Documentation - Appointment Booking System | Installation & Setup Guide

Quick Start Guide

Get your appointment booking system up and running in minutes with our streamlined installation process.

1

Upload Files

Extract the ZIP file and upload all files to your web server using FTP or cPanel File Manager. Make sure to upload to your domain's root directory or a subdirectory (e.g. /booking) of your choice.

2

Create Database

Create a MySQL database through your hosting control panel (cPanel, Plesk, etc.). Take note of:

Database name
Database username
Database password
Database host (usually localhost)

3

Run Installation Wizard

Navigate to http://yourdomain.com/booking/install.php in your browser and follow the 5-step installation wizard:

Requirements check
Database configuration
Database table creation
Admin account setup
Installation complete

4

Configure Your System

Log into the admin panel and set up your:

Business information
Services and pricing
Working hours
Email settings

5

Start Accepting Bookings!

Share your booking page URL with customers and start accepting appointments. The booking page will be at http://yourdomain.com/booking/

Pro Tip

The installation wizard automatically handles all database table creation and initial configuration. The entire process typically takes less than 5 minutes!

System Requirements

Before installing, ensure your server meets these minimum requirements:

Server Requirements

Component	Minimum Version	Recommended
PHP	8.1	8.1 or higher
MySQL	5.7	8.0 or higher
MariaDB	10.2	10.5 or higher
Web Server	Apache 2.4 or Nginx 1.18	Latest stable version

Required PHP Extensions

The following PHP extensions must be enabled:

PDO - Database connections
PDO_MySQL - MySQL driver
mbstring - Multibyte string handling

json - JSON encoding/decoding
session - Session management
date - Date/time functions

File Permissions

The following directories need write permissions (755 or 775):

config.php (after creating from config.example.php)
/logs/ (if you plan to enable logging)

Checking Requirements

The installation wizard includes an automatic requirements checker that verifies all necessary components. Any issues will be highlighted before you proceed with installation.

Installation Guide

Follow these detailed steps to install your appointment booking system.

Step 1: Prepare Your Files

1.1 Extract the ZIP Archive

Extract the downloaded ZIP file to your local computer. You should see the following structure:

appointment-booking-system/
├── admin/                      # Admin panel
│   ├── index.php              # Dashboard
│   ├── bookings.php           # Booking management
│   ├── services.php           # Service management
│   ├── hours.php              # Working hours
│   ├── holidays.php           # Holiday management
│   ├── email-templates.php    # Email customization
│   ├── payment-settings.php   # Payment configuration
│   ├── settings.php           # General settings
│   ├── import-export.php      # Data management
│   ├── reports.php            # Analytics & reports
│   ├── change-password.php    # Password management
│   ├── forgot-password.php    # Password reset request
│   ├── reset-password.php     # Password reset form
│   └── includes/              # Header, footer, sidebar
├── assets/                    # Static resources
│   ├── css/                   # Stylesheets
│   ├── js/                    # JavaScript
│   └── images/                # Images
├── includes/                  # Core PHP files
│   ├── database.php           # Database class
│   ├── functions.php          # Helper functions
│   ├── email.php              # Email functions
│   └── auth.php               # Authentication
├── vendor/                    # Composer dependencies
├── webhooks/                  # Payment webhooks
│   ├── stripe.php             # Stripe webhook
│   └── paypal.php             # PayPal webhook
├── widgets/                   # Embeddable widgets
├── database/                  # Database files
│   ├── schema.sql             # Complete schema
│   └── migrations/            # Update scripts
├── index.php                  # Customer booking interface
├── config.php                 # Configuration
├── config.example.php         # Config template
├── install.php                # Installation wizard
├── composer.json              # Dependencies
└── .htaccess                  # URL rewriting

1.2 Upload via FTP

Using an FTP client (FileZilla, Cyberduck, etc.):

Connect to your server using your FTP credentials
Navigate to your public_html or www directory
Upload all files (this may take a few minutes)
Ensure all files have been transferred successfully

Important

Do not rename or modify any files before running the installation wizard. The installer expects specific file names and locations.

Step 2: Create MySQL Database

Using cPanel

Log into your cPanel
Find "MySQL Databases" or "MySQL Database Wizard"
Create a new database (e.g., mydomain_appointments)
Create a new MySQL user with a strong password
Add the user to the database with ALL PRIVILEGES
Note down the database name, username, password, and host

Using phpMyAdmin

Log into phpMyAdmin
Click "New" in the left sidebar
Enter database name
Select "utf8mb4_unicode_ci" as collation
Click "Create"

-- Example SQL command (if you have direct access)
CREATE DATABASE appointment_booking 
CHARACTER SET utf8mb4 
COLLATE utf8mb4_unicode_ci;

Step 3: Run Installation Wizard

Navigate to http://yourdomain.com/booking/install.php, assuming you uploaded files to /booking/ in your web browser.

Installation Step 1: Requirements Check

The wizard will automatically verify:

PHP version compatibility
Required PHP extensions
File permissions
Server configuration

Installation Step 2: Database Configuration

Enter your database credentials:

Field	Description	Example
Database Host	Usually localhost	localhost
Database Name	Your database name	mydomain_appointments
Database User	MySQL username	mydomain_user
Database Password	MySQL password	••••••••••

Installation Step 3: Database Tables

The installer will automatically create these tables:

admin_users - Admin account storage
services - Services and pricing
working_hours - Business hours configuration
bookings - Customer appointments
settings - System settings

Installation Step 4: Admin Account

Create your administrator account:

Username - Choose a secure username (not "admin")
Email - Your admin email address
Password - Strong password (minimum 8 characters)

Security Best Practice

Use a strong, unique password with a mix of uppercase, lowercase, numbers, and special characters. Never use common passwords like "password123" or "admin".

