SetSoon User Guide & Documentation

Understanding Availability & Time Slots

Why time slots were previously empty on test pages and how the new visual calendar solves it.

What happened earlier: The previous booking page used a single HTML date input that always defaulted to today. When tested in the evening (after 5:00 PM) or outside standard 9:00 AM – 5:00 PM business hours, today had 0 remaining slots. The duration pills rendered, but the slots list below displayed "No available slots for this date" because the page didn't look ahead to tomorrow or next week automatically.

How it is permanently solved now: We replaced the single date box with a full Interactive Visual Monthly Calendar featuring Smart Auto-Advance:

28-Day Rolling Window: The engine automatically scans the next 28 days and marks open dates with green dots (•).
Smart Auto-Advance: If today has zero slots (after hours, weekend, or fully booked), the calendar automatically jumps to the first open date (e.g. tomorrow at 9:00 AM) and renders the time slots instantly with a Next Open Date badge!
1-Click Day Browsing: Clicking any active calendar day instantly displays that day's morning, afternoon, and evening slots without reloading the page.

Master Link Cheat Sheet

Every link format available in SetSoon and how duplicate staff names across companies are handled.

SetSoon supports both multi-tenant organization scoping and clean vanity links. If two different organizations both have an employee named Emily, the organization prefix ensures there is zero ambiguity or collision.

Organization Portal

https://setsoon.com/b/acme-studios

Company-wide directory. Displays all services and all staff members belonging to Acme Studios. Visitors pick a service or person.

Scoped Staff Link (Recommended)

https://setsoon.com/b/acme-studios/alex

Direct booking page for Alex at Acme Studios. Alex can put this link in his email signature. Another team member has /b/acme-studios/sarah.

Scoped Service Link

https://setsoon.com/b/acme-studios/demo

Direct booking for a specific service (e.g. 30-min Consultation or Move In). Automatically round-robins across available team members.

Vanity Direct Link

https://setsoon.com/b/alex

Fast vanity shorthand. Automatically resolves to the user's primary staff profile or single-tenant default.

Staff Members & Logins

How to add team members, invite them with their own login, and manage role permissions.

1

Add a Team Member

Go to Dashboard → Team (or /dashboard/team) and click "Add Team Member". Provide their Name, Email Address, Role (Admin or Staff Member), and personalized Link Slug (e.g. emily).

2

Their Own Dedicated Login

Staff members log in directly at https://setsoon.com/login using their email and password. They do NOT share an account or master credentials.

3

Scoped Staff Dashboard

When Alex logs in with the Staff role:
• He sees his own bookings and appointments.
• His sidebar displays a 1-click button: "My Booking Page →" (directing to /b/acme-studios/alex).
• He can manage personal working hours, breaks, and buffer times.
• Organization billing, master API keys, and other staff members' private settings are hidden.

Customizing What Appears on the Booking Page

Avatar toggling, company logos, and display layouts.

In Dashboard → Settings (or on each Team Member profile), you have full control over the visual presentation:

Hybrid Display (Default)

Displays your Company Logo in the header bar, and the Staff Member's photo, title, and bio in the booking profile card. Ideal for customer-facing consultants and account managers.

Company Only

Hides individual staff avatars and names completely. The page renders strictly under the brand name (e.g., "Book a Session with Acme Support"). Great for anonymous round-robin sales queues.

Avatar Visibility Toggle

Each staff member can upload a headshot or choose to display clean initials. You can turn "Display avatar image" ON or OFF with a single toggle.

Multi-Tenancy & Workspaces

Manage Acme Studios, South Parker Commons, and more from one unified admin.

SetSoon is architected from the ground up for true multi-tenancy. You can create multiple independent organizations, each with its own:

Unique URL Slug: /b/acme-studios, /b/south-parker-commons, /b/custom-org.
Isolated Team & Services: Services and staff created inside South Parker Commons do not leak into Acme Studios.
Separate Branding: Independent logos, brand colors, and email notification headers.
1-Click Workspace Switcher: Admins can switch between organizations via the dropdown in the top navigation bar without logging out.

Email Engine (Envelark API Integration)

Beautiful, high-deliverability HTML emails and staff appointment notifications.

1

Customer Confirmation Email

Fires immediately when an appointment is booked. Contains the exact meeting time, timezone, staff contact info, the in-house meeting room link (ScreenChirp), calendar invite (.ics), and 1-click reschedule/cancel links.

2

Staff Notification Email

Fires immediately to the assigned staff member's email (e.g. alex@acme.com), alerting them that a new client has booked time on their calendar with full guest intake responses.

3

Responsive Logo Sizing Fix

Email templates now strictly enforce max-width: 140px; height: auto; object-fit: contain; to prevent logos from appearing stretched or oversized in mobile and desktop email clients.

4

Headless API Bookings (e.g. Payeny Integration)

When external applications (like Payeny) create bookings through the SetSoon API:
• Option A (Default): SetSoon sends the confirmation email via the Envelark API dynamically branded with Payeny's logo, colors, and company name.
• Option B (Webhooks): SetSoon dispatches a booking.created webhook payload to Payeny so Payeny can fire custom transactional emails through their own pipeline if desired.

Ecosystem Integrations: Video, Files & Billing

ScreenChirp video rooms, Elept cloud storage, and Payeny billing tiers.

ScreenChirp Video

Native in-house meeting rooms at /room/{code}. Zero external Zoom or Google Meet accounts needed. Rooms feature WebRTC HD video, screen sharing, and participant ping heartbeats.

Elept File Storage

Used for secure customer intake attachments, profile headshots, and PDF invoice receipts. Integrated storage quotas allow transparent metering.

Payeny Checkouts

Zero-redirection in-house checkout for paid consultations and subscriptions ($0, $5, $10 tiers) at /checkout/{token} and /invoice/{token}.

Frequently Asked Questions

Why did my booking page say "No available slots" when I first tested it?

The booking engine enforces realistic real-world scheduling: staff hours (typically 9 AM – 5 PM) and a 2-hour minimum notice. If you view the page at night or on a weekend, there are no remaining slots for *today*. The new visual calendar automatically detects this and jumps to tomorrow or next business day so open slots appear right away!

How do I change the working hours for a staff member?

Navigate to Dashboard → Schedule. You can toggle each day of the week (Monday through Sunday), adjust the start and end hours (e.g. 08:00 to 18:00), and add buffer times before or after meetings.

Can staff members connect their Google Calendar or Outlook?

Yes! SetSoon provides dedicated iCal subscription feeds at /cal/{token}. Staff can subscribe to this live feed in Apple Calendar, Google Calendar, or Microsoft Outlook for real-time 2-way sync.

Platform Manual & Booking Link Guide