timing

1. Duration — required, set in hours and minutes. This is what determines the appointment length and the slots offered online.
2. Buffer time — optional extra time after the service for cleaning up or resetting. It is invisible to customers but blocks the slot, which stops back-to-back overbooking.

The Price type dropdown controls how the price appears to customers on your booking page. There are four options.

These settings control how the service looks — on your calendar and on your booking page.

Three toggles at the bottom of the service form control its behaviour. All three are on by default.

On the web, use the Edit and Delete actions in the service table. On mobile, swipe a service row left to reveal blue Edit and red Delete buttons.

To reorder services inside a category on mobile, tap the sort icon at the top right, drag the rows by their handles, then tap Save. The order you set is the order customers see.

If a service is retired but you want to keep its history in your statistics, switch Show on booking page off instead of deleting it.

On the web, Staff is a sidebar item. On mobile it is the Personnel tab in the bottom navigation bar — the fifth tab that Company accounts get in place of Appointments.

Click + Add Staff on the web, or + at the top right on mobile.

Each staff member performs a specific set of services, and this is what customers see when they pick a provider on your booking page.

1. Open the staff member, then Services. The read-only Assigned Services screen groups their services by category.
2. Tap the pencil icon to open Edit Services.
3. Tick or untick services. Each category header shows a live count such as “Nail (Selected 1/1)”, and an Unselect All link clears the category.
4. Tap Save.

By default every staff member follows the company working hours. When someone works different days or shifts, give them their own schedule.

1. Open the staff member and go to Work Schedule (web) or Working Hours (mobile).
2. Turn on the Personal work schedule toggle.
3. Set the working days, start and end times, and break times exactly as you would for the business.
4. Save.

These work exactly like the business-wide equivalents but apply to one person only — ideal for holidays and one-off shift changes.

Open a staff member to see their profile photo, rating, name and profession, plus quick actions to call, message or email them.

1. Open the staff member and tap the edit (pencil) icon.
2. Scroll to the bottom of the form.
3. Tap the red Delete Staff Account link.

On the web, open Work Schedule and stay on the General tab. On mobile it is More → Work Schedule → Working Days.

Each day of the week has the same set of controls:

Use closed days for whole days when the business is shut — public holidays, annual leave, refurbishment. Setting them in advance stops customers booking into them.

1. Open Work Schedule → Closed Days. On the web this is the ?tab=closed-days tab.
2. Click + Add Closed Days or tap +.
3. Set a start date and an end date. Use the same date for both to close a single day.
4. Add a description — required on the web, optional on mobile — such as “Public Holiday” or “Annual Leave”.
5. Save.

To change or remove one, open it from the list and edit it, or swipe the row left on mobile to delete it.

Specific days override your normal hours for a date or range of dates — a late night before a holiday, a half day, a one-off early start.

1. Open Work Schedule → Specific Days. On the web this is the ?tab=specific-workdays tab.
2. Click + Add Specific Workdays or tap +.
3. Set the start and end dates for the override.
4. Set the start time and end time that apply on those dates.
5. Optionally add a break by setting break start and end times, or switching the Break Time toggle on.
6. Add a title so you remember why, then save.

Several things affect whether a slot is bookable. From the broadest to the most specific:

1. Business working hours — your standard week, the baseline for everything.
2. Business closed days — remove whole dates from the calendar.
3. Business specific days — replace the hours on particular dates.
4. Staff working hours (Company) — a personal schedule overrides the company one for that individual.
5. Staff closed and specific days Pro — per-person exceptions.
6. Time off — one-off blocks placed directly on the calendar.
7. Existing appointments — already-booked slots.

Open Booking Page — from the sidebar on the web, or More → Booking Page on mobile — and switch on Enable online booking. Until you do, your page is not live and no URL is shown.

Your public address looks like this:

Alongside the URL you get three tools: Copy puts it on your clipboard, Share opens your device’s share sheet, and QR generates a QR code image you can print on leaflets, adverts or a storefront sticker.

Click the pencil or Edit link beside the URL to change the part after the slash. Pick something short and recognisable — your business name usually works best.

This is the business identity shown on your booking page and used across the app.

Add the profiles you want linked from your booking page. Each has its own field with an example format: Website, Facebook, Instagram, Snapchat, YouTube, LinkedIn and TikTok.

Upload photos of your workplace and completed work to showcase on your booking page. They appear as a grid of thumbnails.

1. Open Booking Page → Company Gallery.
2. Tap + to add photos.
3. To remove one, tap the ⋮ in a thumbnail’s corner and choose Remove Image.
4. To reorder, tap the sort icon (⇅). The grid becomes a list with drag handles — drag, then confirm with the checkmark.

Make the booking page look like your brand rather than a generic form.

Decide what you ask customers for when they book. Each field has a checkbox to include it and a Required toggle, which only becomes active once the field is ticked.