Installation Step 5: Complete

Once installation is complete:

Delete or rename install.php for security
Log into the admin panel at http://yourdomain.com/booking/admin/, assuming you uploaded files to /booking/ in your web browser.
Configure your business settings
Add your services
Set up working hours

Configuration

Configure your appointment booking system to match your business needs.

Configuration File

The main configuration file is config.php, automatically created during installation. Here's what you can customize:

<?php
// Database Configuration
define('DB_HOST', 'localhost');
define('DB_NAME', 'appointment_booking');
define('DB_USER', 'your_username');
define('DB_PASS', 'your_password');

// Application Settings
define('APP_NAME', 'My Business Appointments');
define('APP_URL', 'https://yourdomain.com');
define('TIMEZONE', 'America/New_York');

// Email Configuration
define('MAIL_FROM', 'bookings@yourdomain.com');
define('MAIL_FROM_NAME', 'My Business');
define('SEND_MAILS', true);

// Session Settings
define('SESSION_LIFETIME', 7200); // 2 hours in seconds

// Security
define('ADMIN_SESSION_TIMEOUT', 1800); // 30 minutes

Timezone Configuration

Set your timezone to ensure correct booking times. Common timezone examples:

America/New_York - Eastern Time
America/Chicago - Central Time
America/Denver - Mountain Time
America/Los_Angeles - Pacific Time

Europe/London - UK
Europe/Paris - Central Europe
Asia/Tokyo - Japan
Australia/Sydney - Australia

Finding Your Timezone

Visit PHP Timezones for a complete list of supported timezones.

Email Configuration

The system uses PHP's mail() function by default. For better deliverability, you can configure SMTP:

Option 1: PHP mail() (Default)

define('MAIL_METHOD', 'php');
define('SEND_MAILS', true);

Option 2: SMTP Configuration

define('MAIL_METHOD', 'smtp');
define('SMTP_HOST', 'smtp.gmail.com');
define('SMTP_PORT', 587);
define('SMTP_SECURE', 'tls');
define('SMTP_USERNAME', 'your-email@gmail.com');
define('SMTP_PASSWORD', 'your-app-password');

Gmail SMTP

If using Gmail, you need to enable "Less secure app access" or generate an App Password if you have 2-factor authentication enabled.

URL Rewriting (.htaccess)

The included .htaccess file enables clean URLs. If you encounter issues:

<IfModule mod_rewrite.c>
    RewriteEngine On
    RewriteBase /
    
    # Redirect to HTTPS (optional)
    # RewriteCond %{HTTPS} off
    # RewriteRule ^(.*)$ https://%{HTTP_HOST}%{REQUEST_URI} [L,R=301]
    
    # Protect config file
    RewriteRule ^config\.php$ - [F,L]
</IfModule>

Security Settings

Password Hashing

The system uses bcrypt password hashing (cost factor 10) by default. This is secure and cannot be changed without modifying core files.

Session Security

// Session timeout for admin users (in seconds)
define('ADMIN_SESSION_TIMEOUT', 1800); // 30 minutes

// Regenerate session ID on login
session_regenerate_id(true);

SQL Injection Protection

All database queries use PDO prepared statements with bound parameters, providing automatic protection against SQL injection attacks.

XSS Protection

All user inputs are sanitized and outputs are escaped using the built-in h() function.

Admin Panel Guide

Complete guide to using the administration dashboard.

Accessing the Admin Panel

Log in to your admin panel at:

http://yourdomain.com/booking/admin/

Use the credentials you created during installation.

Security Note

Admin sessions expire after 30 minutes of inactivity. Always log out when finished, especially on shared computers.

Dashboard Overview

The dashboard provides an at-a-glance view of your booking system:

Today's Bookings

View today's schedule

Pending

Awaiting confirmation

Services

Total services offered

This Month

Monthly bookings

Section	Purpose
Dashboard	Overview and statistics
Bookings	View and manage all appointments
Services	Add, edit, or remove services
Working Hours	Configure availability schedule
Settings	Business information and email setup

Managing Services

Add and configure the services you offer to customers.

Adding a New Service

Navigate to Services in the admin menu
Click "Add New Service"
Fill in the service details
Click "Create Service"

Service Fields

Field	Type	Description
Service Name Required	Text	Display name of the service (e.g., "Haircut", "Consultation")
Description Optional	Textarea	Detailed description shown to customers
Duration Required	Number	Service duration in minutes (15, 30, 45, 60, etc.)
Price Optional	Decimal	Service price (for display only, not for payment)
Capacity Required	Number	Maximum simultaneous bookings (usually 1)
Active Status	Checkbox	Whether service is available for booking

Example Service Configuration

Service Name: 30-Minute Consultation
Description: Initial consultation to discuss your needs and goals
Duration: 30 minutes
Price: $50.00
Capacity: 1
Active: ✓ Yes

Editing Services

To modify an existing service:

Go to Services
Find the service you want to edit
Click the "Edit" button
Make your changes
Click "Update Service"

Deleting Services

Warning

Deleting a service will also delete all associated bookings. Consider deactivating instead of deleting if you want to preserve booking history.

