Guest Booking, Step by Step

How a guest books on your booking page, from the first tap to the confirmation, and how they change the appointment later

A bar at the top shows where the guest is. For most businesses the steps are called Service, Appointment, Your Details and Confirm. If guests choose a person rather than a treatment first, the first step is called Provider, and if your business asks for the number of guests, Guests is added. At the very bottom of the page are the links Privacy and, if miraTEQ has stored one, Legal notice.

2.1 Choose a Space or Treatment

What the first step shows depends on what your business offers:

• Treatments, for massage and beauty for example: a list with duration and price under the heading “Select Services”, in many massage studios “Choose your treatment”. Above it sits the Categories bar with All and one button per kind of treatment. Anything without a kind is listed under More. The guest can tick several treatments, the bar at the bottom counts along, for example “2 Services”, and Continue leads to the appointment. Without a choice the page says “Select at least one service”. A treatment without a price shows as Free.
• People, for a consultation for example: “Choose Your Provider” with “Who would you like to book an appointment with?” below it, and one card per person.
• Areas by number of guests, in a restaurant for example: “How many guests?” and “Select the number of people joining.”, with the buttons − and + and the possible range below them, for example “1 to 8 Guests”. The system picks the area that fits that number.

If miraTEQ has stored a note for your business, for example that you are a respectable wellness studio, it appears in this step above the choices.

Just me or as a couple

If you offer couple prices, the first step first asks “Just me or as a couple?”, with Just me (“One appointment for me”) and Couple (“Two of us, together”). The treatment list only opens after the answer, because the prices depend on it. Whoever picks Couple reads “Couples massage: same room, both the same treatment. For different treatments, please book individually.” Treatments without a couple price then carry the note “Not available as a couples massage. Please book individually.”

Groups of three or more

Online, a guest books alone or as a couple. For larger groups, the page shows “More than 2 people? We’ll gladly arrange that personally.”, next to it “Call us” and a messenger button, WhatsApp or LINE depending on the guest’s language (see 2.4). WhatsApp opens with a ready-made message: “Hello, we would like to book an appointment for a group.”

If there is neither a phone number nor a messenger that suits the guest, the button reads “More than 2? Send a request”. It opens a short form with How many people?, name, email, phone and the field Preferred time / your request. After “Send request” the guest reads “Request sent.” and “We will get back to you as soon as possible.”, and you receive an email you can answer directly, plus a “New request” notification on every device with notifications switched on (Chapter 20). No appointment is created and no time is blocked. You contact the guest and enter the appointment yourself (Chapter 7).

miraTEQ switches this on. It needs at least two practitioners and couple prices.

Number of guests

If your business asks for the number of guests, the step Guests follows the first step, also with “How many guests?”. The number counts when free places are checked: if the group no longer fits at a certain time, that time cannot be chosen.

Choosing the therapist

If you have at least two therapists, you decide whether guests may pick who treats them. The “Features” card in Settings holds the switch “Let guests choose” (Chapter 16.6). It takes effect on the booking page straight away, without saving.

Guests then see the step “Choose your therapist” after the treatments. “No preference” comes first, with the line “We’ll automatically assign an available therapist.” Below it is one row per person, with photo or initial and the languages they speak. A tap moves straight on to the date.

• “No preference”: the system gives the appointment to the person who is free at that time and has the fewest bookings that day. So the work does not always land on whoever is first in your list. In the summary the guest reads “Automatically assigned”.
• A specific person: the calendar only shows that person’s free times, and the summary names them.
• Couples bookings skip this step. Two therapists are needed, and the system takes the two free ones with the fewest bookings that day.

With the switch off, the step does not appear, and every booking is assigned as with “No preference”.

2.2 Select Date & Time (and Waitlist)

The Appointment step shows a month calendar. Only days with free times can be chosen. Past days and days beyond your booking window (Chapter 13, 30 days by default) are blocked. Until a day is chosen, the page says “Select a date first”.

After choosing a day, the free times appear as buttons, sorted into Morning (before 12:00), Afternoon (until 17:00) and Evening. Booked times are shown greyed out among them, so the guest sees how full the day is.