Use + Add field at the bottom to create your own custom fields.

These three settings shape which slots customers are offered.

Control what customers may do after they have booked.

Open Notifications Center from the sidebar on the web, or More → Notifications Center on mobile. It is split into two groups:

Five automated emails are available on every plan, including Free. Three are simple on/off switches; two are fully configurable.

Reminder and follow-up timing can be set to 5, 15 or 30 minutes, 1 or 2 hours, or 1, 2, 3, 5 days or 1 week. The reminder defaults to 1 day ahead.

The reminder and follow-up emails have editable templates. Click a variable chip to insert it, and SetTime swaps in the real value when the message sends.

Beyond email, SetTime can message customers on three other channels. Use the Notification type dropdown to switch between them — each offers a different set of messages.

Telegram notifications work through the SetTime Telegram bot, which customers subscribe to themselves.

After a customer confirms a booking on your booking page, a popup appears: “Appointment Created — Get reminders and manage your booking via our Telegram Bot.” A blue Get Notifications button walks them through subscribing. From then on their appointment notifications arrive in Telegram.

Daily schedule reminder sends you a summary of the day’s appointments each morning, by email and push notification.

The bell icon opens your in-app notifications — a list of items with a title, description and relative timestamp, with unread ones marked by a blue dot. Read All marks everything as read.

Typical entries include:

1. Daily reminder — your schedule for the day, or a note that you have nothing booked.
2. Online booking received — a customer booked through your page, with the service, time, date and assigned staff member.
3. Appointment reminder — an upcoming appointment is approaching.
4. Booking page prompt — a nudge to activate your booking page if it is still switched off.

Before you connect, the Payments page shows an introduction with a Get Started button.

1. Open Payments from the sidebar, or More → Payments on mobile.
2. Click Get Started.
3. Complete the Stripe authorisation flow. You will either sign into an existing Stripe account or create one.
4. You are returned to SetTime and the page becomes your payment dashboard.

Once connected, three figures sit at the top of the page:

Below that, Recent Transactions lists every payment with the customer name, the SetTime appointment ID, the Stripe transaction ID (with a copy button), the amount, a Paid or Refunded status and the date. The web table paginates at 15 per page.

Open the Settings button (web) or the gear icon (mobile) on the Payments page, then Deposit Settings.

1. Switch Require deposit on. With it off, no deposit is collected and the amount fields are hidden.
2. Choose the type: Percentage takes a share of the total service price, Flat / fixed amount takes the same sum regardless of the service.
3. Enter the amount — a percentage figure or a currency value depending on the type.

Stripe charges a fee on every transaction. The rate depends on your country and is shown at the top of the Processing Fees screen — for example 1.50% + €0.25 per transaction for accounts in France.

The Policy & Conditions screen holds a free-text area for your payment terms. Whatever you write is shown to customers on your booking page before they pay, so they can read it before committing.

A red Disconnect Account option at the bottom of Payment Settings removes the Stripe integration.

Open Marketing from the sidebar, or More → Marketing on mobile. Four tools are listed:

Click + Add Discount or tap +. The form has three sections.

Discount details

1. Discount name — what you will recognise it by in the list.
2. Discount value — a number, with two icons beside the field to switch between a percentage and a fixed amount.
3. Discount starts — the first day it applies.
4. Discount ends — defaults to Ongoing if you do not set an end date.

Apply discount to

1. Services — defaults to All Services. Open it to search, use the All Services checkbox, or expand individual categories and pick specific services. Confirm with Apply.
2. Staff — defaults to All Staff. Open it to choose particular team members, shown with their avatar, name, title and rating. Confirm with Apply.

Discounts appear on your booking page, so customers see the reduced price as they book.

This is where a discount becomes a targeted offer rather than a blanket price cut. Four optional toggles are available, and the form summarises your choices as “No Limits” or “1 Limit”.

Open Reviews from the sidebar, or More → Reviews. Two independent toggles control the feature:

The Reviews list shows every submission as a card with the customer’s name and photo, the star rating, their answers to each review question, their free-text feedback, the date and the staff member who provided the service.

The Review Form Questions tab lets you ask your own questions rather than only collecting a star rating.

1. Click or tap + Add Question.
2. Type the question — for example “How would you rate the professionalism?” or “Was the service area clean and organised?”
3. Use the Required toggle to decide whether customers must answer it before submitting.
4. Remove any question with the red trash icon.

Every expense belongs to a category. Three are created for you: Rent, Utilities and Supplies.

On mobile, open More → Expenses and tap the folder icon to manage them. Tap + to create one; swipe a row left to edit or delete it.

Click + Add Expense on the web, or the + icon on the mobile Expenses screen.

Expenses are listed with their name, amount, category and date, grouped by month on mobile.