Deactivating vs. Deleting

Deactivate: Service is hidden from customers but data is preserved. Can be reactivated anytime.
Delete: Permanently removes service and all associated bookings. Cannot be undone.

Working Hours & Shifts Configuration

Configure your availability schedule with support for multiple shifts per day to control when customers can book appointments.

Multiple Shifts Per Day

The system supports up to 3 shifts per day (Morning, Afternoon, Evening). This is perfect for businesses with:

Lunch breaks - Close during lunch and reopen after
Split schedules - Different opening times throughout the day
Peak hours focus - Only open during busy periods

Using Pre-Built Templates

Save time with 8 ready-made schedule templates:

24/7 Operations - Round-the-clock service (all days, 00:00-23:59)
Standard Business Hours - Monday-Friday, 9 AM - 5 PM
Restaurant Hours - Lunch (11 AM - 2 PM) and Dinner (5 PM - 10 PM) shifts
Healthcare Clinic - Weekdays 8 AM - 6 PM, Saturday mornings 9 AM - 1 PM
Retail Store - 7 days, 10 AM - 8 PM
Spa & Salon - Tuesday-Sunday, 9 AM - 7 PM (Monday off)
Fitness Center - Early morning to late evening, 6 AM - 10 PM
Education - School hours, Monday-Friday, 8 AM - 4 PM

One-Click Setup

Click "Apply Template" button, select a template, and your working hours are configured instantly. You can then customize as needed.

Configuring Working Hours Manually

Navigate to Working Hours in the admin menu
For each day of the week:
- Check/uncheck "Day Enabled" to toggle availability
- For each shift (up to 3):
  - Set start time
  - Set end time
Click "Save Working Hours"

Example: Restaurant with Lunch & Dinner

Day	Shift 1 (Lunch)	Shift 2 (Dinner)
Monday-Sunday	11:00 AM - 2:00 PM	5:00 PM - 10:00 PM

The system will only show booking slots during 11 AM-2 PM and 5 PM-10 PM. The 2 PM-5 PM gap is automatically blocked.

How Time Slots Work

The system automatically generates available time slots based on:

Your working hours & shifts - When you're available across all shifts
Service duration - How long each service takes
Existing bookings - Times already booked
Service capacity - Maximum simultaneous bookings
Holidays - Days marked as closed

Example Calculation:

Time Slot Example

Working Hours: 9:00 AM - 5:00 PM
Service Duration: 30 minutes
Available Slots:

9:00 AM, 9:30 AM, 10:00 AM, 10:30 AM... 4:00 PM, 4:30 PM

Note: 4:30 PM is the last slot because a 30-minute service would end at 5:00 PM (your closing time).

Holiday Management

Block specific dates when your business is closed to prevent customer bookings on holidays and special closure days.

Adding Holidays

Navigate to Holidays in the admin menu. You have three options:

1. Import Popular Holidays

Load pre-configured national holidays with one click:

United States - 10 federal holidays (New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving, Christmas, etc.)
United Kingdom - 8 bank holidays
Canada - 11 statutory holidays
Australia - 7 national public holidays

Import Instructions

1. Click "Import Holidays" button
2. Select country from dropdown
3. Click "Import Selected Holidays"
4. Holidays are added automatically for the current year

Tip: Mark holidays as "Recurring" so they repeat annually.

2. Add Custom Holidays

Create business-specific closures:

Click "Add Holiday" button
Enter holiday name (e.g., "Company Anniversary")
Select date
Check "Recurring" if holiday repeats yearly
Choose closure type:
- Full Day - Entire day blocked
- Partial Day - Only specific hours blocked
Click "Save Holiday"

Recurring Holidays

Mark holidays as recurring to automatically block them every year:

Christmas (December 25)
New Year's Day (January 1)
Your business anniversary
Regular staff training days

Full Day vs Partial Day Closures

Type	Description	Example
Full Day	Entire day is blocked	Christmas Day - Completely closed
Partial Day	Only specific hours blocked	New Year's Eve - Close at 2 PM

Managing Existing Holidays

Edit - Modify holiday name, date, or settings
Delete - Remove holiday (bookings allowed again)
Toggle Recurring - Change if holiday repeats yearly

Booking Prevention

When a date is marked as a holiday, customers cannot book appointments for that day. Existing bookings are not affected. If you need to cancel existing bookings on a holiday, do so manually from the Bookings page.

Capacity Management

Control how many appointments can be scheduled simultaneously to prevent overbooking and manage your resources effectively.

Two-Level Capacity System

1. Global System Capacity

Set the maximum number of concurrent bookings across all services for a single time slot.

Use Case Examples:

Salon with 5 chairs - Maximum 5 simultaneous appointments
Clinic with 3 exam rooms - Maximum 3 concurrent patients
Co-working space - 10 meeting rooms available

                    Example: Global capacity = 5
                    
At 2:00 PM time slot:
- 2 haircuts booked
- 1 manicure booked  
- 1 facial booked
- 1 massage booked
= 5 total (CAPACITY REACHED - slot unavailable)
                

2. Service-Specific Capacity

Override global capacity for individual services with unique requirements.

