Booking Portal

Dynaris Booking Portal is a custom-built, public-facing scheduling system that lets clients and customers book services directly. With built-in availability management, payment processing, and branding controls, you get a complete booking solution designed specifically for Dynaris workflows.

Unlike third-party booking tools, the Booking Portal is fully integrated with your Dynaris calendar, invoicing, contacts, and automation workflows. When a client books, the appointment automatically appears in your calendar, an invoice is created if needed, and reminders are sent automatically—all within the Dynaris ecosystem.

The Dynaris Booking Portal

Built specifically for modern service businesses, the Booking Portal includes:

• Custom-branded pages — Match your brand with logos, colors, and custom messaging
• Advanced availability management — Weekly schedules, staff-specific availability, buffer times, exceptions
• Intelligent scheduling — Time zone handling, minimum notice requirements, maximum advance booking limits
• Flexible payment processing — Stripe checkout (pay now) or invoice-based billing (pay later)
• Multi-service support — Multiple services per page, each with unique pricing and availability
• Smart reminders — Automatic booking confirmations, pre-appointment alerts, no-show follow-ups
• Complete data capture — Client details plus custom fields for your specific needs
• Real-time calendar sync — Bookings instantly appear in your Dynaris calendar
• Automatic invoicing — Invoices created and sent automatically for paid bookings
• Lifecycle tracking — See each booking from request through completion
• Embeddable widget — Add booking functionality to your website with a simple script tag
• Voice integration — Optional AI assistant to answer booking questions

The Booking Portal is deeply integrated with your Dynaris calendar, invoicing, contacts, and workflows—everything syncs automatically.

Creating a Booking Portal

Setting up a booking portal takes just minutes.

Step 1: Create a Booking Page

A Booking Page is your public scheduling interface. Each page can have multiple services with different availability rules.

Key options:

• URL slug — Your unique booking URL (e.g., yourcompany.dynaris.ai/book/consulting)
• Page name and description — What you're offering
• Timezone — Where you operate
• Meeting location — Where services are provided (virtual, in-person, etc.)

Step 2: Add Services

Services define what can be booked. Each service has its own availability and pricing.

Service settings:

• Name and description — What the client is booking
• Duration — How long the service takes (15 min to 8+ hours)
• Price — Optional; can be free or paid
• Buffer time — Time between back-to-back bookings
• Advance booking — How far ahead clients can book
• Minimum notice — Shortest notice required to book (e.g., 24 hours)

Step 3: Configure Availability

Define when services can be booked.

Availability rules:

• Weekly schedules — Set hours for each day (e.g., Mon-Fri 9am-5pm)
• Staff availability — Which team members provide the service
• Resource availability — Rooms, equipment, or other resources needed
• Exceptions — Block specific dates (holidays, out-of-office, etc.)
• Buffer time — Automatically block time between bookings

Step 4: Customize Branding

Make the portal match your brand.

Branding options:

• Logo — Your company logo
• Color theme — Choose from preset themes (Slate, Ocean, Violet, Emerald, Rose, Amber) or use a custom accent color
• Hero title and description — Welcome message for your clients
• Confirmation message — What clients see after booking
• Privacy policy — Link to your privacy policy

Step 5: Share Your Booking Link

Once configured, share your unique booking URL with clients.

Public booking link:

• yourcompany.dynaris.ai/book/{slug}

Clients can:

• View your services
• Check real-time availability
• Select preferred dates and times
• Enter their details
• Complete payment (if required)
• Receive confirmation and reminders

Booking Page Features

For Clients

When a client visits your booking portal:

1. Browse services — See what you offer and duration/pricing
2. Check availability — View open time slots in their timezone
3. Select date and time — Pick from available slots
4. Enter details — Provide name, email, phone, and custom fields
5. Choose payment — Pay upfront or pay later via invoice
6. Receive confirmation — Get email with booking details and reminders

For You

After a booking is made:

1. Notification — Alert via email or dashboard
2. Calendar sync — Booking appears on your calendar (if connected)
3. Invoice generation — Automatic invoice if payment is required
4. Reminders sent — Confirmation and pre-appointment reminders
5. Booking management — View, reschedule, or cancel from dashboard

Payment Options

The Booking Portal supports two payment modes:

Stripe Checkout

Clients pay immediately when booking.

Best for:

• Services that require upfront payment
• Reducing no-shows (paid bookings are more likely to happen)
• Services where payment must be processed immediately

How it works:

1. Client adds service to checkout
2. Stripe payment form appears
3. Client enters payment details
4. Booking is confirmed immediately upon payment

Invoice-Based Billing

Clients book now, pay later via invoice.