Set a frequency other than Doesn’t repeat and the expense is generated automatically from then on. Available frequencies:

Daily · Every 2 days · Every 3 days · Every 4 days · Every 5 days · Every 6 days · Weekly · Every 2 weeks · Every 3 weeks · Monthly · Every 2 months · Every 3 months

All of them are listed on the dedicated Recurring expenses page — /expenses/recurring on the web, or the ↻ icon on mobile.

Open Statistics from the sidebar, or More → Statistics. Every report has a date filter — a single day, a month, or a custom From/To range.

Three tiles summarise the period you have selected:

The Services report lists each service with its quantity and amount. Tap the arrow beside an amount to expand it into a payment-method breakdown: Card, Cash, EFT, and a question-mark row for appointments where no payment method was recorded.

The Month view adds a Staff filter and a Group by control so you can slice the same data by person rather than by service.

Three metrics track how well your public page converts: page visits, appointments booked through it, and the conversion rate between them. A line chart plots visits and appointments across the week or month.

Sync your SetTime appointments into Google Calendar so your whole day sits in one place.

1. Open Integrations from the sidebar, or More → Integrations on mobile.
2. Click Connect on the Google Calendar card.
3. Authorise SetTime through the Google sign-in flow.
4. The card turns to a green Connected status with a Disconnect button.

Once connected, appointments created in SetTime are synced to the linked Google Calendar automatically.

Sync your bookings into your phone’s own calendar — Apple Calendar on iOS or the Android calendar — so appointments appear alongside your personal events. Tap Connect on the Device Calendar Sync card.

Stripe also appears on the Integrations page and can be connected from there. It enables everything in the Payments section — deposits and online payment collection.

Showcasing your best Google reviews on your booking page is on the way. The card currently carries a Soon badge and cannot yet be connected.

Every SetTime account starts on the Free plan, which already covers unlimited appointments, customers and services, your booking page and email reminders. Pro adds the following:

Pro is billed either monthly or yearly, and there is a Monthly/Yearly switch on the upgrade screen. The yearly plan carries a substantial discount over paying month by month.

Pricing depends on your country and on whether you have an Individual or a Company account. Current prices for your region are always shown on the upgrade screen inside the app, and on the SetTime pricing page.

Stripe appears in two completely unrelated places in SetTime, and mixing them up is the most common source of billing confusion. They are set up separately, billed separately and neither depends on the other.

You can reach the upgrade screen three ways: the SetTime Pro item in the menu, Billing → Upgrade, or by selecting any feature that carries a Pro badge.

On the web app

1. Open SetTime Pro from the sidebar, or click any Pro-badged feature.
2. Use the Monthly/Yearly switch to choose your billing period, and review the What’s included list.
3. Confirm. SetTime hands you over to Stripe’s secure checkout page — a page hosted by Stripe, not by SetTime.
4. Enter your card details on Stripe’s page and complete the payment.
5. You are returned to SetTime with Pro active.

On the mobile app

1. Open More → SetTime Pro, or More → Billing → Upgrade, or tap any Pro-locked feature.
2. Tap Monthly or Yearly. The selected plan is highlighted with a blue border.
3. Review the What’s included list — each row expands to show a description and a preview.
4. Tap Try for free to start the trial, or confirm the purchase.

Once you are subscribed, the SetTime Pro page changes to show your active features and a Manage subscription button.

On the web app, Manage subscription opens the Stripe customer portal — a billing page hosted by Stripe. Everything to do with your subscription is handled there:

Open More → Account Details → Billing for three options:

On the web, open Settings from the user menu at the bottom-left of the sidebar. On mobile it is More → Settings.

Open My Profile from the user menu or More → Account Details → My Profile. You can edit your photo, first and last name, date of birth, gender and phone number.

The email field is read-only, because changing it needs verification.

1. Click or tap Change email beside the email field.
2. Enter the new address.
3. Submit — a 6-digit verification code is sent to the new address.
4. Enter the code to complete the change.

Use the Change Password tab on the web, or the Change Password row in your mobile profile. You will need your current password, then the new one twice.

The new password must meet four requirements: at least 8 characters, a lowercase letter, an uppercase letter, and a number or special character. The confirm button stays disabled until all four are met and both fields match.

1. Open My Profile.
2. Scroll to the bottom and tap the red Delete Account row.
3. A sheet appears asking “Can we do anything to keep you on board?” with two options — Start a Chat to talk to support, or Delete Anyway to proceed.

The Help Center in the app menu offers four routes:

You can also email support@settime.io directly. Some things — SMS and WhatsApp message templates, and moving your data over from another system — are handled by support rather than in the app.

What’s New lists recently added features with a short description of each — worth checking occasionally, since SetTime ships regularly.

Suggest improvement sends feedback straight to the SetTime team. If something would make your working day easier, tell us there — a good deal of what ships starts as a customer suggestion.