Use Case Examples:

Massage therapy - Only 1 therapist available (capacity: 1)
Group fitness class - 20 participants allowed (capacity: 20)
Consultation - 1 consultant (capacity: 1)

Service	Capacity	Reason
Haircut	5 (uses global)	5 stylists available
Massage	1 (service-specific)	Only 1 massage therapist
Yoga Class	15 (service-specific)	Studio holds 15 mats

Configuring Capacity

Global Capacity

Navigate to Settings
Find "System Capacity" field
Enter maximum concurrent bookings
Save settings

Per-Service Capacity

Navigate to Services
Edit a service
Set "Service Capacity" field
Leave blank to use global capacity
Enter number to override global setting
Save service

How Capacity Affects Bookings

The system checks capacity in real-time:

Available slots - Show only when capacity allows
Fully booked slots - Automatically hidden from customers
Capacity warnings - Admin sees capacity utilization

Overbooking Prevention

Capacity limits are enforced automatically. Customers cannot select time slots that would exceed your capacity. This prevents double-booking and resource conflicts.

Managing Bookings

View, manage, and track all customer appointments from the bookings panel.

Viewing Bookings

Navigate to Bookings to see all appointments with the following information:

Booking ID - Unique reference number
Customer Name - Who made the booking
Email & Phone - Contact information
Service - Which service was booked
Date & Time - Appointment schedule
Status - Current booking status
Notes - Customer's message/notes

Booking Statuses

Status	Meaning	Action
Pending	Awaiting confirmation	Review and approve or reject
Confirmed	Appointment approved	Customer notified, will attend
Completed	Service provided	Archived for records
Cancelled	Appointment cancelled	Time slot freed for others

Approving Bookings

Find the pending booking
Click "View Details"
Review customer information
Click "Approve"
Customer receives confirmation email automatically

Cancelling Bookings

Find the booking to cancel
Click "Cancel"
Confirm the cancellation
Time slot becomes available again
Customer is notified (if emails are enabled)

Editing Booking Details

You can modify:

Customer name, email, phone
Appointment date and time
Service selection
Admin notes

Email Notifications

When you change a booking's status, the customer is automatically notified via email (if email sending is enabled in config.php).

Filtering and Searching

Use the built-in filters to find bookings:

By Status: View only pending, confirmed, etc.
By Date: Show bookings for specific dates
By Service: Filter by service type
Search: Find by customer name or email

Customer Appointment Tickets

Customers can download PDF appointment tickets that include:

QR code with booking reference
Appointment details
Business contact information
Service information

Payment Processing

Accept online payments through Stripe and PayPal with flexible payment options for your bookings.

Supported Payment Gateways

Gateway	Accepted Methods	Best For
Stripe	Credit/debit cards, digital wallets	Direct card payments, international
PayPal	PayPal accounts, guest checkout	Customers with PayPal accounts

Payment Modes

Choose how customers pay for appointments:

1. Free Bookings

No payment required. Customers book without entering payment information.

Use for: Free consultations, no-charge services

2. Full Payment

100% payment required before appointment confirmation.

Use for: Pre-paid services, event tickets, deposits

3. Percentage Deposit

Charge a percentage of total price upfront (e.g., 50%, 25%).

Use for: Securing bookings while allowing balance payment later

                    Example: Service costs $100
Deposit: 50%
Customer pays: $50 now
Balance due at appointment: $50
                

4. Fixed Deposit

Charge a fixed amount regardless of service price (e.g., $50 deposit).

Use for: Standard deposits, cancellation protection

Setting Up Payment Gateways

Stripe Configuration

Create account at stripe.com
Navigate to Developers → API Keys
Copy your:
- Publishable Key (starts with pk_)
- Secret Key (starts with sk_)
In admin panel: Settings → Payment Settings
Enter Stripe keys
Choose "Live" or "Test" mode
Save settings

PayPal Configuration

Create account at paypal.com
Go to Developer Dashboard
Create REST API app
Copy your:
- Client ID
- Client Secret
In admin panel: Settings → Payment Settings
Enter PayPal credentials
Choose "Sandbox" or "Live" mode
Save settings

Sandbox vs Live Mode

Mode	Description	Use When
Sandbox/Test	Test payments, no real money	Testing, development, demo
Live/Production	Real payments, actual charges	After testing, accepting customers

Test First!

Always test payment processing in Sandbox/Test mode before going live. Use test credit cards provided by Stripe and PayPal to verify everything works correctly.

Currency Configuration

The system supports 20+ currencies including:

USD, EUR, GBP, CAD, AUD
JPY, CNY, INR, BRL, MXN
And more...

Configure currency in Settings → General Settings

Payment Workflow

Customer selects service and time
Enters contact information
Booking created with "Pending" status
Redirected to payment page
Selects payment method (Stripe or PayPal)
Completes payment through gateway
Returns to confirmation page
Booking status updates to "Confirmed"
Payment receipt email sent

Webhook Security

The system uses webhooks to verify payments securely:

Stripe Webhooks - Confirms charge succeeded
PayPal IPN - Validates payment completion
Signature Verification - Prevents fraud

Webhook URLs

Stripe: https://yourdomain.com/webhooks/stripe.php
PayPal: https://yourdomain.com/webhooks/paypal.php

Configure these URLs in your payment gateway dashboards to receive payment confirmations.

Viewing Payment Transactions

All payments are logged in the database. View them from:

Reports → Revenue Summary - Payment analytics
Bookings - See payment status per booking
Database - payment_transactions table

Reports & Analytics

Make data-driven decisions with 6 comprehensive analytics reports featuring interactive charts and CSV export.