• If the whole day is booked, it says “This day is fully booked” above the times, with “Please pick another day, or get in touch with us directly.”
• If the day has no times at all, it says “No appointments available.”
• Below the times, “No time that suits you?” offers the direct line: “Call us” and, depending on the guest’s language, WhatsApp or LINE.

Time zone

On request, miraTEQ switches on a time choice, for example for guests who book from abroad. If the guest’s device is set to a different time zone than your business, Time zone appears below the calendar with two entries: Your time and your business’s time, each with the current time. If the guest picks their own time, the page shows every appointment converted. The waitlist is not available in that view.

Waitlist

When the waitlist is on (Chapter 16.6), booked times carry a small bell 🔔, and above the times it says “Preferred time booked out? Tap the crossed-out time to join the waitlist.” The tap opens a short form, for example “Waitlist for 19:00”, with name and email and the button “Join the waitlist”. Afterwards the guest reads “You are on the waitlist. We will notify you as soon as a slot opens.” If a day has no times at all, the page offers the same button for the whole day. When an appointment on that day is cancelled or deleted, the first person waiting gets an email (Chapters 10, 18.1).

2.3 Contact Details, Pre-Booking Form & Opt-In

The Your Details step shows “Your Contact Details” and asks “How can we reach you?”:

Field	Required	Notes
Full Name	Yes	The name the appointment is booked under.
Email Address	Yes, with exceptions	Optional when the guest books with LINE (2.6); then it says below “You’ll get your confirmation via LINE. Email is just a backup.” miraTEQ can also make it fully optional for your business. Then the field is called “Email Address (optional)”, and below it says: “Without an email address you get no confirmation and no link to change or cancel. We will call you if anything comes up.”
Phone	Depends on the business	Required if miraTEQ has set it up that way for your business, otherwise marked “(optional)”.
Message	No	Free text. Below it: “Please do not enter health information (e.g. symptoms or diagnoses).”
Preferred Language	No	Only appears when more than one language is possible. If the guest chose a person, only that person’s languages are offered.
Privacy	Yes	The box “I have read the Privacy Notice …” with a link to your privacy notice. Without the tick the guest cannot continue.

On a phone, Message and Language start folded away. “More details” opens them, “Show less” folds them again. Continue leads to the summary, Back to the appointment.

Pre-booking form (questionnaire)

If miraTEQ has set up a questionnaire for your business, its questions appear above the privacy box, in a massage studio for example “Preferred pressure” with soft, medium and firm, or “First time here?”. Required questions carry a *. You see the answers in the booking’s detail window (Chapter 6.3).

Marketing opt-in

If you have switched the consent on (Chapter 11.4), a box appears below: “I would like to receive appointment reminders and occasional offers (unsubscribe anytime).” Only guests with this tick receive rebooking, win-back and the review request (Chapter 11). Each of those emails has an unsubscribe link.

Note

Reminders about an upcoming appointment are part of the booking itself and do not need this tick.

2.4 Confirmation, Menu Link & Success

The Confirm step shows “Confirm Booking” and “Please review your details”: services, duration, price, with whom (or “Automatically assigned”), date, time and the contact details. The guest checks everything and taps “Book Now”.

Where you sell vouchers, this step also has a Gift voucher code field. “Check” shows the guest the balance and expiry date. The code is noted on the booking and deducted at the appointment (Chapter 24.3).

On success, the guest sees:

• The heading “Booking Received!”, or with automatic confirmation “Your appointment is booked!” (see below).
• The line “A confirmation email has been sent to …”, if they gave an address. The email contains the “Manage your booking” link (Chapter 18.1).
• The button “Add to calendar”. It downloads the appointment as a calendar file, and the guest’s calendar app enters it with your business name and the booked service.
• A button to your digital menu, if you use miraMENU (Chapter 17).
• A LINE card to receive the confirmation in LINE, if LINE is set up (Chapter 16.4).
• The card “Any questions? Message us.” with a WhatsApp button, if miraTEQ has set it up for your business. WhatsApp opens with a ready-made message including name and appointment. When this card is shown, LINE is a button next to it instead of a card of its own.
• The button “Make Another Booking”, which starts again from the beginning. Guests who booked inside LINE get “✓ Back to LINE” instead.

