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How to set up availability for online bookings?

Fotostudio offers a module for creating availability schedules for your recurring online bookings. This module allows your clients to easily select a time slot and rate, provide their personal information, sign the contract, and pay the invoice online, all within a smooth and integrated process.

This module is ideal for recurring availabilities, for example:

ID photo sessions
Studio photo sessions

The available time slots are based on the shoot type selected by your client.

Good to know: If you want to allow your clients to book an appointment (viewing session, discovery call, wedding planning meeting, etc.), see the article How to set up availability for appointments.

1. Create your rates

In the menu Shootings > Rates, create one or more rates for sessions that can be booked online. Your clients will then have the option to choose from these rates when making their booking.

IMPORTANT: To ensure the proper functioning of the module, it is essential to set a default schedule on your rates.

Rate with duration

Make sure to check the "Display this rate in the catalog" option so that this rate appears in the list of rates available for online bookings.

2. Define your availabilities

In the menu Shootings > Online Booking, you have the option to create one or more session or appointment schedules.

Creation and management of session schedules:

Each schedule can be customized with specific parameters (name, type of session, recurrence, etc.).

New session schedule

Name: the name of your schedule. You can create multiple schedules according to your needs (for example, photo sessions, various appointments).

Shoot Type: add all the shoot types configured for this availability (for example, you can create availability for all your studio sessions, which will have the same schedule, and a different availability for sessions to be scheduled at other times).

Recurrence: you can choose between a weekly or bi-weekly schedule.

Break between bookings: you can set a specific time interval between two consecutive bookings. This break is intended to provide a buffer period for various activities needed between sessions or appointments.

Offer slots every: allows you to define how often booking slots are available for clients throughout the day. (For example, if availability is from 9:00 am to 12:00 pm and this field is set to "30 minutes", clients can choose a slot at 9:00 am, 9:30 am, 10:00 am, etc., depending on the duration of the session.)

Booking deadline: this field allows you to define how far in advance clients can book the session.

Max booking date: this option allows you to define how far in advance clients can book. For example, if you set this option to 6 months, your clients will only be able to make appointments within the next 6 months.

Maximize number of bookings in a single day: if you check this box, fewer slots will be offered to your clients. The goal is to maximize the number of bookings on the same day.

Limit number of shoots per day: if you set a maximum number of shoots per day, a date will no longer be available for booking as soon as it reaches this number of shoots.

Active: this checkbox allows you to quickly deactivate the availability without having to delete it, and to reactivate it easily without having to recreate everything.

Hourly availabilities

Availabilities

You can define your availabilities for each day of the week.

Rates are displayed first to your clients. It is currently not possible to display the availability calendar first, because the available time slots are calculated based on the duration of the selected rate and your availability.

Warning: if you have set an availability period shorter than the duration of your sessions, no availability will be shown to your clients. (For example, if you have set availability on Mondays from 9:00 am to 10:00 am but there are no sessions that last one hour or less, this availability will not be shown.)

In the Online Booking module, the duration of the selected rate, package, and options is taken into account when displaying available time slots in your calendar.

How to add an exceptional availability slot

Add exceptions for specific dates where your availability differs from your usual schedule and you would like to offer online booking slots. These can be added directly below your recurring availabilities.

Days off

You can also block entire days by adding days off.

If you add a day off directly within a schedule, it will only block that day for this schedule.

If you add a day off from the main Online Booking page, it will block that day across all schedules.

3. Settings

With the Settings button, you can set the URL of your booking page as well as the option to automatically release incomplete or unpaid bookings after 15 minutes.

Settings

4. Invite your clients to book

On the main page of the module, you can get your booking link. You can choose one booking link for all your shoot types, or one link per shoot type, then click Show and copy the URL of the page that opens. Share this link with your clients via Facebook, email, SMS, or any other communication channel.

Selecting booking link

By clicking on this link, your client will arrive on your booking page. They can then choose a session type, a rate, and products, select a time slot based on your availabilities, complete their contact details, sign the contract, and pay their invoice online.

Choose time slot

5. Enjoy

Let Fotostudio work for you and receive notifications whenever a new booking is made.

Updated on: 01/07/2026

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