Accessing Reports

Navigate to Reports in the admin menu. Select a report type and date range, then click "Generate Report".

1. Bookings Overview Report

Shows:

Total bookings by status (Pending, Confirmed, Completed, Cancelled)
Daily booking trends with line charts
Status distribution with pie charts
Peak booking days identification

Use for: Understanding booking patterns and status trends

2. Revenue Summary Report

Shows:

Total revenue earned
Average booking value
Revenue by payment method (Stripe, PayPal, Cash, Free)
Daily revenue trends with bar charts
Payment method distribution
Free vs paid bookings comparison

Use for: Tracking income, payment method preferences, revenue growth

3. Service Popularity Analysis

Shows:

Booking count per service
Revenue generated by each service
Average price per service
Service performance comparison
Top revenue-generating services

Use for: Identifying best-selling services, pricing optimization

4. Customer Insights Report

Shows:

Total customers and repeat customers
New vs returning customer ratio
Most frequent customers
Customer acquisition trends
Average bookings per customer

Use for: Understanding customer loyalty, repeat business

5. Peak Hours Analysis

Shows:

Busiest hours of the day
Most popular days of the week
Time slot utilization patterns
Hourly and weekly distribution charts

Use for: Staffing optimization, scheduling improvements

6. Time Period Comparison

Shows:

Current period vs previous period
Month-over-month growth
Year-over-year trends
Performance changes over time

Use for: Measuring business growth, seasonal trends

Report Features

Custom Date Ranges

Select any from/to date range to analyze specific periods:

Last 7 days
Last 30 days
This month
Last month
This year
Custom range (select specific dates)

CSV Export

Download report data as CSV files for:

Further analysis in Excel/Google Sheets
Creating custom visualizations
Archiving historical data
Sharing with stakeholders

Interactive Charts

Reports include beautiful Chart.js visualizations:

Line Charts - Trends over time
Bar Charts - Comparisons between items
Pie Charts - Distribution percentages
Doughnut Charts - Category breakdowns

Real-Time Data

All reports use live data from your database. Generate reports anytime to see up-to-the-minute statistics.

Email Templates

Customize automated email notifications with a visual editor and dynamic variables.

Available Email Templates

Template	Sent When	Recipient
Booking Confirmation	Customer completes booking	Customer
Cancellation Notice	Booking is cancelled	Customer
Admin Notification	New booking received	Administrator

Editing Email Templates

Navigate to Email Templates
Click template to edit
Use WYSIWYG editor to format content
Insert dynamic variables
Customize subject line
Enable/disable template
Save changes

WYSIWYG Email Editor

The TinyMCE editor provides:

Rich Text Formatting - Bold, italic, colors, fonts
Images - Add logos and graphics
Links - Insert URLs
Tables - Organize information
HTML Source - Advanced customization

Dynamic Variables

Insert personalized information using placeholders:

Variable	Replaced With
{customer_name}	Customer's full name
{service_name}	Booked service name
{booking_date}	Appointment date
{booking_time}	Appointment time
{booking_reference}	Unique booking ID
{price}	Service price
{business_name}	Your business name
{admin_email}	Admin contact email

Using Variables

                    Dear {customer_name},

Your appointment for {service_name} is confirmed for {booking_date} at {booking_time}.

Booking Reference: {booking_reference}
Total Price: {price}

Thank you,
{business_name}
                

Test Email Function

Before activating a template, test it:

Edit the template
Click "Send Test Email"
Enter your email address
Receive test with sample data
Verify formatting and content

Enabling/Disabling Templates

Toggle templates on/off without deleting them:

Enabled - Emails sent automatically
Disabled - No emails sent for this event

Email Requirements

Emails require SMTP configuration (see Email Settings section below). Without SMTP, emails may not be delivered reliably or could go to spam.

Import/Export & Data Management

Export your data for backup, analysis, or migration. Import data in bulk to save time.

Exporting Data

Navigate to Import/Export in admin menu.

Available Export Types

Data Type	Format	Use For
Bookings	CSV, JSON	Backup appointments, analytics
Services	CSV, JSON	Service catalog backup
Working Hours	JSON	Schedule backup, templates
Holidays	CSV, JSON	Holiday list backup
Email Templates	JSON	Template backup, reuse
Settings	JSON	Configuration backup
Database Backup	SQL	Complete system backup

Export Process

Select data type to export
Choose format (CSV or JSON)
For bookings: optionally select date range
Click "Export"
File downloads automatically

Importing Data

Supported Import Types

Bookings (CSV, JSON)
Services (CSV, JSON)
Working Hours (JSON)
Holidays (CSV, JSON)

Import Modes

Mode	Action	Use When
Append	Add new records, keep existing	Adding data without removing current
Replace	Delete existing, import new	Fresh start, restoring backup

Import Process

Prepare CSV or JSON file
Select data type to import
Choose import mode (Append/Replace)
Upload file
Review validation results
Confirm import

Replace Mode Warning

Replace mode deletes existing data! Always backup before using replace mode. This action cannot be undone.