Which messenger suits which guest

Only what your business has on file is offered. Whether a guest sees WhatsApp or LINE depends on the language they book in: in German only WhatsApp, in English both, in Thai only LINE. In Thai, WhatsApp only appears if your business has no LINE. This applies after booking, for groups (2.1), below the times at “No time that suits you?” and to “Sign in with LINE” (2.6).

Pending vs. Confirmed

A new booking starts with the status Pending. Your team confirms it in the panel, which triggers a confirmation email (and a LINE card) to the guest. Businesses that confirm automatically skip this step: the guest sees “Your appointment is booked!” straight away. If the business’s connected calendar cannot be read at that moment, the booking becomes a request there too, and the guest sees “Request sent” (Chapter 16.3).

Connection lost

If the connection drops while booking, the guest sees “Lost connection to the booking system. Please wait a moment and try again.” instead of a technical error.

The same time a second time

If a guest books the same appointment again within an hour, with the same name and the same contact details, no second booking is made. This prevents double appointments after a dropped connection. The guest reads “You have already booked this appointment. To book for another person, please enter their name.” and can book for someone else right below:

• By name: enter the name, tap “Book for this person”. This becomes a booking of its own, with its own confirmation and its own manage link, both sent to the guest’s address. With several therapists, the second person gets one who is free, as with “No preference”.
• As a couple: if the treatment has a couple price, a button with the price for both appears below, for example “Book as a couple · 2,400 ฿ for both”. The existing booking then becomes a couple booking, with the same number and the same manage link. The system picks the second therapist as in 2.1. The guest gets the confirmation again, now for two people, you get the alert as for a new booking, and the calendar entry is created anew for both. The log shows it as “Appointment extended to two people” (Chapter 23.3). Where guests pay when booking, this option does not appear.

If there is no room left at that time, the message says so straight away. A voucher stays with the first booking.

2.5 Managing an Existing Booking

Every confirmation email includes a personal “Manage your booking” link. The guest does not need to sign in. The page is called Your appointment and shows, under Your booking, the number, the status (“⏳ Pending confirmation”, “✓ Confirmed” or “✗ Cancelled”) and all details. Below that:

• “Reschedule” opens “Reschedule your appointment”: “Pick a new date and time.” The guest chooses both and confirms with “Move appointment”. They get the email “Your appointment has been moved”, you get the email “[Name] rescheduled” (Chapter 18).
• “Add to calendar”: save the appointment in their own calendar app.
• “Cancel booking”: the page asks “Are you sure you want to cancel this booking?” with “Keep booking” and “Yes, cancel”. The appointment is then cancelled, the guest gets the cancellation email, and if the waitlist is on, the first person waiting hears about it. You learn about it through the notification on your phone (Chapter 20) and in the Activity log (Chapter 23); no email is sent to you.
• “Book another appointment” leads back to the booking page.

A moved appointment stays with the same person: the page only offers times when that person is free. A couples booking moves as a whole, to a time when two therapists are free at once. The two can be different people than before.

If you set a change deadline on the Availability page (Chapter 13), the page says “Free cancellation or rescheduling up to 24 hours before your appointment.” with your number of hours. After that, moving and cancelling are blocked, and the guest reads “The change deadline has passed (24 h before the appointment). Please contact us directly.” If the appointment is already over, it says “This appointment is in the past.”

The manage link is unique per booking and does not expire.

2.6 Sign in with LINE

If LINE Login is set up, the Your Details step (2.3) shows the green “Sign in with LINE” button at the top, with “Or fill in your details below.” under it. This is especially popular with Thai guests. Guests booking in German do not see it (see 2.4).

• The guest taps it, approves in LINE and comes back signed in. There it says “Signed in as” with their LINE name and “You’ll receive your confirmation on LINE automatically.” The email address then becomes optional.
• Their booking confirmation arrives as a card directly in LINE, and confirmation or cancellation follow in the same chat.

See Chapter 16.4 for how LINE is set up and how your team can confirm bookings from within LINE.