Business Settings (Company Settings) — FlexBookz

Introduction

The Business Settings area in FlexBookz is the central place to manage your company's public information, notification behavior, and third-party integrations. From here you control what clients see (business name, address, website), how and when you communicate with customers (email, SMS, WhatsApp), and the connection to external services such as the WhatsApp Cloud API. Proper configuration ensures a smooth booking experience and reliable customer communication.

How it Works

Business Settings are organized across five tabs for clarity and quick access. Each tab focuses on a different part of your business profile and communication flow:

• Business Details: Your official company name, address, contact numbers, email and short description shown to customers.

• General: Global settings such as time zone and currency that affect scheduling and billing.

• Notifications: Configure booking confirmations, appointment reminders, and cancellation messages via email or SMS.

• WhatsApp: Connect FlexBookz to the WhatsApp Cloud API to send messages, receive replies and enable an AI auto-responder.

• Subscription & Usage: See your current plan, limits, and upgrade options.

Step-by-Step Guide

1. Business Details

1. Navigate to Settings > Business > Business Details.

2. Fill in your Business Name, Address, Phone, Email, Website and a short Description for your public profile.

3. If you operate multiple locations, add each location here so customers can select the correct branch when booking.

4. Click Save to apply changes.

Example: Add a second salon location with its own address and telephone so online bookings route to the correct staff and calendar.

2. General Settings

1. Open the General tab.

2. Select the correct Time Zone for your business to ensure appointments display correctly across client time zones.

3. Choose the Currency used for services, packages, and POS transactions.

4. Update your Business Hours if available here; otherwise set hours per location or staff in the scheduling area.

5. Click Save.

Practical use: If you have clients booking from another country, ensure the time zone is set at the location level so booking times are accurate for both staff and clients.

3. Notifications

1. Open the Notifications tab.

2. Enable Booking Confirmations and Appointment Reminders for the preferred channels (email and/or SMS).

3. Set the Reminder Timing (e.g. 24 hours before, 2 hours before).

4. Add templates for new bookings, reschedules, cancellations and no-shows. Use variables like {client_name}, {appointment_time} and {service_name}.

5. Test the notification by creating a test appointment and verifying the email/SMS is received and formatted correctly.

Example template: “Hi {client_name}, your appointment for {service_name} is confirmed for {appointment_time}. Reply STOP to unsubscribe.”

4. WhatsApp Integration

1. Open the WhatsApp tab in Business Settings.

2. Follow the Meta/WhatsApp Cloud setup steps. You will need to enter your Phone Number ID and Business Account ID and configure a webhook URL in the Meta Business settings.

3. In FlexBookz, paste your API Token and the webhook endpoint. Optionally enable the AI auto-responder to answer common queries automatically.

4. Click Verify or Save. Send a test message to confirm messages are delivered and inbound replies are received.

Webhook example (sample JSON payload sent by WhatsApp):

{
  "object": "whatsapp_business_account",
  "entry": [
    {
      "id": "123456789",
      "changes": [
        {
          "value": {
            "messages": [
              {
                "from": "447700900123",
                "id": "ABGGFlA5FpafAgo6I1Z",
                "timestamp": "1629292929",
                "text": { "body": "Hello" }
              }
            ]
          }
        }
      ]
    }
  ]
}

Note: When entering tokens or IDs use ENV placeholders for secure storage; never paste long-lived tokens into shared documents.

5. Subscription & Usage

Visit Subscription & Usage to view your current plan, monthly usage, message allowance and available features. Click Upgrade Plan to change tiers or add message credits for SMS/WhatsApp.

Tips & Best Practices

• Keep your business hours and public contact info up to date so clients can make informed bookings.

• Use a professional business email address (e.g., appointments@yourcompany.com) for reply handling and deliverability.

• Test notifications and integrations after any configuration change—create a test booking and verify both inbound and outbound messages.

• Use short, clear notification templates and include actionable information like cancellation links or contact numbers.

• Enable two-step verification on connected accounts (Meta/WhatsApp, email providers) to increase security.

• When enabling the AI auto-responder, provide fallback options (e.g., “Press 0 to speak to a human”) to escalate complex queries.

Pro tip: Schedule appointment reminders 24 hours and again 2 hours before the appointment for higher attendance without annoying clients.

Troubleshooting

• No notifications received:

  • Verify notifications are enabled in Notifications.

  • Check that email sending is connected (check SMTP/API settings) and SMS credits are available.

  • Examine logs in FlexBookz for delivery errors and any bounce messages from your email provider.

• WhatsApp integration not working:

  • Confirm your webhook URL is correctly entered in Meta Business and FlexBookz and that it returns HTTP 200 on verification.

  • Ensure the Phone Number ID and Business Account ID are correct and the token has the required scopes.

  • Check for expired tokens; generate a new token in Meta if needed.

• Changes not saving:

  • Make sure all required fields are filled out and field formats are correct (e.g., valid email, phone formats).

  • Check your network connection and try again; if the problem persists clear your browser cache or try another browser.

• Time zone or currency discrepancies:

  • Verify the time zone is set at the location level for multi-branch businesses.

  • Check that currency is set in General and that POS transactions use the same currency settings.

If you need further assistance, contact FlexBookz Support or consult the API integration guide for step-by-step webhook and token management details.