Database Backup

Create complete SQL backup:

Navigate to Import/Export
Click "Backup Database"
SQL file downloads
Store safely off-server

Backup Includes

All bookings
All services
Working hours
Holidays
Email templates
Settings
Admin accounts
Payment transactions

CSV File Format

When creating CSV files for import, ensure:

First row - Column headers
UTF-8 encoding - For special characters
Date format - YYYY-MM-DD
Time format - HH:MM:SS (24-hour)
Required fields - Include all mandatory columns

Example: Bookings CSV

                    customer_name,customer_email,customer_phone,service_id,booking_date,booking_time,status
John Doe,john@example.com,555-1234,1,2025-01-15,10:00:00,confirmed
Jane Smith,jane@example.com,555-5678,2,2025-01-16,14:30:00,pending
                

Batch Operations

Import hundreds of records at once:

Migrate from another system
Bulk create services
Import historical bookings
Restore from backup

Validation

The system validates all imports before saving. Invalid records are reported, and you can correct errors before re-importing.

Customization

Customize the booking system to match your brand and business requirements.

Configuration File Settings

The config.php file contains key settings for easy customization without code changes:

Application Branding

// config.php
define('APP_NAME', 'Your Business Name');
define('APP_URL', 'https://yourdomain.com');
define('ADMIN_EMAIL', 'admin@yourdomain.com');

Timezone Configuration

// Set your timezone
date_default_timezone_set('America/New_York'); // EST
date_default_timezone_set('Europe/London');    // GMT
date_default_timezone_set('Asia/Tokyo');       // JST

Booking Defaults

// Time slot interval (minutes)
define('DEFAULT_TIME_SLOT_INTERVAL', 15); // 15, 30, or 60

// Minimum booking notice (hours)
define('DEFAULT_MIN_BOOKING_NOTICE', 2); // How far in advance customers must book

Admin Settings Page

Most customization can be done directly from the admin panel (Settings page) without editing code:

Business Information - Name, email, phone, address
Timezone - Choose from dropdown list
Time Slot Interval - 15, 30, or 60 minutes
Minimum Booking Notice - Hours in advance required
Maximum Booking Days Ahead - How far in advance customers can book
System Capacity - Maximum concurrent bookings
Currency - USD, EUR, GBP, CAD, AUD, and 15+ more
Price Display - Show/hide service prices

Customizing Colors and Design

Front-End Booking Interface

The customer booking interface uses CSS variables defined in index.php (embedded styles):

/* Find this in index.php around line 171 */
:root {
    --primary-color: #667eea;      /* Main brand color (purple) */
    --secondary-color: #764ba2;    /* Secondary color */
}

body {
    background: linear-gradient(135deg, var(--primary-color) 0%, var(--secondary-color) 100%);
}

Change these hex colors to match your brand:

Blue theme: #3b82f6 and #1e40af
Green theme: #10b981 and #059669
Red theme: #ef4444 and #dc2626
Orange theme: #f97316 and #ea580c

Admin Panel Design

The admin sidebar gradient is defined in admin/includes/header.php:

/* Find this around line 24 */
:root {
    --primary-gradient: linear-gradient(135deg, #667eea 0%, #764ba2 100%);
}

.sidebar {
    background: var(--primary-gradient);
}

Database-Driven Customization

The script uses a settings table for configuration stored in the database:

Setting	Customization	Managed From
Business Name	Appears in emails and booking confirmation	Admin → Settings
Working Hours	Define availability with shifts	Admin → Working Hours
Holidays	Block specific dates	Admin → Holidays
Email Templates	Customize all automated emails	Admin → Email Templates
Services	Add/edit/reorder services	Admin → Services

Customizing the Booking Form

The booking form is in index.php (around line 300+). Common customizations:

1. Adding Custom Fields

Add additional input fields to collect more information:

<!-- Add after existing customer fields -->
<div class="mb-3">
    <label for="company" class="form-label">Company Name (Optional)</label>
    <input type="text" class="form-control" id="company" name="company">
</div>

Then modify the booking creation code (around line 88) to save the field:

$company = sanitize($_POST['company'] ?? '');

$bookingId = $db->insert('bookings', [
    // ... existing fields ...
    'notes' => $notes,
    'company' => $company  // Add this
]);

2. Making Phone Number Optional

Remove the validation in index.php around line 60:

// Comment out or remove this validation:
// if (!isValidPhone($customerPhone)) {
//     $errors[] = 'Please enter a valid phone number';
// }

3. Adding Terms and Conditions Checkbox

<div class="form-check mb-3">
    <input type="checkbox" class="form-check-input" id="terms" name="terms" required>
    <label class="form-check-label" for="terms">
        I agree to the <a href="/terms.html" target="_blank">Terms & Conditions</a>
    </label>
</div>

Date and Time Formatting

Date/time formats are handled in includes/functions.php. The system uses standard PHP formats:

// US Format: 12/25/2025
$formatted = date('m/d/Y', strtotime($date));

// European Format: 25/12/2025
$formatted = date('d/m/Y', strtotime($date));

// ISO Format: 2025-12-25
$formatted = date('Y-m-d', strtotime($date));

// Time Formats
$time12hr = date('g:i A', strtotime($time)); // 2:30 PM
$time24hr = date('H:i', strtotime($time));   // 14:30

Email Customization

All emails are fully customizable through the admin panel (Email Templates):

Use the WYSIWYG editor to format content
Insert dynamic variables for personalization
Customize subject lines
Add your branding, logos, colors
Enable/disable specific templates

No need to edit PHP files for email customization!