Best for:

• B2B services
• Retainers and ongoing services
• Customers who prefer to pay on their own terms

How it works:

1. Client completes booking
2. Invoice is automatically generated
3. Invoice is sent via email
4. Client pays by due date (configurable, default 1 day)

Reminders and Communications

The Booking Portal automatically sends reminders to reduce no-shows and keep clients informed.

Reminder types:

• Booking confirmation — Sent immediately after booking
• Pre-appointment reminder — Sent before the meeting (e.g., 24 hours prior)
• No-show follow-up — If client doesn't attend
• Payment reminder — For invoice-based bookings that are unpaid

All reminders are:

• Customizable per service
• Sent to the email provided at booking
• Tracked for delivery status
• Optionally integrated with SMS or other channels

Booking Status Lifecycle

Each booking moves through a clear status journey:

You can change booking status manually or through automation.

Managing Bookings

From the Dashboard

The Calendar tab shows all bookings in a calendar view. You can:

• View bookings — See who's scheduled and when
• See details — Client info, notes, payment status
• Reschedule — Move a booking to a different time
• Cancel — If the client needs to cancel
• Mark no-show — If a client doesn't attend
• Send reminder — Re-send confirmation or reminders

Booking Details

Click on any booking to see:

• Client information — Name, email, phone, company
• Service details — What was booked and duration
• Date and time — When the booking is scheduled
• Payment status — Paid, pending, or unpaid
• Notes — Any special requests or context
• Reminders sent — Which communications were delivered

Public Booking Widget

Beyond the full portal, Dynaris offers a Booking Portal Widget that can be embedded on your website.

Embedding the Widget

Add a single script tag to your website:

<script
  src="https://widget.dynaris.ai/booking-widget.js"
  data-api-key="your-api-key"
  data-user-id="your-user-id"
></script>

Widget Configuration

Customize the widget appearance and behavior:

• Position — Bottom-left or bottom-right corner
• Title and subtitle — Custom messaging
• Voice enabled — Allow clients to call instead of booking
• Welcome message — What the widget says when opened

Widget Features

The widget provides:

• Full booking capability — Clients can browse, select, and book
• Voice support — Optional AI assistant for booking questions
• Always available — Embedded on every page of your website
• Matches your site — Customizable colors and styling

Advanced Features

Custom Fields

Add custom fields to capture additional information:

• Required fields (e.g., "What is your project budget?")
• Optional fields (e.g., "Any special preferences?")
• Multiple choice, text, or file upload
• Stored with booking for reference

Integration with Contacts

Bookings automatically create or update contacts:

• New bookers become contacts in your CRM
• Booking history is visible on the contact's profile
• Services booked are tracked and available for workflows

Automatic Invoice Creation

When a booking includes a paid service:

1. Invoice is automatically created
2. Linked to the booking and contact
3. Sent to client email
4. Tracked for payment status
5. Available for follow-up workflows

Availability by Staff Member

If you have multiple team members offering services:

• Set unique availability for each person
• Clients can choose a specific staff member or auto-assign
• Calendar is updated in real-time for all staff

Minimum Notice and Advance Booking Limits

Control when clients can book:

• Minimum notice — Shortest notice allowed (e.g., "no bookings for within 24 hours")
• Max advance days — How far ahead bookings can be made (e.g., "up to 6 months in advance")
• Blackout dates — Holidays or specific unavailable dates

Use Cases

Service Businesses

Consultants, coaches, and freelancers

• Let clients book consultations without back-and-forth
• Display your availability in real-time
• Clients pay upfront to reduce no-shows
• Automatic reminders keep clients engaged

Professional Services

Accountants, lawyers, and advisors

• Clients book appointments directly
• Use invoice-based billing for retainers
• Capture custom details (tax year, business type, etc.)
• Sync with your calendar for real-time coordination

Wellness and Beauty

Therapists, salons, and fitness

• Multiple staff members with individual schedules
• Different services with different durations
• Buffer time between appointments
• Reminders reduce cancellations and no-shows

SaaS and Digital Products

Embedded on your website

• Booking widget for sales calls
• Integration with your calendar and Slack
• Voice option for quick calls
• Automatic meeting links for virtual meetings

Best Practices

• Keep services simple — Start with 2-3 core offerings
• Set realistic availability — Don't overbook yourself
• Use buffer time — Leave time between bookings for notes or travel
• Customize branding — Match your brand colors and messaging
• Enable reminders — Reduce no-shows with automatic pre-appointment alerts
• Monitor payment — Check invoice status regularly for unpaid bookings
• Gather feedback — Ask what went well or how to improve via notes or custom fields

What's Next

• Create your first booking page
• Configure services with pricing and availability
• Customize the branding to match your style
• Share the booking link with clients
• Monitor bookings and payment status from the dashboard

The Booking Portal transforms client scheduling from a time-consuming manual process into a self-service system that runs automatically.