Advanced Customization

Custom Validation Rules

Modify validation functions in includes/functions.php:

// Example: Require phone numbers to be 10 digits
function isValidPhone($phone) {
    $cleaned = preg_replace('/[^0-9]/', '', $phone);
    return strlen($cleaned) === 10;
}

Custom Payment Logic

Payment processing is in includes/payment.php. Modify functions like:

isPaymentRequired() - Determine if payment is needed
calculatePaymentAmount() - Calculate deposit amounts
getPaymentMode() - Get current payment settings

Custom Capacity Rules

The capacity checking logic is in includes/functions.php:

isTimeSlotAvailable() - Checks capacity and conflicts
getMaxCapacity() - Returns global/service capacity

File Structure

Front-End Files:

index.php - Main booking interface
calendar.php - Calendar view
success.php - Booking confirmation
ticket.php - PDF ticket generation

Core Logic:

includes/functions.php - Helper functions
includes/database.php - Database class
includes/email.php - Email functions
includes/payment.php - Payment logic

Best Practice

Always backup your files before making customizations. Test changes in a development environment first. Use the admin settings whenever possible instead of editing code directly.

Security Best Practices

Keep your appointment booking system secure with these guidelines.

Built-in Security Features

Password Hashing: Bcrypt with cost factor 10
SQL Injection Protection: PDO prepared statements
XSS Protection: Input sanitization and output escaping
CSRF Protection: Session tokens on forms
Session Security: Automatic timeout and regeneration

Recommended Security Measures

1. Delete Installation File

Critical

After installation, delete install.php immediately to prevent unauthorized reinstallation.

2. Secure Admin Directory

Add additional .htaccess protection to /admin/ directory:

# /admin/.htaccess
# IP Whitelist (optional)
Order Deny,Allow
Deny from all
Allow from 123.456.789.0

# Or use HTTP authentication
AuthType Basic
AuthName "Admin Area"
AuthUserFile /path/to/.htpasswd
Require valid-user

3. Use HTTPS

Always use SSL/TLS certificates (free from Let's Encrypt):

Protects login credentials
Encrypts customer data
Improves SEO rankings
Builds customer trust

4. Regular Backups

Implement automated backups:

Database: Daily automated MySQL dumps
Files: Weekly full backup
Storage: Off-site backup location
Testing: Regularly test backup restoration

5. Strong Passwords

Minimum 12 characters
Mix of uppercase, lowercase, numbers, special characters
Use a password manager
Change passwords regularly
Never reuse passwords

6. Keep Software Updated

Update PHP to latest stable version
Keep MySQL/MariaDB current
Apply security patches promptly
Monitor security advisories

7. File Permissions

Directories: 755
PHP files: 644
config.php: 600 (read/write owner only)

8. Database Security

Use unique database username (not "root")
Strong database password
Limit database user privileges to necessary tables only
Don't use default "localhost" if possible

Security Monitoring

Monitor for suspicious activity:

Failed login attempts
Unusual booking patterns
File modification times
Database size changes

Troubleshooting Guide

Solutions to common issues and problems.

Installation Issues

Problem: "Database connection failed"

Solutions:

Verify database credentials in config.php
Check if MySQL service is running
Try "localhost" or "127.0.0.1" as database host
Ensure database user has proper privileges
Contact hosting provider about database access

Problem: "500 Internal Server Error"

Solutions:

Check PHP error logs
Verify .htaccess file syntax
Ensure mod_rewrite is enabled (Apache)
Check file permissions (755 for directories, 644 for files)
Disable .htaccess temporarily to test

Problem: "PHP version not supported"

Solutions:

Upgrade PHP to 8.1 or higher
Check with hosting provider about PHP versions
Use cPanel or Plesk to change PHP version

Booking Issues

Problem: "No available time slots"

Solutions:

Check working hours are configured
Verify services are active
Ensure service duration fits within working hours
Check if capacity is set to at least 1
Clear any overlapping test bookings

Problem: "Bookings not appearing in admin panel"

Solutions:

Verify database connection
Check if bookings table exists
Look for PHP errors in logs
Test with a new booking
Check timezone settings match server timezone

Email Issues

Problem: "Emails not being sent"

Solutions:

Verify SEND_MAILS = true in config
Check spam/junk folders
Test PHP mail() function on your server
Configure SMTP instead of PHP mail()
Check email logs if available
Verify from email domain matches hosting domain

Problem: "Emails going to spam"

Solutions:

Use SMTP authentication
Set up SPF records for your domain
Configure DKIM signing
Use a dedicated email service
Ensure from email matches domain

Admin Panel Issues

Problem: "Can't login to admin panel"

Solutions:

Verify username and password
Check if admin account exists in database
Reset password
Clear browser cookies and cache
Check session configuration in PHP

Problem: "Session timeout too short"

Solutions:

Increase ADMIN_SESSION_TIMEOUT in config.php
Check PHP session.gc_maxlifetime setting
Verify server time is correct

Performance Issues

Problem: "Page loading slowly"

Solutions:

Enable PHP OpCache
Optimize database tables
Add database indexes
Enable Gzip compression
Use CDN for static assets
Upgrade hosting plan if needed

Getting Help

Support Options

Before contacting support, please have ready:

Your license key
PHP version (phpinfo())
MySQL version
Server error logs
Steps to reproduce the issue
Screenshots if applicable

Frequently Asked Questions (FAQ)

Common questions about using the Appointment Booking System.

Technical Questions

Q: Can I use this script on multiple domains?

It depends on your license type. The Standard License allows use on one domain. The Extended License allows use on one domain with paying customers. The Developer License allows unlimited domain usage.

Q: Does this work with WordPress?

This is a standalone PHP script and doesn't require WordPress. However, you can embed the booking form into WordPress using an iframe or by placing the script files in a subdirectory.

Q: Can I customize the database structure?

Yes, you have full access to the source code and database. You can add custom fields, tables, and relationships as needed. Remember to maintain proper indexes and foreign keys for performance.

Q: Is the code encrypted or encoded?

No, all source code is provided in plain, readable PHP. You have complete access to modify and customize the system as needed.

Q: What PHP version is required?

PHP 8.1 or higher is required. We recommend always using the latest stable PHP version for security and performance.

Q: Can I integrate with third-party APIs?

Yes, the system is designed to be extensible. You can add integrations with payment gateways, CRM systems, calendar services (Google Calendar, Outlook), SMS providers, and more.

Q: Does it support multiple languages?

The system includes language configuration options. You can translate all text strings in the language files or directly in the template files.

Usage & Features

Q: Can customers reschedule or cancel appointments?

Yes, customers receive a unique booking link in their confirmation email that allows them to view, reschedule, or cancel their appointments.

Q: How many services can I add?

There's no limit. You can create unlimited services, each with its own duration, price, capacity, and working hours.

Q: Can I block specific dates or time slots?

Yes, use the capacity management feature to set capacity to 0 for specific dates or times you want to block. You can also adjust working hours per service.

Q: Does it support recurring appointments?

The base system handles single appointments. For recurring bookings, you can customize the code or allow customers to book multiple appointments at once.

Q: Can multiple staff members manage bookings?

The admin panel supports admin authentication. For multiple staff with separate calendars, you'll need to customize the system to add staff management and assignment features.

Q: How are timezone differences handled?

Set your timezone in config.php. All times are stored in your server timezone. For international customers, you may want to add timezone selection or display times in local customer timezone.

Q: Can I accept deposits instead of full payment?

Yes, the payment amount is configurable. You can set it to require full payment, partial deposit, or make payment optional.

Q: Does it support group bookings?

Yes, use the capacity feature. Set capacity > 1 to allow multiple customers to book the same time slot (e.g., for classes or group sessions).

Q: Can I send SMS notifications?

SMS functionality is not included by default but can be added by integrating with SMS providers like Twilio, Nexmo, or similar services.

Q: How do refunds work?

Refunds must be processed through your payment gateway (PayPal or Stripe admin panel). The system records the refund status when updated via webhooks.

Support & Updates

Q: Do I get lifetime updates?

Yes, all license types include lifetime updates at no additional cost. You'll receive all future versions and improvements.

Q: What kind of support is included?

We provide email support for installation, configuration, and bug fixes. Extended License and Developer License include priority support.

Q: How long does support last?

Support is included for the lifetime of your license. We're committed to helping you succeed with the system.

Q: Can I request custom features?

Custom development is available for an additional fee. Contact us to discuss your requirements and get a quote.

Still Have Questions?

If you couldn't find an answer to your question, please feel free to contact our support team. We're here to help!

Next Steps

If you haven't purchased yet, you can view the live demo or get the Appointment Booking Script with lifetime updates and full source code.

Overview

Learn about all features and capabilities of the appointment booking system.

Demo

Try the live demo to see the booking system in action before purchasing.

Purchase

Get started with lifetime updates, full source code, and professional support.

Appointment Booking System - Complete Documentation

Contents

Getting Started

Managing System

Advanced

Help

Quick Start Guide

Upload Files

Create Database

Run Installation Wizard

Configure Your System

Start Accepting Bookings!

System Requirements

Server Requirements

Required PHP Extensions

File Permissions

Installation Guide

Step 1: Prepare Your Files

1.1 Extract the ZIP Archive

1.2 Upload via FTP

Step 2: Create MySQL Database

Using cPanel

Using phpMyAdmin

Step 3: Run Installation Wizard

Installation Step 1: Requirements Check

Installation Step 2: Database Configuration

Installation Step 3: Database Tables

Installation Step 4: Admin Account

Installation Step 5: Complete

Configuration

Configuration File

Timezone Configuration

Email Configuration

Option 1: PHP mail() (Default)

Option 2: SMTP Configuration

URL Rewriting (.htaccess)

Security Settings

Password Hashing

Session Security

SQL Injection Protection

XSS Protection

Admin Panel Guide

Accessing the Admin Panel

Dashboard Overview

Today's Bookings

Pending

Services

This Month

Navigation Menu

Managing Services

Adding a New Service

Service Fields

Example Service Configuration

Editing Services

Deleting Services

Deactivating vs. Deleting

Working Hours & Shifts Configuration

Multiple Shifts Per Day

Using Pre-Built Templates

Configuring Working Hours Manually

Example: Restaurant with Lunch & Dinner

How Time Slots Work

Example Calculation:

Holiday Management

Adding Holidays

1. Import Popular Holidays

2. Add Custom Holidays

Recurring Holidays

Full Day vs Partial Day Closures

Managing Existing Holidays

Capacity Management

Two-Level Capacity System

1. Global System Capacity

2. Service-Specific Capacity

Configuring Capacity

Global Capacity

Per-Service Capacity

How Capacity Affects Bookings

Managing Bookings

Viewing Bookings